Getting Started

The Payroll module provides controlled payroll operations for Ghanaian businesses, including employee management, PAYE and pension calculations, multi-channel disbursements, payslip generation, loans, statutory reporting, and reviewed Accounting integration. Payroll can operate without HR or Accounting. When those modules are enabled, handoffs remain explicit and posted financial history remains immutable.

The safest operating sequence is configure → prepare employees → create run → calculate → resolve exceptions → approve → post → disburse → file and reconcile. Never treat a dashboard total as posted until the run status and journal or export result confirm it.

Accessing Payroll

After logging in, click Payroll in the sidebar to access the module. The Payroll Dashboard is your starting point, showing key metrics and the current pay cycle status at a glance.

Payroll in the Mobile App

Open your business, then choose Payroll. This is the management workspace; Me → Pay still shows only the signed-in employee's own payslips and queries. Available screens and commands depend on your Payroll permissions, not simply your job title or Accounting access.

Use Overview → Runs → People → Reports → More to move between payroll work. Start or continue a run, enter inputs, calculate, resolve blockers and inspect the saved employee breakdown before requesting approval. An approver can return the run with a required reason; the run returns to Calculated for preparation. Posted runs remain immutable. A stale-screen warning means someone changed the record: close the form, refresh and review it before acting again.

Amounts start hidden. Use the eye control to reveal them in place; leaving the Payroll workspace, switching businesses or backgrounding the app hides them again. Bank and statutory identifiers remain masked in profile reads. Enter a replacement only when changing it; leaving a replacement blank keeps the existing value. Optional dates and selections can be cleared.

More includes disbursements, employee imports/templates, HR handoffs, pay queries, loans, departments, components and settings as permitted. Import first shows a preview; confirm the valid rows explicitly, with invalid rows excluded. Choose a saved template, inspect its package and confirm before applying it.

For bank or Mobile Money batches, export the file, pay through your external bank/provider, then record actual settlement and reconcile. For cash, release to the cashier, record every recipient as Paid or Unclaimed, then close the batch. Neither posting nor exporting means employees have been paid.

Payroll needs an internet connection. It does not use POS offline-selling authorization. Bulk run-row operations, batch ZIP payslips and permanent deletion remain on the web; archive/restore and individual payslips are available on mobile.

Dashboard Overview

The dashboard displays:

• Active Employees — number of employees currently included in payroll
• Gross Payroll — total gross salary for the current cycle
• Net Payroll — net amount ready for disbursement
• Statutory Due — combined PAYE + SSNIT + Tier 2 + Tier 3 obligations
• Unpaid Batches — disbursement batches awaiting release

Below the KPIs you will find:

• System Health — readiness indicators and potential issues
• Current Cycle — live data on the active pay period including gross, net, and statutory totals
• Cycle Timeline — visual lifecycle indicator showing progress from draft through reconciliation
• Recent Runs — the last 3-5 payroll runs with status badges, employee counts, and net pay amounts
• Approval Backlog — runs awaiting approval with assignees and deadlines
• Deadline Radar — upcoming statutory filing and payment deadlines

Navigation

Use the sidebar sub-menu to navigate between sections:

• Dashboard — KPI overview and cycle status
• Employees — employee payroll profiles, payment details, leave, and loans
• Components — reusable pay components (allowances, deductions, employer contributions)
• Departments — department management for cost allocation and reporting
• Pay Runs — create, calculate, approve, and post payroll runs
• Approvals — focused queue for runs awaiting approval
• Disbursements — bank, mobile money, and cash payment batches
• Reports — visual payroll reports, statutory filings, and year-end pack
• Settings — cycle rules, policy controls, statutory rates, and GL mapping
• HR and Payroll review — reviewed employee enrollments, protected profile changes, and late-leave adjustments when HR is also enabled