This guide covers the functions of the payroll approval view. It provides instructions on approving, rejecting, and previewing payrolls, as well as an overview of the columns in the view and the required access rights.

Pay > Payroll > Payroll approval

TABLE OF CONTENTS

Approve payrolls view

In the approval view, you can see the payrolls transferred to approval in the payroll process. Approve the payrolls to move them forward in the calculation process. You can also reject the payrolls, which will return them for handling.

You can write a comment when rejecting, for example, the reason for rejection. The payroll accountant can see the comment you wrote. After handling, the rejected payrolls are transferred again for approval. Read more: Payroll approval

You can find the payroll approval view in the Payroll section.

You can see the section if you have edit or read access rights according to your access rights. If the section is not visible, although it should be, check if the steps for enabling approval have been done correctly. More information about access rights situations is provided at the end of the page.

Selecting rows

Select multiple payslips at once by salary model from the row of the respective salary model. Similarly, select all rows from the header-level selection box.

  • Select all rows in the table from the top box (1).
  • Select the rows under the salary model from the salary model section (2).
  • Select the specific row from the employee section (3).

 

Approval

Once you have reviewed the calculations and are ready to approve them, proceed as follows:

  1. Select the calculations to be approved from the list.
  2. Press the green "Approve selected" button.

If you have the Payroll accountant role (P), approval is possible, but after pressing the "Approve selected" button, you must provide a comment for approving the payrolls. A record and possible comment from the approval will be left in the handling history of the payslip.

 

Payslip (pdf) preview

Next to the approval and rejection buttons, you will find the preview function "Show selected payslips".

Use the function to see the payroll information of the selected rows as a generated payslip (PDF). This way, you can see what kind of calculation is formed from the salary type rows.

In the upper right corner of the preview window, there are the same rejection and approval functions as at the bottom of the approval view.

 

Rejection

Reject the calculation as follows:

  1. Select the calculations to be rejected.
  2. Press the rejection button "Reject selected".
  3. Provide an explanation in the confirmation window that opens, why the calculation(s) are being rejected.

Please note that the rejected calculation will come back for approval after re-handling!

The given comment is saved on the rejected payslip in its handling history.

The comment is also readable by the payroll accountant and serves as a guide on what should be changed on the payslip.

The rejected calculation returns to the payroll process as unprocessed, and its status becomes red "Rejected", allowing the payroll accountant to easily distinguish it from unprocessed calculations.

The payroll accountant handles and transfers the payslip again for approval.

Payslips to be approved

In the payroll approval view, the payrolls transferred to approval in the payroll process are listed. Payrolls are displayed grouped by salary models.

Who can see whose pay?

With the Foreman role (E), you can see the payslips transferred to approval for those users for whom you have company hierarchy approval rights. A user with the Payroll accountant role (P) bypasses hierarchy rights and sees all payrolls in approval.

Columns

The sums of the columns show the salary types for which a payroll list group has been defined in company-specific salary types.

  • Employee: you can drill down into the employee's basic information.
  • Pay period: pay period dates.

  • Pay information: Salary in money.
  • Other deductions and allowances: 
    • Tax-free allowances
    • Other deductions
  • To be paid: 
    • To be paid
    • Comparison
  • Comments/handling history

Salary in money, Tax-free allowances, Other deductions and To be paid

Click the blue background column header to see from which salary types the information is formed. The "Payroll list group" selected in the salary type settings determines in which column the salary type is displayed in payroll approval. Company-specific salary types define the salary type settings.

The sums of such columns are displayed as links, from which you can check how the sum is formed in the window that opens.

You can drill down from the blue "Pay sum" link to the salary types that are directed to the information of the respective column. The "Payroll list group" selected in the salary type settings determines in which column the salary type is displayed in payroll approval.

Comparison

To support approval, the Comparison column shows the change in the To be paid sum compared to the previous pay period. If there is no previous calculation from the current salary model (for example, in a situation where it is the employee's first pay period), only a dash is shown in the comparison column.

Otherwise, the column shows a percentage, which serves as a link to the employee-specific pay period comparison view. In the window, you can see the information of the latest payslips side by side as they are shown to the employee on the payslip. The current payslip to be approved is the latest. To compare pay periods, you must have access rights to payroll reporting.

Comments / handling history

In the approval view, you can see only those handling history entries of the payslips that contain content text. This way, automatic entries caused by handling do not unnecessarily appear in approval, but comments written by the payroll accountant do.

Access rights

Payroll approval requires the following access rights:

  • Access to the page requires either Foreman role (E) (or Payroll accountant role) (P).
  • The same user must also have edit rights for payroll approval in the function-specific rights of payroll.
    • With read rights, you can see information about calculations in approval, but you cannot view the actual payslip without edit rights. Also, the approval and rejection buttons for calculations are not available.
  • The approver must have approval rights in the company hierarchy for the employees whose payrolls are being approved.
  • If the approver needs to open payslips in the approval view, they must have read rights in the function-specific rights of payroll.
  • It is also advisable to enable the notification view rights for the approver so that they can immediately see the payslips to be approved from the start page.
  • The payroll approval function must be enabled in the HRM basic information.
  • To see the employee-specific pay comparison window, rights to payroll reporting are required.

The setting of access rights can be done by the accounting office administrator (TPK) or user administrator (KH).

The payroll approval view has its own access rights section, which determines access to the approval page.

To open the employee-specific pay comparison window, which can also be accessed from the approval view, read or edit rights to payroll reporting are additionally required.

If payroll approval is not enabled, but the user has access to the page, the following notification appears: "Payroll approval is not in use."

The user cannot access the page without the E or P role, even if approval is enabled. In this case, it is stated: "You do not have rights to the selected function. Only the Payroll accountant role or Foreman role has rights to the selected function."

If the user can access the page, but no function buttons are visible on the page, the user has only read rights defined in the access rights for the page.

 

Frequently asked questions

What happens to rejected payrolls?
Rejected payrolls return to the payroll accountant for handling. After handling and corrections, the payroll accountant transfers them again for approval.

Why can't I see the Approve selected button?
If you see the approval view but not the function buttons, you only have read rights to the function. Contact the administrator to change the rights.

Why can't I see my subordinates' payrolls?
As a foreman, you can only see the payrolls for which you have approval rights according to the company hierarchy.

Keywords: Payroll approval, rejection, payslip, foreman, payroll accountant, access rights, approval view.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.