Payroll
Run payroll from HR salaries: pay now, accrue payable, or settle — journals post to books; void mistakes instead of deleting history.
Business Suite · Ops & people
Path: Store → Payroll
Definition
Store → Payroll → New pay run(period?, employees[], kind) | Add payroll(employee, kind, amount)
Payroll pays (or accrues) Active HR employees using each person’s employment.salary. A pay run creates one posted payroll voucher per selected employee and writes accounting journals when CoA is configured. Posting kind controls whether cash leaves now or later.
Compatibility
- Minimum plan: Business Suite (Billing name) or higher — confirm Store → Billing.
- Requires Active HR employees with salary > 0.
- Journals need CoA / salary & cash-bank GL accounts (Growth+ books typically already seeded).
- Bank pay mode needs a Banking treasury account linked to GL.
- Payroll permission required.
HR = who · Staff = login · Payroll = compensation vouchers & journals · Accounting = books · Banking = cash/bank for paid/settle.
Posting vs payment (kinds)
Kind “Paid now” (default) Dr Salary expense · Cr Cash/Bank → expense + treasury payment in one journal Kind “Accrue payable” Dr Salary expense · Cr Salary payable → recognize cost without paying cash yet Kind “Settle” Dr Salary payable · Cr Cash/Bank → pay a previously accrued liability Important: choose Accrue then Settle when you want expense recognition and cash payment as separate events. Default Paid now combines them.
Pay run creation posts immediately (status posted). Correct with Void — do not delete posted history.
Typical monthly flow
HR → Active employees (salary > 0) → Payroll → New pay run → period + kind + cash/bank (if paying) → Save run → one voucher + journal per employee → (if Accrue earlier) later Settle run or single settle → Accounting TB / P&L review
Path & fields
Store → Payroll
Pay run:
{ date, periodFrom?, periodTo?, kind, payMode?, bankAccountId?, employees[] | all }
→ creates Payroll[] using each HR employment.salary
Single payroll:
{ employeeId, date, kind, amount, payMode?, bankAccountId? }
status: posted | voided
Net for a line today = HR salary amount on that voucher
(no separate earnings/deductions editor in the current UI) UI hint: a pay run creates one payroll entry per employee from their HR salary.
There is no automatic mid-month prorating — set the correct salary on HR (or use a single adjusted voucher) before running.
How to run a pay run
- Confirm Business Suite on Billing and Active employees with salary under Store → HR.
- Open Store → Payroll → New pay run.
- Set date and optional period From / To.
- Choose kind: Paid now (default), Accrue payable, or Settle.
- If Paid now or Settle: choose cash or bank; for bank pick the treasury account.
- Include all Active salary employees, or select specific people.
- Save the run — vouchers and journals post immediately.
- If you used Accrue, run Settle later (same people/amounts) when cash leaves.
- If something is wrong, Void the payroll voucher(s) — do not delete history.
Accounting effect
Paid now Dr Salary expense (5200) · Cr Cash/Bank Accrue Dr Salary expense · Cr Salary payable (2100) Settle Dr Salary payable · Cr Cash/Bank
Void reverses the source-linked journal so TB and P&L stay auditable.
Examples
Monthly paid now Period 1–30 Jun · 3 Active · kind Paid now · bank treasury → 3 vouchers · Dr expense / Cr bank · totals = sum of HR salaries Accrue then pay Month-end Accrue (no cash) → next week Settle with bank → expense recognized earlier; cash moves on settle Mid-month joiner Add in HR (Active + salary) before the run → full HR salary is used (no auto-prorate) — adjust salary on HR if policy needs a partial month Wrong amount posted Void the payroll voucher → fix HR salary or create a corrected voucher/run
Common errors
- Empty employee list — add Active people with salary > 0 under Store → HR.
- Cannot create run / post — check payroll permission, Business Suite plan, CoA, and bank treasury if payMode is bank.
- Nothing in Accounting — confirm the run completed (posted vouchers) and journal date falls in Accounting From/To.
- Expected draft → edit → pay later — current pay runs post on save; use Accrue then Settle to split expense vs cash.
- Trial balance off — check voided vs posted payroll journals and date range.
- No Payroll menu — Business Suite plan and payroll permission.