Payroll

Payroll Reporting

Payroll Analysis

Go to Payroll > Reporting > Payroll Analysis. Pivot with:

• Dimensions: Employee, Department, Contract, Salary Rule Category, Payslip Period.
• Measures: Gross Amount, Net Amount, Total Deductions, Employer Contributions.
• Filters: Date Range, Department, Employee.

Key Insights

• Total payroll cost per department.
• Monthly salary trends.
• Employer contribution breakdown by type.
• Tax deductions summary.

Payroll-to-Accounting Reconciliation

Each confirmed payslip batch posts a journal entry (or one entry per payslip, depending on configuration) debiting salary expense accounts and crediting the amounts owed to employees/tax authorities/benefit providers. After every run, reconcile the batch's total Net + Deductions + Employer Contributions against the posted journal entry total in Accounting — a mismatch usually means a salary rule's account mapping is wrong.

Statutory & Compliance Reports

Beyond the pivot analysis, export payslip data (gross, deductions, employer contributions by employee) in the format your tax/social-security authority requires — most jurisdictions need a periodic filing built from exactly this data, so keep salary rule codes consistent so the export mapping doesn't need to be redone each period.

Best Practices

• Run a test payroll for one employee before batch processing.
• Reconcile total payslip amounts with accounting entries every period, not just at year-end.
• Keep salary rule sequences logical – compute basic before allowances, allowances before statutory deductions.
• Back up salary rules before making changes, and test changes on a duplicated employee/contract first.
• Lock (mark Done) a payslip only after payment has actually been disbursed, not before.

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.

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.