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How to Process a Salary Payment

Run the monthly salary cycle for a department.

6 min read Updated Jun 2026   How-To

Purpose

Close the attendance month, compute salaries, post the journal voucher, and trigger bank payouts. This is the once-a-month "close payroll" routine — treat it like a checklist, because once you post, the period is locked and any change has to go through an adjustment voucher.

Before you begin

  • Attendance for the month is fully entered and verified (run Attendance Register as a sanity check).
  • Any one-off adjustments (incentives, fines, leave encashment, advance recovery) entered under Salary Adjustments.
  • Bank advice template configured under Administration & Setup → File Management → Document Templates.
  • A clean datacenter backup taken just before you start (so you can roll back if a structural error is found).
  • Day Closure done up to the last day of the month.

Steps

  1. Start → Human Resources → Salary & Payroll → Salary Calc.
  2. Pick the month and the department (or leave department blank to process the whole company in one go).
  3. Click Compute. The grid populates with gross, deductions and net for every active employee, with the prorated days column on the left.
  4. Use the Review filter to spot anyone with LOP (leave-without-pay), zero days, or a net that differs by more than ₹500 from the previous month — these are usually the rows that need attention.
  5. Fix anything that needs adjusting via the Adjustments tab, then click Re-compute.
  6. Click Post. The system writes a single payroll journal voucher (debit salary heads, credit salary payable) and locks the month for that department.
  7. From Salary Payment, pick the just-posted batch and generate the bank advice (NEFT / RTGS / cheque). Save the file using the bank's naming convention and upload to the bank's portal.
  8. Print or email salary slips — see Generate a Salary Slip.

What success looks like

  • A payroll journal voucher exists for the month, viewable under Accounts & Finance → Day Book.
  • The grid in Salary Calc for that month / department shows a Posted badge and is read-only.
  • Bank advice file is generated and saved to the network folder.
  • Salary Payable control account in the trial balance increases by the total net pay; clears down as you post the payment voucher.

Troubleshooting

"Attendance not finalised" error on Compute.
Day Closure has not been run up to the last day of the month. Run it first (How to Run Day Closure), then re-try Compute.
An employee shows the wrong gross.
Open their Staff Detail → Pay tab and verify the salary structure and basic. If you edit it, re-run Compute — do not edit the grid directly.
Cannot Post — "duplicate voucher number".
Another user posted the same month for the same department. Refresh the screen; the existing batch is the right one.
Bank advice file rejected by the bank.
The bank advice template format is incorrect for your bank. Edit the template (File Management → Document Templates → Bank Advice) and re-generate.

Tips

  • Always Post before sending the bank advice — otherwise the journal is missing and the next reconciliation fails.
  • Keep a copy of the bank-advice file. If the bank queries any row, you will need it.
  • If you process multiple departments separately, post each one as you finish — do not leave half-computed batches lying around.
  • Warning. Once posted, the only way to change a salary is via a Salary Adjustment voucher in the following month. Re-opening a posted period is restricted to administrators and leaves an audit trail.