Salary Payment

1What this screen is #

Each line remembers WHICH pay bill it pays. That is the double-payment lock: a bill on a live line is never offered to a later entry, and only cancelling the line (the bin) or the whole entry releases it.

2Your first payment, step by step #

1. Set the Voucher Date - closing balances are read on it.
2. Tick one or more batches . The list shows how many bills each still has unpaid.
3. Press Prepare lines . One line per unpaid bill appears; bills already on a live entry are reported and left out.
4. Pick the paying ledger and the payment mode .
5. Alter any Paying Amount . The suggestion follows the Payroll Settings basis - the bill's net, or the ledger closing balance.
6. Press Save (F5) . The entry is a Draft - nothing has been posted.
7. Press Approve / Reject (F7) . Approving posts the payment voucher at once and is final; the record strip shows which voucher it went out on.
8. Once approved, a Bank Transfer entry offers Bank Advice (F8) - the file for the bank, with each employee's account number, IFSC and amount. It exists only AFTER approval: the advice instructs the bank, and a draft's figures can still change.

3Field details #

• Prepare from batch(es) - several batches can feed ONE payment entry; the covered period becomes the widest span of the ticked batches.
• Payment mode - Bank Transfer or Cash. It comes first because it decides what the next field offers, and only an APPROVED Bank Transfer entry produces the advice file.
• Paid from - filtered by the mode: Bank Transfer lists the bank accounts (LedgerGroup category "Bank Accounts"), Cash lists the "Cash-In-Hand" group. A missing ledger is created from the combo's own footer. Approval credits this ledger.
• Net Payment - the pay bill's net at preparation time. It does not move afterwards.
• Ledger Closing Balance - the employee ledger on the voucher date, payable-positive: advances and other postings net off here.
• Paying Amount - what actually goes out. Zero saves but pays nothing.

4Why is a pick-list empty? #

• Batches - every prepared batch's bills are all on live payment entries already, or no batch has been prepared. Cancelled batches never appear.
• Paid from - no active ledger sits in the group the mode asks for: category "Bank Accounts" for Bank Transfer, group "Cash-In-Hand" for Cash. The footer's create button fills the gap without leaving the page.

5Rules, permissions and integrity #

• Approving and rejecting need a permission : the Approve right on the posting voucher type (Payroll Settings, "Salary payment posting voucher"). The screen checks it, and the server checks it again.
• Approved is final - except for Reverse. The database trigger refuses any change to an approved entry, with one admitted move: Reverse cancels the entry AND its posted voucher in the same transaction, so the amount stops counting as paid at once and every pay bill is released. Reversing needs the same Approve right as approving did, and the reports never see a counter-entry - a cancelled voucher simply stops existing for them.
• One line per employee per entry. The table's own key enforces it: an employee with two unpaid bills is paid one bill per entry - Prepare holds the second back and names it.
• One bill, one payment. Each line stores its pay bill's voucher number; a bill on a live line is excluded from every future preparation. Cancelling a line - or the entry - releases it, and both actions say so.
• Settings : 209 decides the suggested amount's basis; 210 names the posting voucher type - it must be one whose group name is 'Salary Payment', because that group name is how the payroll reports recognise an amount as already paid.

6Shortcut keys #

• F2 Find an entry · F3 New · F5 Save · F7 Approve / Reject · F8 Bank Advice · Esc Reset the form.
• Enter moves through the form and the paying amounts and lands on Save.

7If something does not work #