How to pay staff

What this is

Payroll (under Finance) is how you pay staff. It appears after the owner turns it on in Payroll → Payroll settings.

The same steps are on Payroll → How to pay staff inside aPOS.

Worked example

You need to give Aisha her salary and her advance together this month.

The 4,091 is added, not deducted. A later payroll takes it back from that month’s salary.

Before you start

1. Payroll → Staff profiles. Confirm full name, ID or work visa number, employee number, designation, salary, and food.
2. Payroll → Overtime. Fill a month if they work extra hours most days, Delete days off, then Approve all drafts. A draft never prints. (The screen title is Extra hours.)
3. Decide how extra money will be given — with this month’s salary, or cash already handed over.

Step-by-step (usual path)

1. Open Payroll → Advances. Person, date, amount (example 4,091).
2. Leave On this month’s salary slip selected. Save.
3. Do not Approve / Mark paid on the advance. That is only for cash already given.
4. Open Payroll → Payroll runs and click Pay staff. Pick the month. Tick this person. Save.
5. Open the run. Extra hours and the salary-slip advance are added automatically.
6. Check Gross includes the advance. Taken back must be 0 this month.
7. Approve & lock. View PDF. Earnings must list Salary advance paid. Net is salary + food + extra hours + advance.
8. When you actually hand the cash, Mark paid on the payroll run — once. That posts one Expense for the net.

What the numbers mean

• Gross — money this slip is giving: salary + food + extra hours + salary-slip advances.
• Taken back — cash already handed over on a previous receipt. This reduces Net. It is not extra cash this month.
• Net pay — the amount to hand the person. This prints as Net on the PDF.
• Employee pension / EWT — only if you typed them on the staff profile. They reduce Net. Leave them at 0 if they do not apply.
• Employer-only — accommodation, permit, medical, employer pension. Shop cost. Never deducted from the employee slip.

If Taken back is 0 and Gross already includes 4,091, that is correct. Do not look for the advance in the Taken back column.

Common mistakes

• Marking an advance paid in cash when it should print on the salary slip.
• Running payroll twice for the same person for the same month because the first attempt looked wrong. Reopen that run, fix it, lock it again.
• Clicking Mark paid on the payroll run before the cash has been handed over. That button posts the Expense.
• Typing salary as a normal Expense. Use Payroll so the payslip and the Expense stay in one place.