You can change the period of an Ad-hoc Payroll Item before it has been processed in payroll. This allows you to move the payroll item to the correct payroll period if it was entered incorrectly. Note: Once an Ad-hoc Payroll Item has been included in a payroll run, its period can no longer be modified. Steps to Change Ad-hoc Payroll Item Period: Go to Payroll > Ad-hoc Payroll Items. Select the relevant Period. Locate the employee and click the > icon to expand the payroll item details. Under the Period field, click the calendar icon and select the new period for the payroll item. Click the tick icon to save the changes.

An Ad-hoc Payroll Item is used to record one-time or non-recurring payroll transactions that are not maintained as fixed payroll items in an employee's profile. These items are included in payroll processing for the selected payroll period only. Common uses include additional payments, deductions, statutory adjustments, and special payroll transactions. Steps to Add an Ad-hoc Payroll Item: Go to Payroll > Ad-hoc Payroll Item. Select the Payroll Period. Click the arrow icon to expand the department and the relevant employee. Select + Add under the item you wish to assign for the employee.  Enter the details: Item Type – Select the relevant type maintained at Tools > Payroll Item (e.g., Shift Allowance). Amount – Enter the payment amount. Payroll Type – Select First Half or Month End / Second Half. Description – Enter a short remark if necessary. Tax Exemption – Select the applicable tax exemption, if any.  Statutory Requirements – Enable EPF, SOCSO & EIS, Tax, HRDF if applicable. Is Fixed Wages – Enable this option if the item is part of a fixed wage. Click the tick icon to save. The ad-hoc payroll item is added. You may proceed with payroll processing, and the item will be included automatically.

Users can record Advance Salary Payments made to employees before the payroll period is processed. The advance amount will be deducted automatically from the employee's salary during payroll processing. Example: Employee A has a monthly salary of RM3,000 and receives an advance salary payment of RM500 before payday. During payroll processing, the system will deduct the RM500 advance, resulting in a net salary payment of RM2,500 (subject to other payroll adjustments and statutory deductions). Steps to Record Advance Salary Payment: Steps to Record Advance Salary Payment: Go to Payroll > Adhoc Payroll Items. Select the appropriate payroll period. Expand the department and the relevant employee. Under DEDUCTIONS & OTHERS, click + Add under Advance. Select First Half or Month End / Second Half at the Payroll Type field. Enter the Amount and Description. Click the tick icon to save. Go to Payroll > Process Payroll. Click Run Payroll.  Enter the details: Payroll Type – Select Month End / Second Half or First Half. This selection must match the settings used when recording the Advance. Payroll Period – Select the relevant payroll month.  Employee – Select the employee to be included in the payroll process. Click Preview. Review the Ad-hoc details for the employee and click Process if all information is correct. The advance amount will appear under the Deductions section, indicating that it has been paid to the employee prior to the payday.  Verify the details, then click Commit All to finalise and save the payroll. Proceed to Electronic Payment to process and credit the remaining salary to the employee’s account.

Users can include overtime (OT) worked in the previous month in the current month's payroll by importing the relevant attendance records during the Attendance Import process. Steps to Extract Previous Month OT for Current Month Payroll: Go to Payroll > Attendance Import. Click Import. Enter the required details: Period – Select the payroll month you want to import the time attendance data into. Payroll Type – Select the payroll type where the time attendance data should be applied. Description – Enter a short remark if required. Click Select Data Source to retrieve the time attendance data.  Select Retrieve Record at the Select Data Source panel. Click By Selected Date Range to manually select last month’s date to capture last month’s overtime. Select the required employee(s). Click Proceed. The data will be captured accordingly. Click the pencil icon if any adjustments are needed.  Click Save to apply the changes.

Process Payroll is used to calculate and generate employee salaries for a payroll period. The system processes all payroll components, including basic salary, allowances, overtime, deductions, leave adjustments, claims, and statutory contributions, to determine each employee's final payable amount. Payroll calculations are based on the employee's payroll settings, attendance records, leave transactions, and assigned payroll items. Steps to Run Payroll: Go to Payroll > Process Payroll. Click Run Payroll. Select the Payroll Type, Payroll Period, Leave Cut-Off Day and Description (Optional). Select the employees to be included in this payroll run.  Click Next. Click Preview. Click Process. Review all the details. Click Commit. Click Yes to confirm. Editing will be restricted after commit.

After a payroll has been processed, users can still edit employee payroll details before the payroll is committed. This allows corrections and adjustments to be made, such as updating allowances, deductions, overtime, claims, or other payroll items. When any payroll value is modified manually, the payroll must be recalculated to ensure all statutory contributions and payroll totals are updated based on the latest figures. Steps to Edit Payroll Process: Go to Payroll > Process Payroll. Locate the uncommitted payroll and click Edit. Expand the employee that you would like to edit Under the item you would like to edit, click + item. (e.g., + Salary, + Allowance) Enter the required details and click the tick icon. Click Recalculate next to the employee name or click Save & Recalculate All at the top left corner.  The changes will be saved and payroll will be updated accordingly. 

After payroll has been processed and committed, users can distribute payslips to employees through the mobile app (notification) or email. This ensures employees receive their salary details securely and promptly.  Note: Payroll must be fully processed and committed before payslips can be released. Refer to Process Payroll for detailed payroll processing steps.   Steps to Send Payslips via App: Go to Payroll > Process Payroll. Click View. Click Send Notification at the top right corner. Select one of the following options and click Apply:  Send Notification & Release Payslip Now Send Notification & Release Payslip By Schedule Steps to Send Payslips via Email: Method 1 – Via Process Payroll Go to Payroll > Process Payroll. Click View. Click Send Notification at the top right corner. Select Send Payslip By Email Now, select a Payslip Report and click Apply. Method 2 – Via Reports Go to Reports. Expand Management Reports > Slips. Select a Payslip format. Define Filters, Report Options and Misc. Information if required. Click Send Email. A preview page will be prompted for preview. Preview the payslip and download via the PDF link if needed. Select the employees to receive the email. Review or update employee email addresses. Click Send Email.

The Electronic Payment feature allows users to generate payroll-related payment files for statutory submissions and employee salary payments after payroll has been processed. The generated files can be downloaded and uploaded manually to the relevant government agencies or bank portals for further processing. Steps to Generate Bank Payment File: Go to Payroll > Electronic Payment. Select the payroll month to generate the files.  Tick the payroll run(s) to be included.  Select the file to download: AUTHORITY – Used for submission to statutory portals. PAYMENT FILES – Used for bank salary payment uploads. Select the relevant bank and click Download. Yearly Government Files – Includes files such as LHDN CP8D and LHDN Audit Files. The generated file will be downloaded and saved to your device’s local folder. Written by: Han Yang (20250924) Last Reviewed by: Azirah (20250930)

LHDN Audit File is used for yearly submission to Lembaga Hasil Dalam Negeri (LHDN) or other statutory authorities for audit and tax reporting purposes.  Ensure Payroll Closing has been completed before downloading the audit file to ensure all yearly payroll data is finalised.  Steps to Download LHDN Audit File: Go to Payroll > Electronic Payment. Under Yearly Government Files, locate LHDN Audit Files. Select the desired year. Click Download.

Users may maintain PCB and CP38 receipt details for record-keeping and statutory reference purposes. This allows companies to track payment receipt information submitted to Lembaga Hasil Dalam Negeri (LHDN). PCB (Potongan Cukai Bulanan) – Monthly income tax deduction from employees’ salaries that is remitted to LHDN. CP38 – An additional tax deduction instruction issued by LHDN for specific employees when extra tax instalments are required outside the normal PCB deduction. Steps to Create PCB and CP38 Receipt Details: Go to Payroll > CP Receipt. Click the + icon to add a new yearly record.  Enter the Receipt Date, Receipt No and Amount for both PCB and CP38 in the table. Click Save.