This guide will walk you through step by step on how to use the Payroll section of Netvisor. The guide covers the different stages of the payroll process, the creation and handling of payslips, and resolving potential error situations.

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Payroll overview

The Payroll section can be accessed from the menu on the left side of the interface by clicking “Payroll”. 

The Payroll view provides an overview of the status of the payroll process. The front page of the view lists payslips grouped by salary payment dates. A detailed breakdown of the payment date can be opened by clicking the arrow, allowing you to see the number of payslips by salary model. The view shows how many payslips are in the inspection, approval, payment, handling payments, and earnings payment reports stages. You can access the actual payroll process by clicking on the name of the salary model.

The program automatically generates payslips for payroll based on salary criteria and working hours entries for each pay period. Deductions are also automatically generated on the slip. The deductions that are formed are influenced by the settings defined in the employee's information and payroll settings.

Filtering payslips

You can filter the payslips displayed in the view.

  1. Go to the Payroll view.
  2. Select Filter.
  3. Choose the desired filtering criteria, such as salary group or payment date.
  4. Confirm the selections, and the view will update according to your choices.

Handling payslips

The payslip handling process is divided into clear stages that ensure salaries are paid correctly and on time.

Checking payslips

In the inspection stage, payslips are listed alphabetically. The table displays information by columns. The Notes column has a note icon when the program has made an observation regarding the payslip. By hovering the mouse cursor over the icon, a notification text appears, indicating what the payroll accountant should pay attention to.

You can view and edit an individual payslip by clicking on the employee's name. This view has four tabs: Payslip, Earnings payment report, Voucher preview and Related documents .

  • On the Payslip tab, you can view the slip by row and add manual salary types if necessary using the "New payslip Line Item" button. You can edit the salary payment date and pay period dates using the pencil icon. From the three-dot menu, you can recalculate the payslip, go to salary bases, go to the employee's payslip archive, download the payslip as a PDF file, or delete it. In this view, you can also mark the payslip as checked by selecting Mark payslip as checked. 
  • On the Earnings payment report tab, you can preview the payslip-specific earnings payment report.
  • On the Voucher preview tab, you can preview the payslip-specific voucher.

When the payslips are ready, they are marked as checked.

  1. Go to the Payroll view.
  2. Select the payslips you want to check. You can select all at once or individually.
  3. Select Mark as inspected.
  4. If the system detects notes on the payslips, you will receive a notification.

Approval of payslips

After checking, payslips must be approved before payment. 

You can view and edit an individual payslip by clicking on the employee's name. This view has three tabs: Payslip, Earnings payment report, and Voucher preview. The Payslip tab differs from the previous view as follows:

  • On the Payslip tab in the approval stage, you cannot add new salary type rows. From the three-dot menu, you can go to salary bases, the employee's payslip archive, or download the payslip as a PDF file. In this stage, you can mark the payslip as approved by selecting Approve Payslip. 

When the payslips are ready, they are marked as approved.

  1. Go to the Approval tab.
  2. If you want to open the payslip in full, you can do so by clicking on the employee's name.
  3. Select the payslips you want to approve with a checkmark.
  4. Select Approve salaries.
  5. Approved payslips move to the Payment stage.
  6. In the view, you can also return payslips for inspection by selecting Return for review. 

Payment of salaries

Once payslips are approved, you can transfer them for payment. If you want to examine a payslip more closely, you can open it by clicking on the employee's name.

  1. Go to the Payment tab.
  2. Select the payslips you want to pay with a checkmark.
  3. Specify the payment account and date of the voucher.
  4. Select Pay & send payslips.
  5. Payslips transferred for payment move to the Handling payments stage.
  6. In the view, you can also return payslips for inspection by selecting Return for review.

Handling payments

At this stage, you can monitor the status of payslips transferred for payment. The view has a table showing the status of the e-payslip, the status of the payment, and the amount to be paid per employee. History information can be found behind the three dots.

  • Payment status: Shows whether the bank has approved the payment, whether it is still being processed, or whether it has failed.
  • E-payslip status: The status can be, for example, "Sent" or "Sending failed".
  • Resend: If the payment or e-payslip sending has failed, you can try to resend them by selecting the respective slip and pressing Resend payments.

Earnings payment reports

Once payslips are marked as paid, the system automatically creates earnings payment reports for the incomes register. At this stage, you can:

  • View notifications: You can see all created earnings payment reports and their status (e.g., Not sent, Sent, Rejected).
  • Send notifications: If automatic sending is not enabled, you can manually send notifications by selecting them and pressing Send report.
  • Invalidate notifications: If you notice an error in an already sent notification, you can send a cancellation request to the incomes register. After this, you must create a new, replacement notification.
  • Create a new version: You can create a new version of a rejected or delivered notification, where you can make necessary corrections before sending it.

Other functions

Returning payslips for checking

If you notice errors in an approved or payment-stage payslip, you can return it for inspection.

  1. Select the payslip you want to return.
  2. Select Return for review.
  3. Write the reason for the return.
  4. Confirm the return.

Creating a manual payslip

You can manually create individual payslips as needed. A manually created slip is empty by default.

  1. Go to the Payroll view.
  2. Select New payslip.
  3. Fill in the required information: select the employee, set the salary payment date, and choose the pay period from the dropdown menu.
  4. Select Create payslip.
  5. The system creates a new payslip. You can edit the selected pay period dates and manually add pay rows.

Deleting a payslip

You can delete payslips in the inspection stage.

  1. Open the payslip you want to delete.
  2. Select Delete from the three-dot menu.
  3. Confirm the deletion. The system automatically creates a new payslip for the next pay period.

Previews

Before final submission of data, you can preview payslips, earnings payment reports, and vouchers to ensure all information is correct.

Payslip preview

  • Employee basic data: Name, personal identity code, and bank contact information.
  • Pay breakdown: Salaries and allowances, fringe benefits, tax-free reimbursements, and deductions.
  • Summaries: Gross pay, withholding tax, social insurance contributions, and net wage or salary.
  • Payment information: Payment date and payment account.

Earnings payment report preview

  • Income recipient information: Employee's personal information and employment details.
  • Income types: Detailed information on paid salaries, reimbursements, and benefits.
  • Insurance information: Details on pension, unemployment, health, and accident insurance.

Voucher preview

  • Debit and credit entries: Each pay item and deduction is allocated to the correct accounting accounts.
  • Posting information: You can see which accounts, for example, the employee's pay, withholding tax, and social insurance contributions are posted to.

Error situations and their resolution

Notes on payslips

  • Warning: Yellow note mark. A warning does not prevent the processing of the payslip, but it is advisable to check.
  • Error: Red note mark. An error prevents the processing of the payslip, and it must be corrected before the process can continue.

Most common error notifications

  • Payslip has unacknowledged errors: Correct or acknowledge all errors before processing.
  • Value of the payslip row could not be calculated: Check the salary type settings and any references.
  • Employee's bank account is missing: Add the bank account number to the personal information.
  • Errors related to earnings payment report: Check the earnings payment report information and correct errors.

Frequently asked questions

  • How can I add a new payslip line item to a payslip? Open the payslip and select "New payslip line item". Choose the desired salary type and fill in the required information.
  • Why can't I approve a payslip? Check if there are red error notifications on the slip that need to be corrected first.
  • What should I do if I accidentally paid the salary on the wrong day? If the salary has already been paid, invalidate the previous earnings payment report and send a new one with corrected information.
  • How can I edit an already paid payslip? A paid slip cannot be edited. Make corrections on the next payslip or create a separate correction slip.
  • Where can I see the breakdown of a payslip? Open the desired payslip to see all slip rows and their breakdowns.

Keywords: payroll, payslip, payment, approval, inspection, error notifications, manual payslip, earnings payment report, voucher



This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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