If you’ve read How pay periods work, this page is those concepts in the order you press them.
Before you run
- SALARY streams: everyone needs a compensation profile. Anyone without one is skipped — the run report lists them under “No compensation profile” with a “Set up pay” shortcut, which opens the person’s page; fill in the Compensation profile card there.
- CLAIMS streams: approve what should be paid. Rows still “Pending approval” in the pool will not be collected by this run. A SALARY stream’s run never collects from the pool at all.
- Payroll settings carry the rates. Income tax rate, NHI rate, labor insurance rate, supplementary NHI rate and the ceilings — all withholding is computed from these.
The run
- Go to “Payroll ▸ Periods”. No periods yet? Generate periods ahead — pick the stream and how many; new periods continue after the stream’s last one.
- Open the period, press Run period, read the confirmation, then press Confirm. A period can only be run while it is Pending; once a run finishes cleanly the period is Processed and can never be run again — so finish the checks above first.
- Read the Run report: payments created, who was skipped, and the warnings that need a decision.
Check, approve, mark paid
The period page’s Payments table lists every payment. Open one for the full calculated breakdown — base earnings, each earning, each deduction, net pay. The table’s Total row is the period’s ledger line (gross, deductions, net — one row per currency); Export CSV saves the same register as a file for reconciliation in Excel — name, gross, deductions, net, status and paid date.
- Whoever holds the approve permission sees Approve on a Calculated payment’s row; press it once the payment is right. The payment becomes Approved, which is also what the employee sees on the Pay screen.
- After the actual bank transfer, whoever holds the mark-paid permission presses Mark paid on the Approved payment’s row. That last mile is between you and the bank — the system does not move money: the payment becomes Paid and its paid date is filled in, which records that you did. The employee sees it as Paid on the Pay screen too. Approving and marking paid are two permissions, and may belong to different people.