Run Payroll

A payroll cycle moves from an open period through a run that you calculate, review, approve, post, and pay. Regular runs cover the whole eligible headcount; off-cycle and bonus runs can target a subset.

Create period → Create run → Calculate → Submit for review → Approve
  → Post to accounting → Mark paid → Generate / email payslips
  → Close period

Create a payroll period

1. Go to Payroll → Payroll periods.
2. Select the year when browsing monthly periods.
3. Create period for a calendar month, or create a weekly / bi-weekly period from a start date (must match company frequency settings).
4. After all runs for the period are Posted, Paid, or Cancelled, Close period to lock it.

Create and calculate a run

1. Go to Payroll → Payroll runs.
2. Optionally filter by period.
3. Create run for an open period:
   • Regular — normal cycle for all eligible employees
   • Off-Cycle / Bonus — optional employee subset; attendance deductions are usually skipped
4. Open Run details (the status stepper shows progress).
5. Click Calculate. The system:
   • Includes active employees with a current salary in the period window
   • Applies proration for mid-period join or exit (if enabled)
   • Pulls attendance and leave; applies overtime (regular vs. holiday rates)
   • Recomputes percentage components; applies tax, loan EMI, expense reimbursements, and retro where due
   • Lists exclusions (no salary, missing attendance, zero net, join/exit outside the period) on the run screen
6. Review totals and open Employee detail for the component breakdown.

Run numbers look like PR-…, PR-OC-…, or PR-BN-….

Review and approve

1. Submit for review when calculation looks correct.
2. An approver Approves or Rejects with a reason.
3. Rejected runs return to Draft for recalculation.

Post to accounting

On an Approved run, click Post to accounting. Typical effects:

• Debit salary expense (gross)
• Debit overtime expense (or salary expense if no separate account)
• Credit employee payable (net salaries)
• Credit employee loan receivable (loan EMI totals, if any)
• Credit tax withholding (if any)

Configure GL accounts in Payroll settings first. Included expense reimbursements are marked reimbursed when posting succeeds.

Mark paid and bank file

On a Posted run:

1. Select a bank account.
2. Mark as paid — posts debit employee payable / credit bank and sets status to Paid.
3. Optionally Download Bank File — a generic CSV of bank-transfer employees (account, IFSC/branch, net pay) for upload to your bank. Also available on Paid runs when Bank File Generation is enabled.

:::tip Payslips from the run From Approved, Posted, or Paid run details you can Generate payslips, then preview, print, or email them. See Generate and email payslips. :::

Next step

Generate and email payslips

Create, preview, print, and email employee payslips.

Record payment vouchers

How cash and bank payments work in Accounting.

How payroll uses HRMS and Expense

What attendance, leave, and expenses do to net pay.