Payroll

The Payroll Module

The Payroll module manages employee salary processing. It integrates with HR (contracts, time off, attendance) and Accounting (journal entries for salary expenses).

Core Concepts

Menu Structure

• Payslips – Employee payslips, batch processing.
• Configuration – Salary rules, categories, contracts, contribution registers.
• Reporting – Payroll analysis.

Salary Rules

Go to Payroll > Configuration > Salary Rules.

Creating a Salary Rule

1. Click Create.
2. Category – Allowance, Deduction, Employer Contribution, Statutory.
3. Sequence – Evaluation order (lower = first).
4. Code – Unique identifier (e.g. BASIC, HRA, PF, TAX).
5. Name – Display name.
6. Condition Based On – Always True, Range (min/max salary), Python Expression.
7. Computation:

• Fixed Amount.
• Percentage of another rule (e.g. HRA = 50% of BASIC).
• Python Expression (max flexibility).

Salary Rule Categories

Go to Payroll > Configuration > Salary Rule Categories. Define GROSS, NET, and other grouping categories. The NET category is special – it represents the final payable amount.

Salary Structure

A salary structure is a collection of rules applied to a contract. Create rules and link them to contracts via the Salary Rules tab on the contract form. Set:

• Base wage (fixed).
• Applicable rules for this contract.
• Employer contribution registers.

Overtime & Public Holidays

Overtime hours (from Attendance) can feed a dedicated salary rule that computes extra pay at a configured multiplier (e.g. 1.5× normal rate). Public holidays are maintained as a calendar (Employees > Configuration > Public Holidays) so a payslip period automatically excludes them from "days worked" instead of an accountant manually adjusting each one.

Payslip Generation

Creating a Payslip Batch

1. Go to Payroll > Payslips > Payslip Batches → Create.
2. Name – e.g. "Monthly Payroll – January 2026".
3. Date From / To – Payroll period.
4. Click Generate Payslips – Quickenerp creates payslips for all active contracts.
5. Review each payslip. Edit lines if needed.
6. Click Compute Sheet on each payslip to calculate values.
7. Once verified, Confirm the batch.

Payslip Fields

Payslip Statuses

• Draft – Created but not computed.
• Confirmed – Computed and verified.
• Done – Paid and locked.
• Cancelled – Voided.

Employee Payslip Access

Employees can view their own payslips via the Portal. Enable in Settings: "Employee Payslip Access". Each employee sees their payslip history and can download PDFs.

Correcting a Confirmed Payslip

Never edit a paid/locked payslip directly. Instead, generate a Credit Note payslip that reverses the incorrect amounts, then issue a corrected payslip for the difference — this keeps a clean audit trail and matches what the Accounting journal entries already recorded.