Common workflows

These procedures walk through the tasks operators do most often. Each step uses controls that exist in the current release. Where an action needs a particular role, it is noted.

Prepare an employee for payroll

1. Open Employees.
2. Select New employee. Enter the employee number, first and last name, employment start date, and default currency, tick Payroll eligible, and select Create employee.
3. Open the employee and go to the Compensation tab. Add a Monthly salary term with the correct Effective from date and select Add compensation.
4. Go to the Components tab and select Assign component for each applicable fixed-amount component.
5. Confirm on the Overview tab that employment status is Active, payroll status is Active, and the employee is payroll-eligible.
6. If you have a reviewed contactsIQ identifier, link it on the Overview tab.

Note

For the employee to be included in a run they must be employment-active, payroll-active, and payroll-eligible for the whole period. A mid-period start date means they are not included in that period.

Run payroll for a period

1. Open Payroll.
2. Choose the period in the header.
3. Select Create payroll run.
4. Open the new run and select Calculate payroll.
5. Review the summary cards and the Employee results table.
6. If something needs changing, fix it in Employees and select Recalculate payroll. Recalculation replaces the un-finalized result atomically.

Review and finalize payroll

1. On the Calculated run, review every employee result and the Calculation references.
2. Select Finalize payroll.
3. Read the confirmation and select Confirm finalization.
4. The run becomes Finalized and payslips are created. Open a payslip from the Payslips table with View payslip.
5. To give an employee a copy, select Printable document or Print / Save as PDF.

Caution

Finalization cannot be undone and a finalized run cannot be recalculated. Only finalize when you are sure the figures are correct.

Prepare and reconcile payments

1. Finalize the payroll run (see above).
2. On the run detail, select Prepare payment (Payroll Operator or Administrator). This creates a payment instruction per payable employee.
3. Open Payments and open an instruction.
4. If no destination exists, select Record destination and enter the account details. Only a masked reference is stored.
5. Select Mark ready.
6. Optionally group instructions: on the Payment batches tab, select Create a payment batch, choose a currency and eligible instructions, then Submit and lock batch (Approver or Administrator).
7. When payment begins, select Mark processing.
8. When the payment is confirmed, select Confirm paid and enter the exact confirmed amount and a reference (Payment/Reconciliation Reviewer or Administrator).
9. Repeat for each instruction, then select Complete batch when all members are finished.

Payment is exact. The confirmed amount must equal the instruction amount, and partial or over payment is not accepted. payIQ does not move money; confirming records that it happened.

Record and process an employee advance

1. Open Advances and select New advance.
2. Choose the employee, enter the requested amount and currency, set an optional Payroll deduction per run, and select Create advance.
3. Open the advance and select Submit request.
4. An Approver selects Approve advance with the approved amount.
5. Either record Record issuance with the issued amount and date, or, for an approved and not-yet-issued advance, select Prepare disbursement obligation to track it as a payment.
6. As money is recovered, select Record repayment and enter the amount and effective date.
7. The advance becomes Settled automatically when its outstanding balance reaches zero. If it was set up with a payroll deduction plan, finalizing the relevant payroll run commits a payroll repayment for the deduction amount.

Process leave through to payroll

1. Open Attendance & Leave and create the leave request, or ensure an approved leave request exists.
2. An Approver or Administrator approves the request. If the leave type is unpaid and you want the time recovered, continue.
3. On the Payroll consequences tab, select Propose consequence. Choose the Unpaid leave deduction type, enter the amount, currency, effective date, and a description, and select Propose.
4. An Approver or Administrator selects Approve.
5. When the payroll run covering the effective date is calculated, the approved consequence is included; finalizing the run marks it Consumed by finalized payroll.

Note

Nothing is automatic. Approving leave alone does not change pay — the explicit approved consequence does. See Attendance & Leave.

Produce and export a report

1. Open Reports.
2. Select a report from the catalogue (only reports your role can see are listed).
3. Set the Filters and, if offered, choose the Columns to include.
4. Select Preview report to check the rows and the filtered count.
5. Select Export CSV or Export XLSX to download the file.
6. Review the latest exports history to confirm what was generated.

If the report is too large, narrow the date range or choose a specific employee, period, or run, then try again.

Update workspace settings

1. Open Settings and the Company & workspace section.
2. If you are an Administrator, edit Workspace name and select Save name.
3. Review the read-only Workspace record fields.

Only the workspace name is editable. All other company details are either derived or not stored. See Settings & administration.