Pay salaries and advances

If your plan includes payroll, you can keep a list of your employees, pay their monthly salary from one of your accounts, and give advances that are taken back from later salary. Every payment is recorded as a Salary expense, so it shows in your accounts and reports.

Steps: add an employee#

5 steps · ~3 min

1. 1

   Step 1

   Go to Accounting → Payroll → Employees and click Add employee.
2. 2

   Step 2

   Enter the Full name and the Monthly salary (৳). Both are required.
3. 3

   Step 3

   If you like, add Phone, Email, Designation, Department, Joining date and Notes.
4. 4

   Step 4

   Choose a Default pay account: the account their salary is usually paid from. It is filled in for you when you pay them.
5. 5

   Step 5

   Click Save. A new employee is active straight away; the Active switch only shows when you edit an employee later.

   

An employee here is a payroll record only. It doesn't give the person a dashboard login; team logins are added under Settings → Users.

When someone leaves, open the ⋮ menu on their row and click Deactivate. They drop off the pay table, and their past payments stay in the history. You can Activate them again later.

The Salary page#

Go to Accounting → Payroll → Salary. Pick the month with the arrows or the month picker. The tiles show Active employees, Monthly payroll (the total of their monthly salaries), Paid this period and Pending.

The Pay employees tab lists every active employee with their Monthly salary and a Paid or Unpaid status for that month. If someone has an advance that isn't fully taken back, their row shows Advance due with the amount.

Steps: pay one employee#

6 steps · ~4 min

1. 1

   Step 1

   On the Pay employees tab, click the pay icon on the employee's row.
2. 2

   Step 2

   Gross salary (৳) is filled in with their monthly salary. Change it for a part month.
3. 3

   Step 3

   Add a Bonus (৳) or a Deduction (৳) if needed.
4. 4

   Step 4

   If they have an advance, Advance recovery (৳) is filled in with the full amount still owed. Lower it to take back only part of it this month, or clear it to take back nothing.
5. 5

   Step 5

   Check Pay from account and Paid on, and add Notes if you like.
6. 6

   Step 6

   Check the Net pay and click Record payment.

   

Net pay = gross salary + bonus − deduction − advance recovery. It must be more than 0. The net pay is taken out of the account you chose, as an expense in the Salary category.

Steps: pay several employees at once#

5 steps · ~3 min

1. 1

   Step 1

   On the Pay employees tab, tick the employees to pay. Only unpaid employees can be ticked.
2. 2

   Step 2

   Click Pay selected.
3. 3

   Step 3

   Choose Pay from account and Paid on.
4. 4

   Step 4

   If needed, fill in Bonus for everyone (৳), Deduction for everyone (৳) or Advance recovery for everyone (৳).
5. 5

   Step 5

   Click Pay … employees. The Results show how many were paid and which ones failed, with the reason.

   

• Each employee's gross is their own monthly salary.
• The bonus, deduction and advance recovery you enter are the same amount for every selected employee. If employees with advances need different amounts, pay them one at a time. The dialog lists who has an advance outstanding.
• You can pay up to 500 employees at once.

Advance salary#

An advance is money you give an employee before payday, which you then take back from their salary.

1. Go to Accounting → Payroll → Advance Salary and click Give advance.
2. Choose the Employee and the Paid from account, and enter the Amount (৳) and the Date.
3. Optional: choose For month. This is only a label for which month's salary the advance is meant against; it doesn't change how it's taken back.
4. Click Give advance.

The list shows each advance with its Amount, Recovered and Outstanding amounts.

How an advance is taken back#

• The advance is taken out of the account and recorded as a Salary expense on the day you give it.
• When you next pay that employee, the Advance recovery amount is subtracted from their pay. The money they receive is smaller, so the salary isn't counted twice.
• You decide how much to take back each month. It can't be more than the employee still owes ("Only ৳… is still outstanding in advances for this employee.").
• If an employee has several advances, the oldest is taken back first.

Correcting a payment#

• A salary payment: open the Payment history tab and click the ⋮ menu on the payment. Choose Edit to change the amounts, account or date (the employee and the month can't be changed), or Delete payment to remove it. Enter a reason. After a delete, the money goes back to the account, any advance it took back is owed again, and the employee shows as unpaid for that month, so you can pay them again.
• An advance: on Advance Salary, open the ⋮ menu on its row, choose Edit or Delete advance, and enter a reason. An advance that has already been partly taken back through salary can't be edited or deleted; delete those salary payments first.
• Deleted payments and advances are left out of the lists. To see them, open Filters and set Show to Deleted. Every edit and delete is also kept in Accounting → Activity log.

FAQ#

Related articles#

• Track your money with accounts and transactions
• Add staff and set their access
• Understand your reports