Payroll Entry

Overview

Payroll Entry – Business Overview

Payroll Entry is a core payroll document used to manage, calculate, and finalize employee salaries for a specific pay period. It acts as the central control point where salary calculations are prepared, reviewed, and approved before payments are made. In Dafater, Payroll Entry ensures that employees are paid accurately, on time, and in line with company policies and legal requirements.

Purpose in Business Operations

Payroll Entry is used to: - Process salaries for a defined group of employees (such as by department, location, or employment type) - Calculate earnings, deductions, and net pay for a specific payroll period - Serve as the official record for salary processing before payments are released - Support compliance with internal payroll policies and external labor regulations

It helps standardize payroll processing and reduces errors by consolidating salary calculations into a single, controlled document.

Prerequisites and Setup Requirements

Before using Payroll Entry, the following business setup should be in place: - Employee records with active employment status - Salary structures defining earnings and deductions (basic pay, allowances, taxes, benefits, etc.) - Payroll period or pay cycle (monthly, bi-weekly, etc.) - Company policies for attendance, leave, overtime, and deductions - Approval roles for payroll review and authorization

Without these foundations, payroll results may be incomplete or inaccurate.

Typical Workflow and Business Process Fit

Payroll Period Selection
The payroll officer selects the relevant pay period and employee group.
Salary Calculation
Payroll Entry gathers salary data based on approved structures, attendance, and applicable adjustments.
Review and Validation
HR or finance teams review totals, deductions, and exceptions to ensure accuracy.
Approval
Authorized personnel approve the Payroll Entry, confirming that salaries are ready for payment.
Payment Processing
Once approved, Payroll Entry supports salary disbursement through bank transfers or other payment methods.
Record Keeping and Reporting
The document serves as a reference for audits, payroll reports, and employee inquiries.

Key Business Scenarios Where Payroll Entry Is Essential

Monthly salary processing for full-time and contract employees
Department-wise payroll runs for large organizations
Handling salary changes, bonuses, or one-time deductions
Ensuring compliance with tax, social security, or labor laws
Audit and financial review, providing clear payroll documentation

Important Considerations for Users

Always verify employee attendance and leave data before finalizing payroll.
Review unusual salary variances to avoid overpayments or underpayments.
Ensure Payroll Entry is approved before initiating salary payments.
Maintain consistency in payroll periods to support accurate reporting.
Treat Payroll Entry as a sensitive document, as it contains confidential employee compensation data.

Payroll Entry plays a critical role in maintaining trust with employees, ensuring financial accuracy, and supporting compliant payroll operations within Dafater.

Basic Information

Module: Payroll
Document Type: Other

Fields

Field Name	Label	Type	Required	Options	Description
posting_date	Posting Date	Date	✓	-	Date payroll is posted to accounting in Dafater
company	Company	Link	✓	Company	Company for which payroll is processed in Dafater
currency	Currency	Link	✓	Currency	Payroll transaction currency used in Dafater
exchange_rate	Exchange Rate	Float	✓	-	Conversion rate between company and payroll currency
payrollpayableaccount	Payroll Payable Account	Link	✓	Account	Liability account for payroll amounts payable
status	Status	Select		Draft, Submitted, Cancelled, Queued, Failed	Current processing status of this payroll entry
salaryslipbasedontimesheet	Salary Slip Based on Timesheet	Check		-	Generate salary slips based on approved timesheets
payroll_frequency	Payroll Frequency	Select		, Monthly, Fortnightly, Bimonthly, Weekly, Daily	Defines payroll cycle frequency for employees
start_date	Start Date	Date	✓	-	Payroll period start date
end_date	End Date	Date	✓	-	Payroll period end date
deducttaxforunclaimedemployee_benefits	Deduct Tax For Unclaimed Employee Benefits	Check		-	Automatically deduct tax on unclaimed employee benefits
deducttaxforunsubmittedtaxexemptionproof	Deduct Tax For Unsubmitted Tax Exemption Proof	Check		-	Deduct tax when exemption proofs are not submitted
branch	Branch	Link		Branch	Filter employees by branch for payroll processing
department	Department	Link		Department	Filter employees by department for payroll processing
designation	Designation	Link		Designation	Filter employees by designation for payroll processing
grade	Grade	Link		Employee Grade	Filter employees by grade for payroll processing
numberofemployees	Number Of Employees	Int		-	Total employees included in this payroll entry
employees	employees	Table		Payroll Employee Detail	List of employees included for payroll calculation
validate_attendance	Validate Attendance	Check		-	Validate employee attendance before creating salary slips
attendancedetailhtml	attendancedetailhtml	HTML		-	Displays attendance validation details for selected employees
cost_center	Cost Center	Link	✓	Cost Center	Cost center to allocate payroll expenses
project	Project	Link		Project	Project against which payroll costs are tracked
payment_account	Payment Account	Link		Account	Account used to pay salaries from
bank_account	Bank Account	Link		Bank Account	Default bank account for salary payments
salaryslipscreated	Salary Slips Created	Check		-	Indicates whether salary slips have been generated
salaryslipssubmitted	Salary Slips Submitted	Check		-	Indicates whether salary slips have been submitted
error_message	Error Message	Small Text		-	Shows processing errors encountered during payroll creation
amended_from	Amended From	Link		Payroll Entry	Reference to original payroll entry amended

Child Tables

employees (Payroll Employee Detail)

Field Name	Label	Type	Options	Description
employee	Employee	Link	Employee	Linked employee record in Dafater payroll processing.
employee_name	Employee Name	Data	-	Employee full name displayed for payroll identification.
department	Department	Link	Department	Department responsible for employee cost allocation.
designation	Designation	Data	-	Employee job title used for payroll and reporting.
issalarywithheld	Is Salary Withheld	Check	-	Indicates whether employee salary is temporarily withheld.

Permissions

Role	Read	Write	Create	Delete	Submit	Cancel
HR Manager	✓	✓	✓	✓	✓	✓

DocType	Relationship	Module
Salary Slip	Linked from	Payroll
Account	Links to	Accounts
Bank Account	Links to	Accounts
Branch	Links to	Setup
Company	Links to	Setup
Cost Center	Links to	Accounts
Currency	Links to	Geo
Department	Links to	Setup
Designation	Links to	Setup
Employee Grade	Links to	HR
Payroll Entry	Links to	Payroll
Project	Links to	Projects