greytHR Admin Guide
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The greytHR application, Payroll Overview feature allows you to monitor and get insights for the selected payroll month such as no of employees processed, addition, settlements, gross pay, deductions, and net pay processed.

The Payroll Overview page helps you monitor and perform all the payroll-related activities such as locking payroll month, processing payroll, and releasing IT Statement. The page also provides a complete summary of all the payroll-related information. The information is automatically displayed based on the data in the application, hence you can only view this information. The additional information such as Stop Salary Processing, Hold Salary Payout displays names of two employees at a time. To view a detailed list, you can click +more link. The link directs you to the respective pages.

The following information is displayed on the Payroll Overview page:

Payout DetailsEmployee DetailsAdditional Information
  • Net Pay
  • Gross Pay
  • Deductions
  • Work Days
  • No. of employees processed in a payroll month
  • Additions
  • Settlements
  • Exclusion
  • Separation
  • Negative Salary
  • Stop Salary Processing
  • Settled Employees 
  • Hold Salary Payout
  • Payout Pending
  • Location without PT State

To view the Payroll Overview page, navigate to Payroll > Main > Overview.

You can perform the following actions on the Payroll Overview page:

  1. Creating a new payroll month

  2. Setting the cut-off dates

  3. Locking the payroll of the previous month

  4. Unlocking the payroll of the previous month

  5. Processing payroll
  6. Locking and unlocking payroll inputs
  7. Holding and Releasing Payroll
  8. Holding and Releasing IT Statement

On the Payroll Overview page, all the months of the current financial year are displayed as tabs. The current payroll month tab is active by default. To navigate to another payroll month, simply click the month tab for which you want to view details. The payroll months which are locked are indicated using a small Lock icon next to the month.


Creating a New Payroll Month

The next month for which payroll should be created is represented by New icon in the month's tab. Let us assume that the next new payroll month is September. To create September month's payroll, perform the following actions:

  1. Click Sep tab. 

  2. The September 2021 month's payroll tab opens.

  3. Two options are provided for you before creating the new payroll month. You can choose to select one or both as per your requirement. Following are the two options provided:
    1. Enable autolock IT Declaration on 20th day of the next month.
    2. Release I.T. Declaration for employees without declaration.
  4. Click Create Sep 2021 Payroll to create payroll for September month.
  5. Create Payroll pop-up appears.
  6. Click Confirm to create payroll for September month. September 2021 payroll page opens under Sep tab.
  • You can also create a payroll month, by navigating to Actions > Payroll > Create New Payroll Month.
  • To delete a payroll month, click the Delete icon next to the payroll month name.

Setting the Cut-off Dates

To set a cut-off date for a payroll month, perform the following actions:

  1. Under the required payroll month's tab, click Edit icon in front of the option Cutoff from 01 Sep 2021 to 30 Sep 2021.
  2. Update Payroll Info pop-up appears.
  3. From the Cutoff Fromdate and Cutoff Todate drop-down calendar, enter the cut-off  From and To dates.
  4. Click Update to edit the Cut-off Date as per your requirement.

Locking the Payroll of the Previous month

Locking payroll for the previous month is important before you process the payroll. To lock the payroll, perform the following actions:

  1. Click the previous month's tab.
  2. Click Lock available with Payroll option.

  3. On locking payroll below activities will be done pop-up appears.
     

  4. Select the options provided as per your requirement.
  5. Click Confirm to lock the payroll month.

You can also lock payroll by navigating to Actions > Payroll > Lock Payroll.

Unlocking the Payroll of the Previous month

To unlock the payroll, perform the following actions:

  1. Click the previous month's tab.
  2. Click Unlock available with Payroll option.

  3. A pop-up appears.
     

  4. Consider or Ignore as per your requirement.
  5. Click Confirm to lock the payroll month.

Processing Payroll

Processing payroll is an important part of an organization's financial operations. To process payroll for the current month, perform the following actions:

  1. Lock the payroll of the previous month.
  2. Under the current month's tab, click Process Payroll.
  3. Payroll Process page opens. This page displays a checklist of all the tasks to be completed for the successful processing of payroll.

  4. Select the check boxes post completion of each task. As you select each check box, the tasks will move to the Completed Tasks list. You must ensure to complete all the tasks before processing payroll.

    • To complete an item, click take me there. You will be directed to the relevant page. 
    • You can edit the checklist by deleting or ignoring an item. To ignore an item on the checklist, hover on an item and click ignore this. 
    • To delete an item, click the Delete icon.
  5. Click Process Payroll. Payroll processing starts.


  6. After payroll is processed, success message appears.
  7. Click View Salary Statement to view the Quick Salary Statement of all the employees or click Close to finish processing payroll.
  8. After you click Close, Payroll Process Log page opens.
  9. Payroll Process Log page displays the status, description of all the payrolls you have processed.

If you are confident that you have completed all the tasks which are important for processing payroll, you can also process payroll with just one simple click. On Payroll Process Log page, click Quick Process to process payroll with a single click.

Locking and Unlocking Payroll Inputs

To lock/ unlock the payroll inputs, perform the following actions:

  1. Click the previous month's tab.
  2. Click Lock/ Unlock available with Payroll Inputs option.
  3. If you lock Payroll Inputs, the following pop-up appears:
  4. Select the options provided as per your requirement.
  5. From Lock Date drop-down calendar, select an auto-lock date.
  6. Click Confirm to lock the Payroll Inputs and set an auto-lock date. 
  7. The Payroll Inputs option is locked. The lock date is displayed under the Payroll Inputs option. Click Edit icon to update the lock date, if required.

Holding and Releasing Payroll

To Hold/ Release the payroll, perform the following actions:

  1. Under the current month's tab, Release and Hold options are available for Employee View Release. Click Hold/ Release as per your requirement.
  2. A success message is displayed.

Holding and Releasing IT Statement

To Hold/ Release the IT Statement, perform the following actions:

  1. Under the current month's tab, Release and Hold options are available for IT Statement Employee View. Click Hold/ Release as per your requirement.
  2. A success message is displayed.

To release IT Statement, you must lock the current month's payroll.