Documentation/ Document types/ Payslips
Payslips
Payslips are uploaded and read by AI like any other document, and they have a screen of their own: the employee, the period paid, the earnings, the deductions, the contribution bases and the employer cost.
Side menu › Documents › Expenses › Payroll
On this page
The list
Payslips have a list of their own, under Documents → Expenses → Payroll, switched on for every account. These are its columns:
| Column | What it holds |
|---|---|
| Reference | The payslip's reference. |
| Period end | The date that closes the period paid. It is the date the payslip counts under in the reports. |
| Company | The company paying. |
| Employee | Who is paid. |
| Gross | Total earnings. |
| Net pay | What actually goes out: earnings less deductions. |
The search box at the top searches by company or employee.
Switching them off
Payslips are switched on and off with the Manage payslips switch, in My profile: the screen that opens from the Account block of the menu or from the user icon in the top right corner.
The switch is for administrators. An ordinary user does not see it. And what it decides applies to the whole company, not to the person who flicks it.
Switching them off removes the list and the labour cost summary from the dashboard. The payslips already loaded are kept, and show again once they are switched back on.
A numbering of its own
Payslips run on their own series within each company: the first is 1, the next 2, regardless of the other documents. On screen they show with four digits — 0001, 0002 — so they are told apart at a glance.
When quoting a bare number, say that it is a payslip's: the series is its own and does not line up with the numbering of the company's other documents.
The payslip screen
Opening a payslip opens a screen built for a payslip, with these blocks:
| Block | What it holds |
|---|---|
| Company and employee | Tax number, social security employer code, and for the employee: ID number, social security number, contribution group, type of contract, job title, collective agreement, occupational code and start date. |
| Period and payment | From, period end, days and IBAN. The IBAN is masked and has to be revealed. |
| Earnings | What is earned. Non-salary lines and benefits in kind carry their own small label. |
| Deductions | What is taken off: the employee's social security, income tax and the rest. |
| Contribution bases | Common and occupational contingencies, overtime and the income-tax base. They are reference figures: they neither add nor subtract. |
| Totals | Total earnings, total deductions, income tax as a rate and as an amount, and net pay. |
Every line can be corrected: its type, its concept, the text as printed on the payslip, the quantity, the rate or percentage and the amount. Lines the reading missed can be added by hand.
The screen flags anything that does not add up on its own:
- When earnings less deductions do not give the net pay.
- When the earnings or deduction lines do not add up to their total.
- When there are lines with no concept: the reading could not classify them and one has to be chosen. They are highlighted.
- When the occupational base is lower than the common contingencies base.
Employer cost
Many payslips carry the employer's own contribution at the foot. Where it arrives with amounts, those lines are held in a table of their own for employer cost.
That cost does not add to the gross and does not come off the net: it is what the company pays on top of what the employee receives. The full labour cost is the two together: total earnings plus total employer cost.
Where the payslip prints only the rates, with no amounts, no lines arrive and the table does not appear.
When it counts as correct
A payslip is marked correct once it has three things: a date, a reference and the tax number of the company paying. Missing any of them, it stays incomplete.
Payslips are never flagged as duplicates. Upload the same one twice and both will be there, with one to be removed by hand.
Downloading the file
Downloading a payslip gives a file named for what it is:
NOMINA › company › employee › reference › date
Where the employee or the reference is missing, the name says so in its place rather than leaving a blank. Every other document type keeps the name it always had.
Things that come up
| What happens | Why | What to do |
|---|---|---|
| There is no Payroll entry in the menu | Payslips are switched off in My profile. | Switch them back on there: Switching payslips on and off. |
| The same payslip shows twice | It was uploaded twice, and payslips are never flagged as duplicates. | Delete one of the two from the list. |
| Some lines are highlighted with no concept | The reading could not classify them. | Choose the concept from the dropdown on each highlighted line. |
| The net pay does not match earnings less deductions | A line is missing or an amount was misread. | Compare the lines against the payslip and correct the one that is out. |
| A January payslip does not show on this month's dashboard | The date that counts is the period end, not the day it was uploaded. | Look for it in the month it pays. |