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User manual

Payroll runs

Set up payroll components and compensation profiles, then calculate and review each period's run, have someone other than the preparer approve it, and post and pay it.

Who this is for: Owner
Last reviewed:

A payroll run is one period's pay for all employees. Sahab calculates it from Compensation profiles, Payroll components and attendance; you review it, someone other than the preparer approves it, then you post and pay it.

Before you start

  • An Owner prepares runs and manages components and profiles, and so can anyone given a role that manages payroll. Someone else with payroll approval approves them, such as the owner or anyone given the Payroll approver role.
  • Sahab never sets a statutory rate or payroll rule; every component and amount comes from your company. A component marked Statutory item stays inactive until the company has an active country package with payroll content signed off by your accountant or local adviser. The package is turned on as in Branches and country packages.
  • Before the first run, Payroll runs shows a Payroll setup form. Choose Our country package (signed off by our accountant) if the company has an active country package, or No country package applies to us. Then choose how to split pay under Splitting pay for part of a period, and press Confirm payroll setup.

Components and profiles

Under Payroll → Payroll components, press New component for each allowance or deduction your company uses. Choose the Type, Earning or Deduction, then the Calculation, enter the Amount / rate and press Save component. Every edit saves a version; a calculated payslip keeps the one it used.

Then record each employee's pay agreement:

  1. Open Payroll → Compensation profiles and press New profile.
  2. Choose the Employee and set the Effective from date.
  3. Choose the Pay basis, Monthly, Daily or Hourly, and enter the Base amount.
  4. Add the employee's components from Add component, and choose how Advance recovery works if they have an advance.
  5. Press Save profile. A new profile closes the previous one on the day before; none is edited in place.

The advance itself is paid out and settled as in Employee advances.

Calculate and review a run

  1. Open Payroll → Payroll runs. Enter the period's start and end, and a Pay date if wanted, then press Create run.
  2. On the run's page, press Calculate. Sahab takes a snapshot of attendance, profiles and components, and the run becomes Calculated.
  3. Review the Payslips. A Blocked payslip stops approval until you fix its cause, such as incomplete attendance for someone paid by the day or by the hour.
  4. Press an employee's row to open their payslip, then press Payslip to open its full page. Under Reviewer inputs, enter Approved overtime minutes or External earnings, then press Save inputs.
  5. To correct an amount, fill in Type, Label, Amount and Reason under Add adjustment, then press Add adjustment.
  6. If a profile, component or attendance changed after the calculation, press Recalculate.

Approve, post and pay

  1. The approver opens the run and presses Approve. The amounts are frozen, and any later correction goes to the next run.
  2. Whoever prepares payroll presses Post. Sahab records the payroll document in the accounts and deducts scheduled advances once.
  3. On each employee's payslip, under Pay salary, choose Pay from, enter the Amount, then press Record payment.

Partial payment is allowed; the rest stays to be paid. Pay from never offers an account with an open cashier shift on it.

If you prepared or changed the run, you see: You prepared this run — another manager with payroll approval must approve it. This means anyone else with payroll approval, such as the owner or someone with the Payroll approver role.

If nobody else in the company can approve it, or the company has turned off second-person approval, Sahab lets you approve it yourself and records that in the self-approval log.

Note: Reopen sends an approved run back before posting so you can calculate and approve it again, with a reason. A posted run can only be undone with Reverse run, and only while no salary from it has been paid. After payment, corrections go into the next run as adjustments.

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