How to pay staff salary and give advances

Who does this

Accountant or administrator

Permission

See salaries, dues and advances (see), Pay salary, give advances, take repayments, cancel entries (pay, advances, repayments, cancel), Add employees, set salaries and the salary settings (add employees, set salaries, settings)

Steps

1. Open Accounting → Cash book and click the Staff salary tab.

   The tab appears only for logins with See salaries, dues and advances. Tiles: Salary this month, paid, Salary due, Advances outstanding; filters include Month and Job title.

2. Click Add employee and fill Full name, optionally link a Login (workers without a login are fine), Phone, Job title, Branch, Monthly salary, Pay day (1 to 28), Joining date, Usual payment method, and account details; then Save.

   Count salary from and Count salary for past months control how many past months become salary due. Account number is shown masked to people who cannot manage salaries.

3. On the employee's row click Pay salary: pick the month; the popup shows the base salary and fields + Bonus / overtime, − Deductions (with Deduction reason), − Advance taken back and Amount paid now, plus method, date and note; then submit.

   Paying less than the net payable leaves the rest as salary due. Deductions for absent days can be filled in from attendance (Salary settings).

4. To lend money click Give advance: enter amount, date, method, a Repayment choice (instalments from salary, all from next salary, or paid back separately) with Instalment a month and First month, and a reason.

   Advances are loans. The list shows Advance outstanding.

5. When an employee pays an advance back in cash, click Take repayment, choose the Advance repaid and the Amount.

   A full repayment closes the advance.

6. Open an employee's Profile to see the history (salary, bonus, deduction, advance, repayments) and use Cancel entry with a reason to undo a line; open Salary settings for the default repayment way, default instalment, Largest advance (× monthly salary), Allow part salary payments and absent-day cuts.

   Entries are never edited: cancel and redo.

Good to know

• Nobody records their own salary, advance or repayment: Someone else records your own salary and advances.
• Salaries are private: hidden without See salaries, dues and advances, kept out of exports and the activity log detail.
• Staff see their own salary history read-only on My profile.
• Back-dating follows the cash book's 31-day rule.