In this article, you will learn how to calculate payroll in the payroll update for both regular and irregular employment contracts, and how to make any necessary corrections.

Automatic payroll calculation

Entering absences

Adding hours worked

Correcting payroll components

Pay slips

The system can calculate payroll automatically based on each employee's settings in the HR module. If shifts have been entered in the HR module for irregular employment contracts, payroll will also be calculated for contracts without a regular work schedule. However, entering shifts can be quite time-consuming, so it is possible to enter hours worked after the automatic payroll calculation has been run — see the next section.

To have payroll calculated automatically, click the Calculate Payroll button in the top toolbar.

Next, select the month for which payroll should be calculated:

Payroll will then be calculated based on the HR module settings, and the date will be filled in the Calculated column. Once any change is made to the payroll, this date will disappear and the payroll will need to be recalculated. In such cases, however, you do not need to recalculate payroll for all employees — only for the employee whose record was changed, using the Recalculate Payroll button, as described below.

For employees who have not taken any absence, have no one-time bonuses or deductions, and are on a regular employment contract, the process is now complete.

As mentioned in the article on creating employee records, absences can be entered either in the HR menu or in the Payroll Update, and the result will be the same. However, if you enter absences in the HR menu, all absences will be displayed there, which can become difficult to navigate over time. It is therefore recommended to enter long-term absences — such as maternity or parental leave — in the HR module, and to enter sick leave and annual leave in the Payroll Update.

In the Payroll Update, enter the absence for a specific employee by clicking the Edit button to open their record. You can then enter the absence using the Update Absence button.

This opens the same menu as in the HR module, where you can enter an absence using the New button:

After entering the absence, you must recalculate the payroll using the Recalculate Payroll button:

If you do not want to enter hours for irregular employment contracts in the Shifts menu, you can do so after opening a specific employee's record on the Working Time Fund tab and row:

Click the Edit button, check user time override, and enter the hours and days the employee worked during the given month. Then select Save and Close.

To calculate the remuneration, you must also click the Recalculate Payroll button. The system will then multiply the hours by the hourly rate (or apply the monthly salary) entered in the HR module.

It may happen that one of the automatically calculated payroll components does not match what is expected. For example, if an employee starts mid-month, the calculated holiday entitlement may not be accurate. Similarly, the calculated employment law average may differ slightly due to rounding when entering existing employees, and so on. The system includes corrective payroll components for all such adjustments. These can be found above the relevant tabs in the Payroll Update using the New button. For holiday corrections, this component is located above the Working Time Fund tab. Clicking the "magnifying glass" icon will display the available payroll components, and for correcting holiday entitlement, select Holiday correction:

Do not enter the total entitlement — only the difference compared to the employee's currently calculated entitlement. If you need to increase the holiday entitlement, enter the difference as a positive value; if you are reducing it, enter the difference as a negative value. Also check the user time override checkbox.

Since you have made changes to the payroll, click the Recalculate Payroll button again.

If you need to correct the employment law average, follow the same procedure, but locate the Employment Law Average correction payroll component on the Basic Salary tab. The same approach applies when correcting gross salary, calculated health insurance contributions, and so on.

Once payroll has been calculated, you can review and send pay slips to employees. Pay slips and other print reports can be found under the "yellow printer" icon in the top menu, or above individual employee records. Here you will find various overviews (these are not official forms for the social security administration, etc. — those can be found in the print outputs):

There are several ways to send pay slips. You can send them using the Send button shown above, or via the "envelope" icon in the top menu above the Payroll Update:

Alternatively, using the "arrow" icon next to the envelope, you can send pay slips in bulk via an SMTP server:

The difference between the two methods is that when sending pay slips via the envelope icon, your default email client will open and you must send each employee's email individually. You also have the opportunity to review the pay slip before sending. When pay slips are sent via the configured SMTP server, all pay slips are sent automatically at once to the email addresses set for each employee in the HR module.

1) The Calculated date has disappeared from the Payroll Update for an already calculated payroll record.

If payroll has been calculated for a specific employee but the calculated date is no longer shown, it means that a user has made a change to the already calculated payroll. Simply click Recalculate Payroll for that one employee and the calculation date will be repopulated. However, this situation may have been caused, for example, by someone adding a child tax credit or taxpayer discount, or modifying the employment contract without entering a new effective date — which would propagate the change to payroll records in previous months as well. Once you run the payroll recalculation, the amount will change, so we recommend verifying the payroll against the generated liabilities, the pay slip sent to the employee, or restoring an older company backup.