Pay Runs

A pay run represents a single payroll cycle — one set of salary calculations, approvals, and payments for a specific period.

Creating a Pay Run

1. Navigate to Pay Runs → Create.
2. Enter a label (e.g., "March 2026 Payroll").
3. Select the cycle: Monthly, Biweekly, or Weekly.
4. Set the period start and period end dates.
5. Set the pay date — when employees will be paid.
6. Optionally set a due date — internal deadline for completing the run.
7. Add any notes for internal reference.
8. Click Save.

The pay date must be on or after the period end date.

Pay Run Lifecycle

Every pay run moves through a defined lifecycle:

Stage	Status	What Happens
1. Draft	draft	Run created, no calculations yet. Can be edited freely.
2. Calculate	calculated	System computes gross, deductions, PAYE, SSNIT, Tier 2, Tier 3, reliefs, and net for every active employee. Validation issues flagged.
3. Approve	approved	Authorised user confirms the calculations are correct. All blockers must be resolved first.
4. Post	posted	Run is finalised. GL entries created (if Accounting enabled). Disbursement batches generated. Leave accrued. Loans updated.
5. Disburse	posted	Bank files and mobile money files exported and uploaded to payment processors. Cash pay sheets generated.
6. Reconcile	posted	Settlement confirmed against bank statements. Batches marked as reconciled.

Voiding a Posted Run

If a posted run contains errors, an authorised user (different from the one who posted) can void it:

• GL journal entries are reversed
• Loan balance deductions are restored
• Leave accruals are reversed
• Disbursement batches are deleted (only if not yet released or settled)

Runs with exported, released, settled, or reconciled disbursements cannot be voided through the standard void flow.

Editing a Pay Run

Only draft runs can be edited. Navigate to Pay Runs → [Run] → Edit to update the label, dates, or notes. Once a run is calculated, you must create a new run to change period dates.

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