Payrun
Overview
A payrun represents a single payroll processing cycle for a defined pay period. The Payrun module handles the complete payroll lifecycle: creating a new payrun, selecting employees, calculating gross-to-net pay (including tax, NI/social insurance, pension, and statutory deductions), reviewing results, approving the payrun, and generating payslips.
Accessing Payruns
Navigate to Payroll > Payrun.
Payrun List
The payrun list displays all payruns for your company in a data table with the following columns:
| Column | Description |
|---|---|
| Payrun Reference | Unique payrun identifier |
| Pay Cycle Label | The pay period label (e.g., "Month 1", "Week 12") |
| Period | The pay period date range |
| Status | Current payrun status (Draft, Processing, Completed, etc.) |
| Employee Count | Number of employees included |
| Total Gross | Sum of gross pay across all employees |
| Total Net | Sum of net pay across all employees |
| Actions | View, Edit, or manage the payrun |
Available Actions
| Action | Description |
|---|---|
| Create Payrun | Start a new payroll cycle |
| View Payrun | View payrun details and calculations |
| Edit Payrun | Modify a draft payrun |
| View Payslips | Access individual or combined payslips |
| Pension Contributions | View pension contribution breakdown |
| Management Report | Download payrun management report |
Creating a New Payrun
How to Create a Payrun
- Navigate to Payroll > Payrun.
- Click the New Payrun button.
- You will be taken to the payrun creation page.
Step 1: Select Pay Period
| Field | Required | Description |
|---|---|---|
| Pay Cycle | Yes | Weekly, Bi-weekly, 4-weekly, or Monthly |
| Tax Year | Yes | The current tax year |
| Pay Period | Yes | The specific period within the tax year |
| Payment Date | Yes | The date employees will be paid |
Note: For UK companies, the tax year runs from 6 April to 5 April. For Nigeria, Ireland, and Canada, the tax year is 1 January to 31 December.
Step 2: Select Employees
Choose which employees to include in this payrun:
- All Active Employees - Include everyone with an active status
- Selected Employees - Choose specific employees from the list
- By Department - Include all employees in selected departments
Step 3: Enter Payroll Data
For each employee in the payrun, enter or verify:
| Field | Description |
|---|---|
| Basic Pay | Base salary for the period |
| Overtime | Overtime hours and rate |
| Bonus | Any bonus payments |
| Commission | Commission earnings |
| Allowances | Additional allowances (configured in Settings) |
| Deductions | Additional deductions (configured in Settings) |
| Absence | Days absent (affects SSP calculations for UK) |
Step 4: Calculate
Click Calculate to process the payrun. The system automatically computes:
| Calculation | Description |
|---|---|
| Gross Pay | Sum of all earnings |
| PAYE Tax | Income tax based on tax code/band (country-specific) |
| NI / PRSI / CPP | Social insurance contributions |
| Pension | Employee and employer pension contributions |
| Student Loan | Student loan deductions (UK only) |
| Statutory Payments | SMP, SSP, SPP, SAP, SHPP (UK only) |
| Custom Deductions | Any configured additional deductions |
| Net Pay | Final take-home pay |
Step 5: Review and Approve
After calculation, review the payrun summary before finalising:
| Summary Item | Description |
|---|---|
| Total Gross Pay | Sum of all employee gross pay |
| Total Tax (PAYE) | Sum of all income tax deductions |
| Total NI (Employee) | Sum of employee NI/social insurance |
| Total NI (Employer) | Sum of employer NI/social insurance |
| Total Pension (Employee) | Sum of employee pension contributions |
| Total Pension (Employer) | Sum of employer pension contributions |
| Total Deductions | Sum of all other deductions |
| Total Net Pay | Sum of all employee net pay |
| Total Employer Cost | Gross pay + employer NI + employer pension |
Viewing a Payrun
Click on a payrun in the list, or select View from the actions dropdown, to open the payrun detail page.
Navigate to Payroll > Payrun > [Payrun Reference].
Detail Page Sections
Summary Panel:
- Payrun reference and status badge
- Pay period dates and payment date
- Total gross, total deductions, total net pay
Employee Breakdown Table: Each employee row shows:
| Column | Description |
|---|---|
| Employee Name | Full name with link to profile |
| Gross Pay | Total earnings for the period |
| PAYE Tax | Income tax deducted |
| NI (Employee) | Employee NI/social insurance |
| NI (Employer) | Employer NI/social insurance |
| Pension (Employee) | Employee pension contribution |
| Pension (Employer) | Employer pension contribution |
| Student Loan | Student loan deduction (UK) |
| Other Deductions | Custom deductions |
| Net Pay | Take-home pay |
HMRC Submission Log (UK): For UK companies, the detail page includes an HMRC submission log showing FPS submission status and history.
Audit Trail: A complete audit trail of all actions taken on the payrun, including who made changes and when.
Editing a Payrun
Only payruns in Draft status can be edited.
- From the payrun list, click Edit in the actions dropdown.
- Modify employee pay data as needed.
- Click Recalculate to update all calculations.
- Review the updated figures.
Navigate to Payroll > Payrun > [Payrun Reference] > Edit.
Payrun Statuses
| Status | Colour | Description |
|---|---|---|
| Draft | Yellow | Payrun created but not finalised; can be edited |
| Processing | Blue | Payrun is being calculated |
| Awaiting Approval | Orange | Calculations complete; pending manager approval |
| Approved | Green | Payrun approved; ready for payment and submission |
| Submitted | Purple | FPS submitted to HMRC (UK) or equivalent authority |
| Completed | Green | Payrun fully processed and closed |
| Rejected | Red | Payrun rejected during review; requires correction |
Payslip Generation
After a payrun is completed, payslips are generated for each employee.
Viewing Payslips
| Action | Description |
|---|---|
| Single Payslip | View/download an individual employee's payslip |
| Combined Payslips | View/download all payslips for the payrun as a single PDF |
| Management Report | Download a management summary report for the payrun |
Navigate to Payroll > Payrun > [Payrun Reference] and use the payslip action buttons.
Payslip Contents
Each payslip includes:
| Section | Details |
|---|---|
| Company Information | Company name, address, PAYE reference |
| Employee Information | Name, employee reference, NI number, tax code |
| Pay Period | Period dates and payment date |
| Earnings | Basic pay, overtime, bonuses, allowances |
| Deductions | PAYE, NI, pension, student loan, custom deductions |
| Summary | Gross pay, total deductions, net pay |
| Year-to-Date | Cumulative figures for the tax year |
Sending Payslips
Payslips can be delivered to employees via:
| Method | Description |
|---|---|
| Send payslip as PDF attachment to employee email | |
| Send payslip link via WhatsApp (API or manual) | |
| Download | Employee can download from their staff portal |
Pension Contributions
View the pension contribution breakdown for a specific payrun.
Navigate to Payroll > Payrun > [Payrun Reference] > Pension Contributions.
| Column | Description |
|---|---|
| Employee Name | Pension scheme member |
| Scheme | Pension scheme name |
| Employee Contribution | Employee's pension deduction |
| Employer Contribution | Employer's pension contribution |
| Total Contribution | Combined contribution |
Management Report
Download a comprehensive management report for any completed payrun. The report includes:
- Payrun summary with totals
- Employee-by-employee breakdown
- Employer cost analysis
- Tax and NI summary
- Pension contribution summary
Navigate to Payroll > Payrun > [Payrun Reference] > Management Report to download the PDF.
Payrun Workflow Summary
Create New Payrun
|
Select Pay Period & Employees
|
Enter/Verify Payroll Data
|
Calculate Payrun
|
Review Results
|
Approve Payrun
|
Submit to Tax Authority (FPS for UK)
|
Generate Payslips
|
Send Payslips to Employees
|
Payrun Completed