HRM › Salary › Pay/Print Salary is where a month's salary is actually paid to your staff, printed and, if necessary, undone. Choose a month range at the top and the screen lists what was calculated, with each person's Earnings, Deductions, Net Salary, Total Paid and Remaining.
Calculating comes first, on HRM › Salary › Calculate/Generate Salaries. Nothing appears here until it has been run for that month.
Hiding columns
The list is wide. Click the cog next to Excel / PDF / Search to open Pay/Print Salary Grid Settings. Untick a column to hide it, tick it to show it, or use the arrows to change the order, then press Update Grid Setting. The choice is saved for your login. Reset To Default brings every column back. The row number and the tick boxes cannot be hidden, so you can always select people to pay.
Paying
Paying asks for two accounts:
- a credit account — where the money comes from, such as a bank or cash account
- a debit account — the payroll expense account
Both are needed because paying a salary writes the finance entry at the same time. Get these right; they are what makes the payroll show up correctly in your accounts. The Paid Date at the top is the date that entry carries.
A staff member who is being paid in instalments has a Partial Pay button on their row until the salary is fully paid. It pays part of the amount now, writes the finance entry for that part, and leaves the rest showing as Remaining.
Salaries are month by month — nothing carries over by itself
Each month's salary is generated separately. A month that was not fully paid does not roll into the next month's salary: on Pay/Print Salary, filter to that month and it still shows as unpaid or partially paid, with its Remaining. Pay the remaining amount against that month (choosing the cash / bank account), and the finance entry is settled for that month.
What was a teacher's salary in a past month?
- Pay/Print Salary — set the month range to that month and print the Salary Signature sheet or the Salary Slip: it lists each employee's generated salary for that month
- HRM › Add Approval › Salary Plan — the log of salary plan changes: filter the employee to see what the salary was before and what it was changed to
Undoing a payment
Select the salary and choose to unpay it. You are warned first, because unpaying reverses the finance entry it created. That is the correct way to undo a wrong payment — do not delete the entry from the ledger by hand.
Deleting a salary
A salary can only be deleted while it is unpaid. If it is paid or partly paid, unpay it first, then delete. The screen refuses otherwise rather than leaving a payment with nothing behind it.
Printing
Four printouts: Salary Slip, Salary Signature (the sheet staff sign against), Salary Report, and Bank Salary Sheet, which takes a cheque number. The preview opens in its own tab with switches to hide columns you do not want, and prints exactly what you see.
Steps
- HRM › Salary › Calculate/Generate Salaries — calculate the month
- HRM › Salary › Pay/Print Salary — set the month range
- Select the employees, choose the credit and debit accounts, pay
- Print slips, or the bank sheet with its cheque number
Common confusion
"The month is empty here." It has not been calculated yet.
"Delete is refused." The salary is paid or partly paid. Unpay it first — the screen says so: Paid/partially paid salaries must be unpaid first.
"Payroll is missing from the accounts." Check which credit and debit accounts were chosen at payment.
"I cannot see a column I used to see." Someone hid it on the cog. Open Grid Settings and tick it, or press Reset To Default.
Watch
📺 PAY/PRINT EMPLOYEE SALARY — https://youtu.be/J3qgxDGgc7o