iAttendance · Guide
Payslips
Configure pay components, produce payslips, approve them and lock the period when it is settled.
Payslip ✅ Before you start
- Attendance data for the period you are paying.
- Your company rules for allowances and deductions.
🧭 Step by step
⚙️ Create the pay config
Payslip › Config
Open "Config" and declare what makes up a payslip: base pay, allowances and deductions.
This config is reused every period, so it is worth getting right the first time.
- The form is validated on save. If you are blocked, read the message — it is usually a missing required field or a duplicate config name.
🧾 Produce payslips
Payslip › Payslip Manager
Open "Payslip Manager", set "Select Month", "Group User" and "Email", then press "Create New & Load Existing Payslip" to populate the grid.
A row with no "Create Date" is still a draft. Fill the in-row fields such as "Total Working Day", "Take Home Amount (NET)" and "Note".
Tick the row, right-click and choose "Save Selected Items". You get "Save Payslips successfully" and the row gains a create date.
👀 Review before approving
Payslip › Payslip Manager
Open each payslip and check the additions and deductions before approving.
Drafts can be left and finished later — nothing forces you to approve straight away.
✅ Approve
Payslip › Payslip Manager
Tick the row, right-click and choose "Approve Selected Items". You get "Approve Selected Items Successfully".
If you spot a mistake afterwards, un-approve to edit again.
🔒 Complete and lock
Payslip › Payslip Manager
When the period is settled, move the payslip to completed. Completed payslips are locked against further editing.
- Completed payslips are locked — make sure the figures are right first, because this is the end of the line.
- Bulk actions need a row selected first. With nothing ticked the system asks you to select a payslip rather than acting.
👤 How employees see their payslip
User portal › Payslip
Staff do not use the company portal for this. They sign in at the same address but press the "User" login button rather than the admin one, which opens the personal portal, and then click "Payslip" in the left menu.
The view has "Select Company" (staff who work for more than one company pick the right one here), "From Month" and "To Month" — both shown as MM/yyyy and both defaulting to the current month — and a "Query" button. The "List Payslips" grid then shows just three columns: "Payslip Month", "Payment Type" and "Download File".
Where a file was attached to the payslip, the "Download File" cell shows a button labelled with the file name; clicking it downloads the document. Rows with no attached file simply show an empty cell. When nothing has been published for the chosen range the view says "No payslip found for the selected period." — exactly as in the screenshot below.
- A payslip becomes visible to the employee only once you press "Complete". Completing is what publishes it — this is the same action described in the previous step.
- Each person sees only their own payslips. One employee can never see a colleague payslip, even within the same company.
- The reload icon next to the grid re-runs the same query, which is handy after you have just completed a payslip for someone who is on the phone with you.
- Completing a payslip sends the employee no e-mail and no in-app notification. If you want staff to know their payslip is ready, tell them — the system will not.
- The query range is capped at six months. A wider range is refused with "Range cannot more than 6 months", and an empty or reversed range gives "Please select month" or "From Month cannot after To Month".
- Payslips still at Processing or Approved are invisible to staff, as are deleted ones. If an employee says they cannot see their payslip, check its status first — that is almost always the reason.
❓ Frequently asked questions
1 What states does a payslip go through?
Draft, approved and completed. Completed payslips are locked.
2 Can I edit after approving?
Yes while it is only approved — un-approve, then edit. Once completed it is locked.
3 Is pay calculated automatically from attendance?
Attendance data is what you reconcile against. The components, allowances and deductions are the ones you declared in the config.
4 Where do staff see their payslip?
In the staff portal, once it has been approved.