A Pay Run processes an employee's payroll for a period — salary earnings, reimbursements, and deductions — and produces a payslip. When approved, it posts salary expense and payable accounts, settles linked transactions (expense claims, cash advances, production wages, OT), and marks attendance as salary-posted. Net pay = Salary Payables − Deductions + Expenses (+ round off).
Go to Payroll → Payrun. The list shows every pay run with employee, period, totals, balance, and status. Select checkboxes to bulk-download payslip PDFs.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | System reference. |
| Number # | Pay run bill number. |
| Employee | Employee name. |
| Pay Run Type | Regular or Bonus. |
| Month | Payroll month. |
| From / To | Pay period start and end. |
| Process Date | Date used for accounting. |
| Salary Payable | Total payment (earnings) amount. |
| Total | Net payables (payments − deductions + expenses + round). |
| Balance | Amount still owed to the employee (reduced by Payment Out vouchers). |
| Status | Draft, Approved, Closed, or Cancelled. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All except cancelled. |
| Approved | Status Approved (active, journal posted). |
| Closed | Fully paid (balance zero). |
| Draft | Saved but not approved. |
| Cancelled | Cancelled pay runs. |
Advanced Filters
Id, Employee, Pay Run Type, From, To, Process Date, Branch, Brand, Status, Created Date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
Quick Start — Create a Pay Run
1. Navigate
Go to Payroll → Payrun and click New.
2. Fill header
Pay Run Type — Regular (one per employee per overlapping period) or Bonus (multiple allowed).
Year, Month, Period — payroll cycle dates.
Employee — on Regular, selecting an employee triggers salary calculation. On Bonus, lines are entered manually (or kept from Clone); changing employee does not clear them.
Process Date — accounting date (defaults to period end).
Working Days, Holiday OT Days, LOP Days, Paid Leaves — Regular only. Auto-filled from attendance when Consider Attendance is enabled. Hidden on Bonus. Use Refetch to recalculate on Regular.
Leave Salary Days / Extra Payable Days — Regular only, when enabled in payroll settings. Hidden on Bonus.
3. Review auto-pulled lines
After the employee and period are set on a Regular pay run, the system loads:
On a Bonus pay run, salary and expenses are not auto-pulled. Add payment lines yourself (amount only, or rate × days). See Bonus Pay Run.
4. Save or approve
Save — keeps status Draft.
Save And Approve — approves in one step (posts journal, settles linked documents).
Import from File
Bulk-create pay runs from a CSV or Excel file. Open Import from the pay-run list.
Set Year, Month, Period, and optional Process Date.
Upload .csv, .xlsx, or .xls (max 10 MB).
Column headers must match Pay Run Import Mapping or built-in aliases (Employee Code, LOP, Workdays, Paid Leaves, etc.).
Dry run — validate only, nothing saved.
Save and approve each row — creates and approves pay runs in one step.
Advanced: pay run type, branch, brand, pay method.
Cash-advance deduction columns are distributed across pending vouchers (oldest first). See Pay Run Import Mapping for column setup.
Header Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Pay Run Type * | Regular or Bonus. Regular auto-calculates salary from configuration and attendance. Bonus is manual (festival / ad-hoc); attendance and expense sections are hidden. |
| Year / Month * | Payroll period month. |
| Period (From / To) * | Exact pay-cycle dates. |
| Employee * | Employee receiving payroll. On Regular, changing employee recalculates salary lines. On Bonus, changing employee does not clear payment lines (so Clone can keep amounts). |
| Pay Run Number | Bill reference (auto-generated if configured). |
| Process Date * | Journal date. |
| Working Days | Regular only. Days used for salary divisor (working-days basis). Auto from attendance. Hidden on Bonus. |
| Holiday OT Days | Regular only. Holiday overtime days in period. Hidden on Bonus. |
| LOP Days | Regular only. Loss-of-pay days. Auto from attendance absent/unpaid leave. Hidden on Bonus. |
| Paid Leaves | Regular only. Paid leave days credited from Leave Allowance. Hidden on Bonus. |
| Leave Salary Days | Regular only. Days to encash as leave salary (payment category 8). Hidden on Bonus. |
| Extra Payable Days | Regular only. Special payable days (default extra-pay category). Hidden on Bonus. |
| Branch / Brand | Optional tagging. Brand appears on the payslip view and PDF when set. |
| Notes | Printed on payslip. |
| Internal Notes | Internal only; not printed. |
Salary calculation uses Payroll Settings. Day-count formulas are documented there.
Salary Payables (Payments)
Earnings that increase net pay.
| **Line source** | **Payment category** | **Auto-pulled?** | **Conditions** |
|-----------------|---------------------|------------------|------------------|
| Salary Configuration | Basic, HRA, allowances, etc. | Calculated | Prorated by settings + day counts |
| LOP (deduction style only) | — | Calculated | Shown as earning at full amount; LOP appears in Deductions |
| Overtime Entry | Overtime (7) | Yes | Approved OT in period |
| Attendance OT hours | Overtime (7) | Calculated | Hours × OT rate from salary config |
| Additional Payment lines | Line category | Yes | Line status Approved |
| Production Wage | Wages Payable (6) | Yes | Approved wages in period (aggregated) |
| Leave salary / Extra payable | Leave Salary (8) / extra category | Manual header | Days × daily rate |
Payment line columns (Regular)
| **Column** | **Description** |
|------------|-----------------|
| Sl No. | Line number. |
| Title | Payment category (earning type). |
| Reference | Linked source transaction when the line was auto-pulled (OT, additional payment, etc.). |
| Amount | Calculated or entered amount. |
| Date | Source transaction date when auto-pulled. |
| Rate Info | Display text from salary calculation (for example 5000/month or 200/day). Shown next to the category on the payslip. |
| Notes | Calculation notes (present days, paid leave split-up when enabled). |
Bonus Pay Run
Use Pay Run Type = Bonus for festival, incentive, or other ad-hoc payouts. Several bonus runs can exist for the same employee in the same period. Regular salary auto-fetch, attendance day counts, and expense reimbursements are not used.
Payment lines are entered by hand. Each line can use either mode:
Rate × days — select a payment category, enter Rate and No of Days. Amount is calculated as Rate × No of Days and locked while both values are set.
Amount only — leave Rate and No of Days empty and type Amount.
You can mix both modes on the same bonus pay run (for example one lump-sum line and one daily-rate line).
Payment line columns (Bonus)
| **Column** | **Description** |
|------------|-----------------|
| Sl No. | Line number. |
| Title | Payment category (for example a bonus or allowance category). |
| Rate | Daily (or unit) rate. Optional; used with No of Days. |
| No of Days | Number of days. Optional; used with Rate. |
| Amount | Rate × No of Days when both are entered; otherwise typed manually. |
| Notes | Remarks. |
Reference, Date, and Rate Info are hidden on Bonus. Changing the employee on a Bonus pay run does not clear payment lines.
Clone is available on the Bonus payslip view only (not on Regular). Clone opens a new Bonus pay run with the same payment lines (including rate and days) so you can pick another employee or period without re-entering amounts.
Bonus slip (view and PDF) is titled Bonus Slip. Earnings show Rate and Days when a line used rate × days; lump-sum lines leave those cells blank. Attendance rows and reimbursements are omitted.
Deductions can still be added manually on a Bonus run if you need to recover an advance or similar amount.
Expenses (Reimbursements)
Reimbursements that increase net pay. The Expenses section is hidden on Bonus pay runs.
| **Line source** | **Auto-pulled?** | **Conditions** |
|-----------------|------------------|------------------|
| Expense Claim | Suggested | Employee, status Approved |
| Account Expense (pay mode Payrun) | Yes | Approved, `payRunEmployeeId` set |
| **Column** | **Description** |
|------------|-----------------|
| Sl No. | Line number. |
| Expense Id | Linked expense claim or account expense. |
| Expense / Expense Account | Category or GL account. |
| Amount | Reimbursement amount. |
| Date | Transaction date. |
| Notes | Remarks. |
When Consider Attendance in Salary Calculation is enabled, a Regular pay run calls the attendance engine for the employee and period. Attendance fields are hidden on Bonus pay runs and are not used in bonus calculation.
What is auto-computed:
| **Pay-run field** | **Attendance source** |
|-------------------|----------------------|
| Working Days | Period days − holidays − holiday OT days |
| LOP Days | Absent + unpaid leave + (optional) holidays in LOP stretch |
| Paid Leaves | Leave Allowance used dates |
| Holiday OT / OT hours | Attendance status and OT hours |
| Salary components | Prorated per Payroll Settings |
On approve: attendance rows in the period are marked salary posted. Cancel reverses this flag.
Attendance statuses:
| **Status** | **Meaning** |
|------------|-------------|
| Present | Counted as working |
| Leave (paid/unpaid) | Paid leave from allowance; unpaid adds to LOP |
| Absent | LOP |
| Holiday | Paid day (unless inside LOP and setting off) |
| Holiday OT | OT earnings; reduces working-day count |
| Partial absent | Fractional LOP (0.25 / 0.5 / 0.75) |
When attendance is disabled, enter day counts manually. Holidays come from the Holiday master and weekend configuration.
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Posts journal; settles linked transactions; marks attendance salary-posted. | Draft |
| Edit | Opens for editing. | Draft |
| Delete | Permanently removes. | Draft |
| Clone | Opens a new Bonus pay run with the same payment lines (rate, days, and amounts). | Bonus pay runs only |
| Print | Prints payslip layout. | All |
| PDF | Downloads payslip as PDF (single pay run) or ZIP (bulk from list). Includes Brand when set on the pay run. | All |
| Payment Out | Creates Payment Voucher to pay the employee; reduces balance. | Approved |
| Cancel | Reverses journal; reopens linked transactions; reverts attendance posting. | Approved, Closed |
| Master Update | Updates selected header fields without reopening lines. | Approved, Closed |
| Add/Update Note | Adds or edits notes. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved, not approved. Editable. No journal. |
| Approved | Journal posted. Balance = amount owed to employee. |
| Closed | Fully paid (balance = 0). |
| Cancelled | Reversed. Linked documents reopened. |
Regular pay run rule: only one active or closed regular pay run per employee for an overlapping period. Bonus pay runs are exempt.
Accounting Postings
Journal is created on Approve (transaction type Pay Run, date = Process Date, employee as party).
Payments (earnings)
For each payment line:
DR payment category expense account (e.g. EXP13 Salary for Basic; EXP27 for Wages Payable)
CR account 57 Salary Payable — on employee sub-ledger
Expenses (reimbursements)
DR expense account (category EXP or account 62 for linked account expense)
CR account 57 Salary Payable for expense total
Deductions
For each deduction line:
DR account 57 Salary Payable
CR deduction category credit account (14 Short-Term Loans for cash advance / expense recovery; EXP13 for LOP)
Cancel reverses all journal lines. Payment Out (payment voucher) pays the employee and reduces pay-run balance separately.
View Tabs & Payslip
When you open a pay run, the view shows employee details, period, and earnings. A Regular payslip also shows day counts, expenses (reimbursements), and attendance-related rows when those settings are on. A Bonus slip is titled Bonus Slip: attendance and reimbursements are omitted, and earning lines show Rate and Days when the line was entered as rate × days.
The employee header includes code, name, department, designation, date of joining, and optional identifiers (Emirates ID, Labor Card ID, PAN Number). When a Brand is set on the pay run, Brand is shown in the employee details block on screen and on the payslip PDF.
Footer totals:
| **Field** | **Description** |
|-----------|-----------------|
| Salary Payables | Sum of payment lines. |
| Total Expenses | Sum of expense lines. |
| Total Deductions | Sum of deduction lines. |
| Round off | Client-entered rounding adjustment. |
| Total Payables | Net amount (payments − deductions + expenses + round). |
| Balance | Remaining after Payment Out vouchers. |
| PDC Balance | Post-dated cheque balance if applicable. |
Summary tab (expand icon): shows linked transactions — payment vouchers, expense claims, production wages, OT entries, cash advances.
Optional payslip fields (Standard Work Days, Present Days, Salary Days, etc.) appear when configured in Pay Run View settings.
Worked Example — March Pay Run
Employee: Driver Raj, Basic ₹25,000, HRA ₹8,000. Period 1–31 Mar. Attendance: 26 working days, 2 LOP, 1 paid leave. Approved fuel expense claim ₹1,200. Traffic-fine recovery ₹800 (deduction on expense, balance ₹800).
Use Refetch on day-count fields after attendance corrections.
Review auto-pulled deductions (cash advances, expense recoveries) before approving.
Use Payment Out to pay employees and close balance; do not leave approved pay runs with open balance indefinitely.
For festival or ad-hoc payouts, use Bonus pay run type. Enter Rate and No of Days, or a lump-sum Amount. Use Clone from a Bonus slip to reuse the same lines for another employee.
For bulk payroll, set up Import Mapping first, then use Import from File.
FAQ
What is the difference between Regular and Bonus pay runs?
Regular enforces one active/closed pay run per employee per period and auto-calculates salary from configuration and attendance. Bonus allows multiple runs (for example festival bonus) for the same period. Bonus lines are entered manually: type an amount, or enter Rate and No of Days to calculate Amount. Clone is available on Bonus slips only. Changing employee on Bonus does not clear payment lines.
How do I enter a daily-rate bonus?
Set Pay Run Type to Bonus, add a payment line, choose a payment category, enter Rate and No of Days. Amount = Rate × No of Days. Leave Rate and No of Days empty to type Amount only.
Can I clone a regular payslip?
No. Clone is shown only on Bonus pay run view so you can copy bonus lines to another employee or period.
Can I edit a pay run after approval?
No. Cancel and recreate, or use Master Update for limited header fields.
Why is my expense claim not appearing?
The claim must be Approved for the same employee. After pay-run approve it moves to Closed.
How is net pay calculated?
Total Payables = Salary Payables − Total Deductions + Total Expenses + Round off.
What does Refetch do on a draft pay run?
Recalculates salary lines, attendance day counts, and auto-pulled deductions, expenses, production wages, overtime, and additional payments from current masters and open documents.
What is Payment Out?
Creates a Payment Voucher against the pay run to settle the employee balance. Balance on the pay run decreases by the payment amount.
Can I import pay runs from Excel?
Yes. Use Import on the pay run list with mappings from Pay Run Import Mapping. Supports dry run validation before save.
Why can't I approve — duplicate pay run for period?
Regular pay runs allow one active or closed run per employee per period. Use Bonus type for festival or ad-hoc runs in the same month.
What happens when I cancel an approved pay run?
Payroll journals reverse, linked expense claims and production wages reopen, cash advance and deduction balances restore, and additional payment lines return to Approved.
Does approving a pay run post to accounts?
Yes. Wages payable and component accounts post on approve. Payment Out creates the bank/cash settlement voucher separately.
Why is attendance not pulling into my pay run?
Enable Consider Attendance in Salary Calculation on Payroll Settings and ensure daily attendance exists for the pay period.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | System reference. |
| Number # | Pay run bill number. |
| Employee | Employee name. |
| Pay Run Type | Regular or Bonus. |
| Month | Payroll month. |
| From / To | Pay period start and end. |
| Process Date | Date used for accounting. |
| Salary Payable | Total payment (earnings) amount. |
| Total | Net payables (payments − deductions + expenses + round). |
| Balance | Amount still owed to the employee (reduced by Payment Out vouchers). |
| Status | Draft, Approved, Closed, or Cancelled. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All except cancelled. |
| Approved | Status Approved (active, journal posted). |
| Closed | Fully paid (balance zero). |
| Draft | Saved but not approved. |
| Cancelled | Cancelled pay runs. |
Advanced Filters
Id, Employee, Pay Run Type, From, To, Process Date, Branch, Brand, Status, Created Date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
When you open a pay run, the view shows employee details, period, and earnings. A Regular payslip also shows day counts, expenses (reimbursements), and attendance-related rows when those settings are on. A Bonus slip is titled Bonus Slip: attendance and reimbursements are omitted, and earning lines show Rate and Days when the line was entered as rate × days.
The employee header includes code, name, department, designation, date of joining, and optional identifiers (Emirates ID, Labor Card ID, PAN Number). When a Brand is set on the pay run, Brand is shown in the employee details block on screen and on the payslip PDF.
Footer totals:
| **Field** | **Description** |
|-----------|-----------------|
| Salary Payables | Sum of payment lines. |
| Total Expenses | Sum of expense lines. |
| Total Deductions | Sum of deduction lines. |
| Round off | Client-entered rounding adjustment. |
| Total Payables | Net amount (payments − deductions + expenses + round). |
| Balance | Remaining after Payment Out vouchers. |
| PDC Balance | Post-dated cheque balance if applicable. |
Summary tab (expand icon): shows linked transactions — payment vouchers, expense claims, production wages, OT entries, cash advances.
Optional payslip fields (Standard Work Days, Present Days, Salary Days, etc.) appear when configured in Pay Run View settings.