Generating payment advices, stopping payments

Menu Path : Payroll > Payroll Files > Process Payment tab

Accessible to : Payroll Manager

From this tab you can do primarily two activities -
1. Generate bank transfer / salary payment advices
2. Stop payment for employees and generate payment advice for the remaining

1. Bulk processing of payment advices

If you do not want to stop payment for any employee and want to generated the salary payment advices for all then
- select the record or records for multiple months by clicking on the checkbox given in the first column
- click on "Update as Paid" button above the table, you can update the date which you want to be updated as the salary payment date, this date is reported to the Government in 24Q.

- if the feature to add a narration on salary slip is activated then you will be able to input the narration in the next step

- after you provide the inputs, you will see a confirmation message on a popup as shown below

- when you click on "Yes" the advices would be generated and the row would be hidden from the table, if you want to download the payment advices you can go to Reports > Payroll > Generated Advices and select Salary as the type of advice.

This process will not be available for months in which an advice has already generated or if some employees have been put on salary hold.

2. Stopping payment for employees

Steps to be followed are
- click on the "Process Payment" button on the last column for a month as shown below

- a new section will open up below the table showing the details of employees as shown below

- from the first tab you can select the employees for which you want to stop payment. Either click "Stop Payment" button on individual record or you can filter on Office location, Work location or Department and select multiple records and click on "Stop Payment" on the top of the table

- you can also update the list of employees for whom payment has to be stopped by using the "Bulk Update Stop Payment List" button

Employees for whom payment has been stopped will be visible in "Stopped" tab as shown below. You can always move them back to the first tab by clicking on "Move to Pending" button.

Once your payment list is final you can click on "Generate Advice" which is at the bottom of the Pending tab, you will get a confirmation popup as shown below.

Click on "Yes" to generate the advices. Different advices will be generated based on the payment method and bank of the employees. Advice will be generated in PDF or in Excel format as per the setup and will be visible on Advices tab.

Click on "Confirm as Paid" to update the payment status of advice as paid. When you update the advice as paid you will be required to provide the salary payment date.

Once you update the status of the advice the employee's covered in the advice will be updated as "Paid" in the summary table but if you have generated the advices but have not updated the status as paid then the status of employee's payment would remain as "Pending". You can also use the "Reset" option to reset the generated advice.

Note :

- as per Code on Wages, monthly salary should be paid latest by 7th of next month the salary payment date updated here is reported to the Government through 24Q

- If you had run partial payroll for the month and you run another round of payroll then these employees will be added in "Pending" status
- If an employee has zero or negative salary then his record will not appear on this tab at all. Payment for Full and Final cases is managed from full and final section
- If you want to ensure that salary slip should not be sent to employees put some employees on stop payment when you use Generate option the salary slip for them is generated but when you publish or email the generated salary slip the system checks for the stop payment status and salary slips are not published or emailed for such employees