Four steps, deliberately separate
A run is drafted, approved, posted and paid, and each is a different act: whoever enters a payroll should not be the one who posts and pays it. So the buttons follow the run's status — a draft is offered approval and nothing else.
Create a run
- Open Payroll › Pay Runs and press New pay run.
- Choose the Frequency, the Period start and Period end, and the Payment date.
- Leave Reference (optional) blank to name it after the month.
- Choose Paid from: a bank account, or Salaries payable (clear it later) if you pay the salaries separately.
- Enter the Employer establishment number and Employer bank routing code for the WPS file.
- Choose who is paid, or press Include everyone.
- If anyone is on GPSSA, choose where Employee share posts to (a deduction component) and Employer share posts to (an employer-cost component). The run is refused until both are chosen.
- Press Preview. It shows what the run costs and writes nothing.
- If anyone owes the company money, their payslip shows Amounts owed: each one's This run and Left after, with a note when it is less than asked or Not taken. Untick Take in this run to leave one for another run; the preview runs again.
- Press Create run.
Amounts owed, and the deduction limit
Money an employee owes the company — a fine charged to a driver, a toll, damage — is taken by the pay runs, oldest first: its instalment each run, or all it can when it has none. What a run cannot take waits for the next one. Three rules decide how much, as the product applies Article 25 of the UAE Labour Law:
| What | The rule |
|---|---|
| Money owed (a fine, a toll, fuel) | Only with their written consent. Without it, the payslip shows it and takes nothing. |
| Damage or loss they caused | At most five days' wage a month, however many runs the month has. A day is a thirtieth of the month's earnings. |
| Everything together | Within the Deduction limit: a percentage of the wage the company chooses, counted with the payslip's other deductions and the pension share. The law allows at most 50%. |
The note under an amount says which rule held it: Held to the limit it reached, Nothing this run when a limit was already used up, or why it was Not taken.
- Below the list of runs, the Amounts owed panel lists everything employees owe, under the company's Deduction limit.
- To change the limit, press Change, enter Limit, % of the wage and press Save. Anything above 50 is refused. A lower limit pays more of the wage and takes amounts owed more slowly.
- To leave one amount alone until further notice — they dispute it, or it is being settled another way — press Hold beside it, say why it is held, and press Hold it. Every run leaves it, and shows the reason, until somebody presses Release. An amount stopped where it was recorded — paid another way, written off, cancelled — is not taken again, and cannot be held or released.
On a payslip, each amount taken is its own deduction line under Amounts owed, named by its reference. When the run posts, that line credits the account the amount was owed on — for a driver's charge, Recoverable from drivers — so the employee is paid that much less and what they owe comes down.
Approve and post
- Open the run and check it. Press Approve.
- Press Post to the ledger. Check Where the net pay lands — the run's bank account, Salaries payable, or another account — and confirm.
- One journal posts for the whole run: the wages cost, the deductions, the employer costs, and the net pay to the bank or Net Pay Payable. It is permanent; a correction reverses it.
The WPS salary file
- On an approved run, press Generate file.
- Download the file and give it to your bank or exchange house.
If the bank rejects it, check each employee's Labour card number, IBAN and Bank routing code, and the run's establishment number and routing code.
Record the salary payment
Posting a run books what the wages cost and what is owed. Paying it is the money actually leaving the bank, usually a few days later — so it is recorded separately, on the day it happened.
- When the bank has paid the salaries, open the run. It shows Posted.
- Press Record salary payment.
- Check Paid from — the bank account the transfer left — and Date the money left. Both start from what the run was created with.
- Press Record payment. The run shows Paid, with the date and the payment's entry number.
| Account | Debit | Credit |
|---|---|---|
| 2300 Net Pay Payable (or the account the net pay was posted to) | Net pay | |
| The bank account's ledger account | Net pay |
This clears what the run left owing, and it is the entry Reconciliation will match the bank's salary line to.
Statuses
| Status | Meaning |
|---|---|
| Draft | Created, not approved |
| Approved | Checked; can be posted and its file generated |
| Posted | In the ledger; the salaries are owed |
| Paid | The salary payment was recorded — or the run's own journal paid from the bank |
| Cancelled | Abandoned before posting |
- Filter the list with Every status.