# Additional Payment

Additional Payment records extra compensation outside regular salary — bonuses, commissions, incentives, or allowances. Entries can be for a single employee or a payroll group with multiple payment lines. Approved lines auto-pull into Pay Run as salary payables with referenceId set to the payment line id.

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Getting started

Overview & List View Quick Start

Form reference

Header Fields Payment Lines

Actions & Status Connection with Pay Run Accounting Worked Example Best Practices FAQ Related & Videos

Overview & List View

Go to Payroll → Additional Payment. The list shows every additional payment with payroll group, employee(s), type, category, period, and status. Additional Payment List

List columns | **Column** | **Shows** | |------------|-----------| | Id | Record reference number. | | Date | Date the payment is recorded. | | Payroll Group | Associated payroll group (group payments). | | Employee | Employee name (single) or employees from payment lines (group). | | Payment Type | Additional Payment or By Commission. | | Payment Category | Category of the payment (Bonus, Incentive, etc.). | | Year | Year the payment applies to. | | Month | Month the payment applies to. | | Status | Header status of the document. | Quick filter tabs | **Tab** | **Shows** | |---------|-----------| | Default | All except cancelled. | | Approved | Approved payments. | | Draft | Saved but not approved. | | Closed | Fully processed through pay run. | | Cancelled | Cancelled payments. | Advanced Filters Id, Type, Employee, Payroll Group, Payment Category, Year, Month, Commission Payment Transaction Id, Status, Date, and Created date. List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses |

Quick Start — Create an Additional Payment

1. Navigate

Go to Payroll → Additional Payment and click New. New Additional Payment

2. Choose single or group

Single employee — leave Is Group unchecked. Select Employee and one payment line is pre-filled.
Group payment — check Is Group. Select a Payroll Group. Payment lines auto-populate with all employees in the group.

3. Fill header

Set Date, Type * (Additional Payment or By Commission), and Payment Category *.
Set Year * and Month * — the payroll period the payment applies to.
Categories Wages Payable (6) and Overtime (7) are excluded — use Production Wage and Overtime Entry for those.

4. Enter payment lines

For each employee, set Amount and optional Notes. For By Commission type, also enter Sale Amount and Commission Percentage.

5. Save

Save — keeps status Draft.
Save And Approve — approves header and all lines in one step.

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Date * | Date the payment is recorded. | | Is Group | When checked, payment applies to multiple employees via a payroll group. | | Payroll Group | Required when Is Group is checked. Employees in the group populate payment lines. | | Employee | Required when Is Group is unchecked. Single-employee payment. | | Type * | Additional Payment (fixed amount) or By Commission (sale amount × percentage). Required. | | Payment Category * | Earning category (Bonus, Incentive, etc.). Must be active. Categories 6 and 7 are excluded. Required. | | Year * | Payroll year the payment applies to. Required. | | Month * | Payroll month the payment applies to. Required. | | Notes | Optional header remarks. |

Payment Lines

Each additional payment has one or more payment lines — one per employee receiving the extra amount. | **Column** | **Description** | |------------|-----------------| | Sl Num | Line serial number. Auto-numbered. | | Employee * | Employee receiving the payment. Required. | | Sale Amount | Shown for By Commission type. Base sales amount. | | Commission Percentage | Shown for By Commission type. Percentage applied to sale amount. | | Amount | Payment amount for this employee. | | Notes | Optional line remarks. | | Status | Per-line status — Approved, Closed, or Partially Processed. | Group behaviour: When you select a payroll group, the system loads all active employees in that group as payment lines. Adjust individual amounts as needed. Single behaviour: One payment line is created for the selected employee. No new rows can be added. Line-level status: Each payment line tracks its own settlement status independently. This allows a group payment to be partially processed when only some employees' lines have been included in pay runs.

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Approve | Approves the payment and all lines. | Draft, For Revisal | | Edit | Opens for editing. | Draft, For Revisal | | Delete | Permanently removes. | Draft, For Revisal | | Clone | Creates a copy. Hidden when created from a commission transaction. | All (if permitted) | | Print | Prints the document. | All |

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Cancel | Cancels the payment. | Approved, For Revisal, Closed | | Master Update | Updates selected header fields. | Approved, Closed | | Add/Update Note | Adds or edits notes. | All | | Print | Prints the document. | All |

Header statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but not approved. Editable. | | Approved | Finalized. Lines eligible for pay run. | | For Revisal | Sent back for correction. | | Cancelled | Cancelled. | | Closed | All payment lines fully settled through pay run. | | Partially Processed | Some but not all payment lines have been included in approved pay runs. |

Payment line statuses

| **Status** | **Description** | |------------|-----------------| | Approved | Line approved, awaiting pay run. | | Closed | Line included in an approved pay run. | | Partially Processed | Line partially settled (rare — used when amount is split across pay runs). | When lines have mixed statuses, the header may show Partially Processed until all lines are Closed.

Connection with Pay Run

Approved payment lines auto-pull into the Salary Payables section of a pay run for the matching employee, year, and month. | **Step** | **What happens** | |----------|------------------| | Payment approved | Header and lines → Approved. | | Pay run draft | Approved lines for the employee/period appear as payment lines under the selected payment category. referenceId = payment line id. | | Pay run approved | Matched payment line → Closed. Header → Closed when all lines are closed, or Partially Processed when some remain. | | Pay run cancelled | Lines revert to Approved. Header status recalculated. | Pay-run payment line link: | **Field** | **Value** | |-----------|-----------| | Payment Category | From additional payment header | | Amount | From payment line amount | | referenceId | Payment line id (links back for settlement tracking) | Commission payments: When created from a sales commission transaction, the header shows Payment Transaction linking to the source. Clone is disabled on these records.

Accounting

Additional payments post through the pay run journal on approve:

DR payment category expense account (debit account from Payment Category)
CR account 57 Salary Payable — employee sub-ledger

Each payment line generates its own DR/CR pair under the configured category account. Cancel on pay run reverses the journal and reopens the payment lines.

Worked Example — Group Bonus

Scenario: March festival bonus of ₹5,000 for all employees in Payroll Group "Sales Team" (4 employees). Payment category: Bonus.

Additional Payment

Is Group: checked. Payroll Group: Sales Team.
4 payment lines, each ₹5,000.
Save And Approve → header Approved, 4 lines Approved.

March pay runs

Each employee's pay run auto-pulls one Bonus line (₹5,000, referenceId = line id).
After all 4 pay runs are approved: all lines → Closed, header → Closed.

Partial scenario: If only 2 of 4 employees have March pay runs approved, those 2 lines → Closed. Header → Partially Processed until the remaining 2 are settled.

Best Practices

Use group payments for uniform bonuses across a payroll group — one document, multiple lines.
Match Year and Month to the pay run period so auto-pull works correctly.
Do not use payment categories 6 (Wages Payable) or 7 (Overtime) — use dedicated modules for production wages and overtime.
For commission-based pay, use type By Commission and record sale amount and percentage for audit trail.
Review line statuses on group payments before closing the period — a Partially Processed header means some employees were not yet paid.

FAQ

What is the difference between single and group payment?
Single: one employee, one line. Group: select a payroll group and the system creates a line per employee in that group. What does Partially Processed mean?
Some payment lines have been settled through pay runs but others remain open. Common on group payments when not all employees have had their pay run approved yet. How does the pay run link back to the payment line?
The pay-run payment line stores referenceId equal to the additional payment line id. On pay-run approve, that line closes. Can I use this for production wages or overtime?
No. Categories 6 and 7 are excluded. Use Production Wage and Overtime Entry instead. Can I create additional payments from sales commissions?
Yes. Type By Commission supports sale amount and commission percentage. Commission transaction-linked records show the source transaction and cannot be cloned. When are lines pulled into pay run?
Approved lines for the employee and period appear on pay run create and Refetch. Pay-run approve sets line status to Paid. Can I cancel an additional payment after pay run?
Cancel only if lines are not Paid. If already settled on an approved pay run, cancel the pay run first to restore line status. What is By Transaction commission type?
Lines created automatically from approved Commission On Transaction — linked to sale invoice and not editable via clone. Do group payments create separate pay-run lines per employee?
Yes. Each employee line settles independently — Partially Processed status means some employees are paid and others are not yet.

Related documentation

Pay Run — settles additional payment lines.
Payment Categories — define bonus, incentive, and allowance accounts.
Payroll Group — group employees for bulk additional payments.
Transaction Wise Commission Report — commission payment audit.
Employee Payment Summary Report — period-wise payment totals.

Video — Additional Payment overview