Payslips

A payslip is a document that shows an employee the breakdown of their pay for a specific payroll period. Payslips are generated from payroll entries after a Payroll Run has been completed or approved. Each payslip includes a PDF document with the full salary breakdown.

Payslip Workflow

Every payslip moves through a defined set of statuses:

Draft  ->  Finalized  ->  Sent  ->  Viewed

Status	Badge	Description
Draft	Grey	The payslip has been generated but not yet finalized. It can still be regenerated if corrections are needed.
Finalized	Blue	The payslip is confirmed and locked. It is ready to be sent to the employee.
Sent	Green	The payslip notification has been emailed to the employee.
Viewed	Purple	The employee has viewed or downloaded the payslip.

Generating Payslips

Payslips are generated in bulk from a payroll run, or individually from a payroll entry.

From a Payroll Run

1. Open the payroll run (must be in Completed or Approved status).
2. Click the Generate Payslips action.
3. Configure the options:
   • Regenerate existing — Recreate payslips that have already been generated. Existing PDFs are replaced.
   • Send notifications — Email employees that their payslip is available.
4. Confirm.

The system generates a payslip and PDF for each payroll entry in the run.

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If payslips were already generated for some entries and you do not check Regenerate existing, those entries are skipped. Only entries without payslips receive new ones.

Payslip Number

Each payslip receives a unique number in the format PS-YYYY-MM-NNNN (e.g., PS-2026-02-0001). The year and month come from the payroll run's period, and the sequence number auto-increments.

Finalizing Payslips

Finalizing a payslip confirms that the figures are correct and locks the payslip for distribution.

1. From the Payslips list, find the payslip in Draft status.
2. Click the Finalize action.
3. The status changes to Finalized.

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Once finalized, a payslip cannot be edited. If you need to make corrections, you must regenerate the payslip from the payroll run (using the Regenerate existing option).

Who Can Finalize

Users with the Finalize Payslips permission.

Sending Payslips

Sending a payslip emails the employee a notification that their payslip is ready to view. The employee can then view and download the payslip PDF through the Employee Portal.

Sending Individual Payslips

1. Find the finalized payslip in the Payslips list.
2. Click the Send Payslip action.
3. The employee receives an email notification.
4. The payslip status changes to Sent, and the sent timestamp is recorded.

Sending from a Payroll Run

When generating payslips with the Send notifications option enabled, each payslip is automatically sent after generation. You do not need to send them individually.

Who Can Send

Users with the Send Payslips permission.

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The employee must have an associated user account to receive the notification email. Employees without user accounts can still have payslips generated, but notifications cannot be sent.

Employee Payslip View & Download

Viewing Payslips as an Employee

Employees logged into the Employee Portal can access their payslips from:

• The Payslips tab on their profile page
• The Payslips section in the sidebar (if available)

Each payslip card shows:

• Payslip number
• Month and year
• Status badge
• Net salary amount

Employees can view the full payslip details and download the PDF.

Viewing a Payslip

Click the View action on a payslip to open the PDF in a new browser tab. The first time an employee views their payslip, the status automatically changes from Sent to Viewed, and the viewed timestamp is recorded.

Downloading a Payslip

Click the Download action on a payslip to download the PDF file directly. The downloaded file is named using the payslip number (e.g., PS-2026-02-0001.pdf).

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Employees can only see their own payslips. Administrators and HR managers can see all payslips.

Payslip PDF Template

The payslip PDF is a professional, printable document generated automatically from the payroll data. It includes the following sections:

Company Information

• Company name and logo
• Company address and contact details

Employee Information

• Employee name and ID
• Department and designation
• Date of joining

Pay Period

• Month and year
• Pay period dates (from the payroll run)

Attendance Summary

Item	Description
Working Days	Total working days in the period
Present Days	Days the employee was present
Absent Days	Days absent
Leave Days	Approved paid leave days
Overtime Hours	Total overtime hours worked

Earnings Breakdown

Item	Amount
Basic Salary	Pro-rated basic salary
Each allowance component	Individual allowance amounts
Overtime Pay	Overtime compensation (if applicable)
Total Earnings (Gross)	Sum of all earnings

Deductions & Taxes Breakdown

Item	Amount
Each deduction component	Individual deduction amounts
Each tax component	Individual tax amounts
Total Deductions	Sum of all deductions and taxes

Net Salary

The final take-home pay, prominently displayed:

Net Salary = Gross Salary - Total Deductions - Total Taxes

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• Payslip number
• Generation date
• A note that the payslip is system-generated

Filtering and Views

The Payslips list includes these pre-built views:

View	Description
All Payslips	Shows all payslips
Draft	Shows payslips that have not been finalized
Finalized	Shows finalized payslips ready to send
Sent	Shows payslips that have been sent to employees

Additional filters are available for payslip number, month, year, status, and employee.