Module 15 · Specialist · 9 min read
Running payroll: calculate, approve, pay
You will be able to: Run the three payroll steps and know which post; State the accounts approve and pay use; Correct a payroll before approval.
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- Self-check: not taken not done yet
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Employees ▸ Payroll turns employee records into payslips for one month. There is one run for each month, and it moves through three statuses: GENERATED, APPROVED and PAID.
What Zeyto calculates
- Gross pay is Basic Salary plus Housing, Transport and Other Allowance for each active employee.
- The only deduction is the recovery of staff advances.
- Zeyto does not work out overtime, absences or unpaid leave. If pay differs from the employee record, handle it outside or through an advance.
The steps
- Choose the Payroll Month.
- Press Calculate. Every active employee gets a payslip and the status is GENERATED. Nothing is posted.
- Check Gross, Deductions and Net for each person, and the WPS column (MISSING means no MOHRE code, no IBAN or no net pay).
- Fix anything on the employee record or the advance, then press Calculate again; you confirm first because it replaces the payslips.
- Press Approve Payroll. It posts at once, with no confirmation box.
- When your bank has paid, choose a Payment Bank (or keep the default) and press Pay Payroll. You confirm the number of people and total.
| Step | Status after | Posts |
|---|---|---|
| Calculate | GENERATED | Nothing |
| Approve Payroll | APPROVED | One journal: Dr 6100 Salaries & Wages (gross); Cr 2500 Salaries Payable (net); Cr 1460 Employee Advances (recoveries) |
| Pay Payroll | PAID | One journal: Dr 2500 Salaries Payable; Cr bank (Payment Bank, or 1100) |
A two-person runFatima: gross AED 9,000, advance recovery AED 1,000, net AED 8,000. Omar: gross AED 4,300, no advance, net AED 4,300. Totals: gross 13,300, deductions 1,000, net 12,300. Approve posts Dr 6100 13,300; Cr 2500 12,300; Cr 1460 1,000. Pay posts Dr 2500 12,300; Cr 1100 12,300. Debits equal credits both times, and after paying, Salaries Payable is back to zero.
Rules to remember
- Once a run is APPROVED or PAID, Calculate is refused and there is no Cancel on this screen. Check before you approve.
- Both journals carry the date you press the button, not the end of the payroll month. Approve and pay in the month where you want the cost to appear.
- Both journals use your base currency, and go to your first active branch in code order, whatever branch the employees belong to. No VAT or stock is touched.
- The advance recovery is taken when you approve, not when you calculate. A payroll never takes back more than the person earns that month.
Watch outPay Payroll only records the payment. It does not send money to anybody. Pay the staff through your bank, then record it here.
TipCalculate needs the permission employees.create; Approve Payroll and Pay Payroll need employees.submit. Granting a person only one of them separates preparing from approving.
Try it in the demo
- Open Employees ▸ Payroll in the demo and change Payroll Month to a past month to see its tiles.
- Check the WPS column of a calculated run for READY and MISSING.
- Calculate the journal amounts for a run of two people yourself, then compare with the Accrual journal in the demo.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
Key takeaways
- GENERATED, APPROVED, PAID: only Approve and Pay post.
- Approve: Dr 6100 gross, Cr 2500 net, Cr 1460 recoveries.
- Pay: Dr 2500, Cr bank.
- No overtime or leave calculation; dates are the day you press the button.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.