Payroll — attendance, pay and payslips

Menu: People → Attendance · People → Pay setup · People → Employees → Payroll · People → Payroll · People → Staff advances · Reporting → Reports → Payroll Who: the owner and HR run payroll and set up pay. A branch manager keeps the attendance register for their own outlet, lends advances out of it, and reads leave. The pay figures themselves are shown only to the owner, HR, and anybody the owner gives May see salaries to.

Payroll turns a month of work into a payslip for each person: their salary, what was added to it, what came off it, and what they are actually handed. It reads the attendance register, the figures you set on each person's pay, the income tax table and anything they owe the shop — and works every figure out itself. You never type a net pay.

It is its own module, so you need Payroll in your package.

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Before the first run

Setup → Settings → Payroll decides how the company counts a month. It is set once for the whole company, and a payroll run freezes the rules it was worked out under, so changing a setting later never rewrites a month you have already paid.

• Pay month starts on day — 1 is the calendar month; 26 means the 26th to the 25th.
• A month is counted as — the number a day's pay is divided by: the days in that month, a fixed 30, a fixed 26, or the working days only.
• Weekly off days — the days nobody is expected in.
• Attendance decides pay — off by default. While it is off everybody is paid for the whole month and the register is a record only. Turn it on and a day with nothing marked is absent, and unpaid.
• A working day is (hours), overtime is paid at, take late minutes off pay and the shift start — used only when attendance decides pay.

Then People → Pay setup:

Pay heads

A pay head is any line a payslip can carry beside the basic salary: house rent, conveyance, a bonus, EOBI, provident fund, a canteen charge. Each is one of three kinds:

• an earning is added to pay (tick counted as taxable income if it is);
• a deduction is taken off pay;
• a contribution is a fund both sides pay into — the employee's share comes off their pay, and the company's share is paid on top.

A head is worked out as a fixed amount, a % of basic, or a % of gross. A figure typed on the head applies to everybody; leave it blank and it applies to nobody until you set it on a person's own pay.

Every company starts with the common heads as names only, with no figure. Nothing is deducted from anybody until somebody types an amount — a deduction nobody agreed to is not one Sellify will make.

Leave types

Annual, sick, casual — each with days a year, whether it is paid, and how many unused days may be carried into next year. They start at 0 days, which makes every day of that leave unpaid until you type an entitlement.

A balance is never typed: it is counted off the register. A paid leave day is paid while the person has days left; past that it is marked unpaid on the day it is taken.

Income tax

Type the table your tax authority publishes, one band per row: where the band starts, where it ends (blank for the top band), a fixed amount, and the rate on the part above where the band starts. Each month takes a twelfth of the year's tax on twelve times that month's pay.

Sellify ships no table. A year with none withholds nothing, and the screen says so.

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Setting up one person's pay

People → Employees → Payroll on their row. The Pay tab shows every head in force for them today, and whether the figure is the company's or their own. Set a figure of their own from a date — it takes effect from that day and moves nothing before it, like a raise. Zero switches a head off for that one person.

The same row's Edit takes Paid by (cash or bank transfer) and their bank details. That is what the pay screen opens on; it can be changed when they are paid.

The Leave tab shows this leave year, and Adjust a balance gives or takes days — a joiner's share of the year, or days given back — with a reason.

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The attendance register

People → Attendance, one outlet and one day at a time. Mark each person present, absent, half a day, on leave (with which leave), on a weekly off or a holiday, and the times they came and went.

• The day is the outlet's business day: somebody who clocks out at 1:40am worked yesterday's shift.
• Somebody who signed in to Sellify that day is suggested as present, with their first sign-in and last sign-out. You still save it.
• Holidays are written once for the company.
• Import reads the file a thumb-print machine exports. Each person's number on the machine is their Attendance code on the Employees screen (their staff code, if blank). A row you typed by hand is never overwritten by a later import.

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Advances and loans

People → Staff advances → Give an advance. Pick the person, the amount and the pile it comes out of — the till, the petty cash box or the bank. An advance is taken back whole on the next payslip; a loan names what each payslip takes back.

An advance is money the shop is owed, not an expense. A till advance is its own line on the drawer count (Paid to staff), never mixed with the day's expenses.

• The payroll run takes it back, oldest first, and never takes a payslip below nothing — whatever it could not take stays owed.
• Void is for an advance written by mistake, before anything has come back on it. The money goes back to its pile.
• Write off forgives what is left. It needs the May write a debt off grant and a reason.
• Opening balance (owner and HR) brings in a debt from before Sellify — no money moves today.

What one person owes, and every movement on it, is under Employees → Payroll → Owed to the shop.

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A payroll run

People → Payroll → New run. Pick whose staff (an outlet, or head office) and any day in the pay month. Sellify works the run out at once and opens it.

1. Check it. Every person on it, their days paid, gross, deductions (income tax included), what came back on an advance, and net pay. Slip shows each line.
2. Work it out again after fixing the register or somebody's pay. A draft moves no money and takes nothing back, so do this as often as you like. Throw away deletes a draft.
3. Approve once the month has ended. Approving says these are the figures: the pay is booked as owed in the accounts and every advance on it is taken back. It is refused before the month is over.
4. Pay each person, or Pay everybody. Choose the pile it comes out of; a smaller figure is a part payment. Head office staff are paid from the bank. When the last slip is paid the run reads Paid.

The PDF button beside each person prints their payslip.

When a figure was wrong

• On a draft: fix what was wrong and work it out again.
• On an approved run nobody has been paid on yet: Reopen it, with a reason. It goes back to a draft and the advances it took back are owed again.
• A payment made by mistake: open the Slip and Void it, with a reason. The money goes back to its pile and the slip reads as owed again.
• After people have been paid: use People → Payroll → Adjustments. Say whom, which way (pay them or take back), how much and why. It waits for that person's next run and is printed on their payslip. An approved payslip is never edited.

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Reports

Reporting → Reports → Payroll:

The payroll register, the tax and contributions and the advances are pay, so they are shown only to somebody who may see salaries; attendance and leave are a record of work, which a branch manager reads for their own outlet. None of the five is ever offered to the assistant: what people are paid, and when they came to work, are out of its reach.

Giving somebody the pay figures without making them HR: Setup → Users → edit them → May see salaries (the owner only). They can read the runs and the payslips; running and paying payroll stays with the owner and HR.