Operating Checklists and Troubleshooting

Before the First Run

1. Confirm cycle dates, pay date, base currency, and approval responsibilities.
2. Review effective PAYE and pension tables with their source references.
3. Configure active pay components and employee packages.
4. Verify employee payment and statutory readiness.
5. Configure disbursement rules and, when Accounting is enabled, GL mappings and posting behavior.
6. When HR is enabled, resolve pending enrollment and protected-profile handoffs.

Every Pay Period

1. Resolve new HR handoffs and leave impacts.
2. Create the correct regular, supplementary, termination, or correction run.
3. Calculate and compare with the prior period.
4. Resolve every blocker and review every warning.
5. Obtain the required approval without weakening separation of duties.
6. Post once, verify the journal or export result, and generate payslips.
7. Release and reconcile disbursements.
8. Prepare statutory schedules, update filing status, and retain evidence.

Common Problems

• An HR employee is missing: open HR and Payroll review and apply the Ready for Payroll enrollment. Do not create a duplicate Payroll employee.
• A calculated run reopened: an approved or cancelled leave request affected the period. Recalculate and obtain approval again.
• A posted run has a late leave change: schedule the reviewed adjustment into a future open run; the posted payslip remains immutable.
• A protected change is blocked: confirm both modules are enabled, the employee is linked, the evidence is valid, and the Payroll value has not changed since HR approval.
• An employee is excluded: review status, hire or exit date, run scope, hold state, missing statutory/payment prerequisites, and run type.
• Posting fails: review approval state, fiscal locks, balanced journal mappings, Accounting availability, and the precise server message.
• A disbursement file excludes an employee: check payment method, bank or Mobile Money fields, provider requirements, and export permissions.
• A screen or action is missing: the workspace and action are permission-aware. Ask the owner to review the assigned Payroll role.

SikaBooks provides configurable controls, calculations, and evidence to support Payroll operations. Businesses remain responsible for confirming current Ghana tax, pension, labour, privacy, filing, and payment requirements with qualified advisers and official sources.