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Payslips, bank files and accounting

Payslip settings​

Payroll configuration → Payslips sets how payslips look for each payroll policy. Changes apply to payslips downloaded from then on.

Protect payslip PDFs with a password uses the first five letters of the PAN plus date of birth as DDMM. Employees see the rule on their payslips page.

Payslip templates​

Payroll configuration → Payslip templates holds the payslip layouts. The designer opens full screen with a live preview using sample data or any processed run and employee.

  • Start from a ready-made layout: Standard, Compact, Detailed, Full and final statement, or Payment advice.
  • Set the page, theme, company name, address and logo, and the labels.
  • Hide, rename or group components.
  • Choose which blocks appear, such as the tax projection, leave balances or loans.
  • Assign templates by run type, employment type, pay group or policy. The most specific match wins; otherwise the default template is used.

A template is saved as a draft and published when ready. Published versions never change. The run's Payslips tab shows how many employees get each template.

Generate payslips​

In the run's Payslips tab, select Generate payslips after finalizing. Each payslip shows Being generated, Ready or Failed; use Retry failed payslips for failures. Publishing the run releases them to employees.

Bank files​

  1. In Payroll configuration → Bank master and Bank Files, set up your banks and their file formats. A generic NEFT format ships, plus presets for several banks.
  2. In the run's Payments tab, create the bank file. It includes every bank transfer not yet paid or that failed earlier. Employees without bank details are listed so you can fix them, and employees on hold are left out.
  3. Name the file with {RUN}, {PAYDATE} and {SEQ}.
  4. Upload it to your bank, then update the payment status in the Payments tab once the bank confirms.

A run can't be reversed while its payments are initiated or paid.

Accounting​

Payroll configuration → Accounting maps each component to a GL account. Earnings and employer contributions post to the expense account; deductions and employer contributions post to the liability account. DEFAULT is used for anything without its own account.

In the run's Journal tab, export the journal as CSV or Excel, split by department or cost centre.