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Generate Payroll

This guide explains how to generate monthly payroll in the HRMS system — from salary calculations and deductions to payslip distribution and reporting.

What You’ll Learn

By the end of this guide, you’ll be able to:

  • Access payroll generation
  • Configure payroll settings
  • Generate monthly payroll
  • Review and approve payroll
  • Resolve payroll errors
  • Generate payslips and reports

Getting Started

Prerequisites

Before generating payroll, ensure:

  • You have HR Admin or Payroll Manager access
  • All employee records are updated
  • Salary components (allowances, deductions) are configured
  • Attendance and leave data are finalized

What Gets Generated

When you generate payroll, the system creates:

  • Salary calculations (earnings + deductions)
  • Adjustments for attendance and leaves
  • Payslips for each employee
  • Payroll summary & detailed reports

Accessing Payroll Generation

  • Go to Payroll in the main menu
  • Click Generate Payroll
  • Review the payroll generation interface:
    • Payroll Period (month & year)
    • Employee List
    • Generation Settings
    • Previous Payrolls
    • Action Buttons (Generate, Review, Approve)

Configuring Payroll Settings

Step 1: Select Payroll Period

  • Choose Month and Year
  • Verify period → Review last month’s payroll for reference

Step 2: Configure Settings

  • Basic Settings: Payroll Date, Payment Date, Currency, Payroll Cycle
  • Calculation Settings: Attendance, Leave, Overtime, Expense claims
  • Deduction Settings: Tax, PF, ESI, Other deductions

Step 3: Select Employees

  • Include All, or filter by Department / Designation
  • Choose based on Employee Status (Active, New Joiners, Exits, On Leave)

Generating Payroll

  • Review all configuration settings
  • Click Generate Payroll → Confirm generation
  • Monitor progress:
    • Employees processed
    • Calculation status
    • Errors or warnings
      Completion %

The system automatically:

  • Calculates salaries
  • Applies deductions
  • Processes attendance & leave
  • Generates payslips

Reviewing Generated Payroll

Step 1: Payroll Summary

Check totals for:

  • Employees processed
  • Payroll amount
  • Success, Error, and Warning counts

Step 2: Error Review

  • Employee Errors → Incomplete salary data
  • Calculation Errors → Wrong formulas or components
  • System Errors → Technical issues

Step 3: Fix Issues

  • Click on error → View details
  • Correct data
  • Regenerate payroll if needed

Detailed Payroll Review

  • Open Review Payroll
  • Select employee → Check salary breakdown
  • Verify:
    • Basic pay
    • Allowances
    • Deductions
    • Net salary
    • Adjustments (attendance, leave, overtime, expenses)

Approving Payroll

  • Run a Pre-Approval Checklist:
    • No errors, accurate data, compliant with tax laws
  • Click Approve Payroll → Add approval notes
  • Confirm approval → Lock payroll
  • Post-approval actions:
    • Generate payslips
    • Send notifications
    • Update employee records
    • Generate payroll reports

Generating Payslips

  • Click Generate Payslips
  • Choose format (PDF, Excel, HTML)
  • Configure options (logo, signature, language)
  • Distribute payslips:
    • Email
    • Print & handout
    • Download & archive

Payroll Reports

Report Types Available

  • Payroll Summary
  • Department-wise Payroll
  • Tax Report
  • Deduction Report
  • Custom Reports

Export Options

  • Excel → For analysis
  • PDF → For sharing
  • CSV → For imports
  • Email → Send directly