Salary Slip - HR and payroll

One employee's pay for one period: the earning and deduction lines, the days behind them, and what they are owed.

When to use it

After a payroll run, to check somebody's pay, and then to approve it and post it to your books.

Before you start

The Bulk Salary Slip Run makes slips for a whole period, so you would not normally create one here by hand. Each salary component should already have its account set, or the posting lands in a default account.

Where to find it

Open the HR area from the main menu, then Payroll, then Salary Slip.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Slip	Period	The pay period this slip covers. It sets the days paid and which month's attendance is used.	Yes
Slip	Employee	The employee being paid on this slip. There is one slip per employee per period.	Yes
Slip	Structure	The salary structure the earning and deduction lines were taken from when the slip was made.	No
Slip	Payable Days	Calendar days in the pay period. Unpaid leave is charged as a share of pay over these days.	No
Slip	Actual Days	Days the employee was present, taken from the finalised attendance for the period.	No
Slip	Leave Days	Paid leave days in the period, from the finalised attendance. They do not reduce pay.	No
Slip	LOP Days	Unpaid leave days. Each one cuts pay by a day's share of gross, so a wrong count pays the wrong amount.	No
Slip	Gross	Total of the earning lines, including overtime. It is worked out from the lines when payroll is run.	No
Slip	Deduction	Total of the deduction lines. It is worked out from the lines when payroll is run.	No
Slip	LOP Deduction	Pay withheld for the unpaid leave days. It is gross times unpaid days divided by payable days.	No
Slip	Net	What the employee is actually paid: gross less deductions and less the unpaid leave cut.	No
Slip	Status	(not explained yet)	No
Slip	Paid On	Date the salary was actually paid. It is a record only; the money moves on a separate payment voucher.	No
Slip	Payment Ref	Bank or cheque reference for the payment. Kept for your record; it does not create any entry.	No
Slip	Notes	(not explained yet)	No
Lines	Component	The pay component this line is for, such as basic pay, an allowance or a deduction.	No
Lines	Type	Earning or deduction. It decides whether the line adds to gross or is taken off, and the side it posts to.	No
Lines	Amount	Value of this line. Earning lines add up to gross; deduction lines add up to the deduction total.	No
Lines	Order	Order this line appears in on the slip. It has no effect on any amount.	No

How it works

A new slip is a Draft, and Draft is the only state in which anything can be changed. From there:

Approve moves it to Approved and raises a mirror voucher for the net amount. From this point the slip is read only.
Post JV moves it to Posted and writes the salary journal. Each earning goes to the account set on its component, each deduction to the account on its component, and the balance goes to the employee's own account in your books.
Cancel is available from Draft, and from Approved with a comment.

Posted is the end of the road. There is no way back to draft from it, so check everything before you post.

Paid On and Payment Reference are a record only. Filling them in does not move any money. Paying the person is a separate payment voucher.

What to check before approving

The days. Payable days, days present and unpaid days all come from the finalised attendance. Unpaid days cut the pay in proportion, so they are the quickest route to a wrong figure.
A line at zero. A component set to a calculation the system does not recognise pays zero and gives no message. If somebody is short, look at their salary structure lines first.
Repeated adjustment lines. A one-off addition or deduction that was never closed is added again to every later run. Hold this period's slip beside last period's. Anything that appears twice for the same reason has been paid twice.
A missing overtime line. Overtime hours on the attendance do not guarantee an overtime line.
Errors from the run. If a person's pay policy could not be read, their slip has none of their policy lines on it, and only the run's error list says so.

Tips and common mistakes

Approve in batches small enough that you would notice a wrong figure in them.
Set an account on every salary component. Components without one all pile into the same default account, and the salary journal becomes very hard to read.
To change a posted slip, you have to delete it and run payroll again for that person. That also means reopening and re-finalizing their attendance. Check first, post second.

Bulk Salary Slip Run: where slips are made
Period Attendance: the days behind the slip
Salary Structure: where a zero line is usually explained
Compensation Adjustment: one-off amounts that appear as their own line