This guide goes through the steps and functionalities of the payroll process. The guide advises on how to manage, edit, and review payslips before their final creation.
Pay > Payroll > Payslips and periods > Select pay period dates
Table of contents
- Payroll process steps
- 1. Employees without Pay service
- 2. Employees with uncreated payslip
- 3. Check selected pay bases
- Fixed pay bases
- Salary type with manual calculation
- Payslip dates
- Unapproved time management data
- Approved time management data
- Travel and expense records
- Used holidays
- Saving edited data and creating calculations
- Frequently asked questions
Access the payroll process from the Human Resources monitoring view or the Payslips and periods page by drilling down from the pay period date.
The process has up to eight different steps, all of which are covered in order in the payroll process.
Payroll process steps
- Employees without Pay service
- Employees with uncreated payslip
- Unprocessed payslips
- (Payslips under approval)*
- Undelivered payslips
- Unpaid payslips
- Payslips without voucher
- Completed payslips
*Select approval separately in payroll settings: Pay > Settings > Payroll settings > Settings > Use pay approval.
Review the information of the pay period being processed at the top of the payroll process. Edit the salary model information and the pay period's record and salary payment dates here if necessary.
The salary payment date and date of the voucher of already created payslips can be edited through the "Change salary payment date and date of the voucher" link. Note that using the link changes the information for the created payslips, but the Salary payment date visible in the pay period information remains unchanged.
Saving returns back to the previous page in the payroll process.
The salary payment date can also be edited in the Payslip edit view, on the Payslip additional information tab.
1. Employees without Pay service
The payroll process first shows employees who do not have the right to payroll. The Pay service can be enabled for the employee from the employee's basic data in the employee list. You can drill down directly from the employee's name to the basic data.
If the employee does not have the Pay service enabled, you will see the employee in the "Employees without Pay service" section.
2. Employees with uncreated payslip
At this stage, you will see employees who have an uncreated payslip.
Check employee's basic data by drilling down from the employee's name.
Retrieve Email from the employee's basic data, which you can access from the employee's name.
Check the Entered working hours column, where the information comes directly from working hours records.
3. Check selected pay bases
Edit information at this stage (except for fixed pay bases). Proceed as follows:
- Select the employees whose pay bases you want to check. Select all employees in bulk from the black triangle.
- Click the Check selected pay bases button.
The Check selected pay bases window opens from the button.
Fixed pay bases
Review fixed salary types (such as Monthly salary and Hourly pay), which come from the employee's pay bases.
Salary type with manual calculation
Select salary types with manual calculation if desired.
Payslip dates
Due date (leaves bank)
This is the day the pay has left the company's account. The due date is automatic according to the salary payment date. If you pay the salary through Netvisor, the payment date is automatically updated based on the account statement. If you pay the salary other than through Netvisor, update the payment date manually. Send the pay to the bank usually two banking days before the due date.
Salary payment date (Employee)
This is the day the salary should be in the employee's account. Send the pay to the bank usually two banking days before the due date. Note that the due date determines in obligations which month the pay belongs to.
Date of the voucher
This is the day the pay is recorded in bookkeeping. This date is also used as default in reporting when limiting by date range.
Unapproved time management data
Here you see the work hours recorded in the working hours view that have not yet been approved. Approve the hours at this stage by checking the desired time entry row for the payslip.
Approved time management data
Review the work hours recorded in the working hours view.
Approved time entry information is visible at this stage. Generally, no action is needed for these. Edit information if necessary from the edit icon and add record type rows from the green plus sign.
Note that the same record types and calculation targets as in working hours records will be available. In this view, you cannot target working hours information to a single day, but they are targeted to the current pay period.
Travel and expense records
Review travel and expense records here if they are unpaid in travel and expense records. Select the desired expense rows for payment during payroll from here.
Used holidays
Note that taken holidays come from working hours records. Enter information manually if necessary without working hours records.
Saving edited data and creating calculations
Save any edits first when the pay bases have been checked.
Create payslips after saving the data from the Save and create payslips button at the top of the edit window.
The function creates payslips, which are visible in the next Unprocessed payslips stage.
Frequently asked questions
Where can I access the payroll process?
You can access the payroll process from the Human Resources monitoring view or the Payslips and periods page by drilling down from the pay period date.
What does Due date (leaves bank) mean?
It is the day the pay has left the company's account.
How can I approve hours visible in payroll?
You can approve hours in the "Unapproved time management data" section by checking the desired time entry row for the payslip.
How can the Pay service be enabled for an employee?
The service can be enabled from the employee's basic data in the employee list.
Keywords: Payroll, Payslip, Pay period, Salary payment date, Due date, Working hours record, Holidays, Travel expenses.
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