What is the Payroll Module?
The Payroll Module in Qoyod is the integrated tool you use to calculate your employees’ salaries and disburse them in an organized manner, track accruals and deductions, extract salary receipts, and record accounting entries automatically without any manual intervention.
Is the Payroll Module available in your plan?
The Payroll Module is not included in the plans; instead, it is a separate add-on that you can activate through Qoyod Add-ons. Make sure to activate it before taking any steps.
First: Prerequisites before creating your first payroll run
Before creating your first payroll run, make sure you complete the following configurations in order:
- Activate the Payroll Module by going to the dropdown menu and clicking on the Payroll option. If the feature is not already enabled, you will see an option called “Enable Payroll Feature” — click it to activate the feature.
- Designate the accounting accounts: When enabling the Payroll feature, the accounts linked to payroll components are configured from the Payroll settings (employee accruals, general salaries, bonuses, deductions, etc.)
- Set up work schedules: When enabling the Payroll feature, work schedules are configured for your employees and weekly working hours are specified.
- Configure social insurance if it applies to your company.
- Add complete employee data including the date of the first salary, the linked work schedule, and allowances if applicable.
⚠️ Alert: Any error in these settings will directly affect the accuracy of payroll runs later on.
Second: Creating a new payroll run
Step One: Access the payroll run From the sidebar menu, click on Payroll then select Payroll Run and then at the top of the page you will find a New Payroll Run button — click it.
Step Two: Fill in the initial details A screen will appear asking you to enter the following information:
- Reference Number: Enter the reference number for this run
- Location: The branch or location linked to employees; you can select one location or all locations.
- Period Type: Specify whether it is monthly or otherwise
- Year and Month: Set the time period for this run
- Filter by Department: If you want to filter employees by a specific department
- Search by Name or Employee Number: You can type the employee’s name or number and the result will appear instantly as you type
- Additional Notes: An optional field for any notes
After filling in this data, the names of employees who are entitled to salaries during the period based on the information you entered will appear, and you can delete any employee by clicking the delete icon next to the employee’s name. The run will continue without the deleted employee. To proceed, click Next.
Step Three: Review and fill in work hours:
A page titled “Review Work Hours” will appear and you will see the work hours calculated for each employee based on their linked work schedule and first salary date. You can edit them in two ways:
- Method One — Manual Entry: You can manually edit the work hours performed and add additional hours if any. They will be calculated according to the Payroll settings for additional hours, and you can control the calculation method from the settings, then Payroll settings, then Time Calculation and specify what the additional hours, missing hours, and affected hours represent from the work hours.
You can also enter absence hours if applicable, keeping in mind that you must reduce the work hours performed by the same number of absence hours, or an error message will appear: “The remaining hours must be zero” - Method Two — Import Excel File: Click Upload — Upload New File to download a ready Excel template, fill it with hour data, then upload it back to the system.
Step Four: Determine disbursement amounts The salary value for each employee will appear, distributed between accruals and deductions. You can review these figures and edit them or delete some items, noting that the amount due cannot be less than zero. After review, click OK.
Step Five: Disburse salaries
- Choose either to disburse all salaries at once or disburse them individually for each employee
- Specify the bank account or payment method used
Step Six: Complete the process After disbursement, the disbursement entry will be automatically saved to the archive.
Third: Automatic accounting entries
Once you save the payroll run, the system automatically creates the following accounting entries without any intervention from you:
- Accrual Entry: Recorded immediately upon saving the run
- Disbursement Entry: Created automatically if you disburse salaries through the system
- Deduction and bonus entries if applicable
- Social insurance entries based on previously added configurations
You can view these entries through Reports ← Journal. To view social insurance accounts and their ratios, go to Payroll ← Employees ← Social Insurance from the top options.
Fourth: Can you add extra amounts to the same employee in the same month?
The system does not allow creating two payroll runs for the same employee in the same month. However, you can add extra amounts within the same run in two ways:
Method One: Overtime hours During payroll run setup in the work hours review screen, enter the number of overtime hours in the Additional Hours field. The system will calculate its value automatically according to the overtime wage ratio specified in the settings. You can modify this ratio through Settings ← Payroll ← Edit next to Time Calculation.
Method Two: Allowances If you want to disburse an additional amount unrelated to work hours such as a transportation allowance or bonus, add it through Allowances in the employee data and it will automatically appear in their accruals in the run.
Fifth: Export payroll run to Excel
The system allows you to download the payroll run in Excel format in two ways:
If you just created the run: After finishing the payroll run setup and on the salary disbursement review page, click Save, then select Export to Excel from the export options that appear.
If the run was saved previously: Go to Payroll ← Payroll Runs, find the desired run and click View next to it, then from the bottom of the page click Export and select Export to Excel.
Sixth: Extract salary receipts for employees
A salary receipt is a document that shows the complete financial details of an employee’s salary for a specific period and includes employee data, accruals, deductions, and the total after deduction, with a space for the employee’s and employer’s signature.
⚠️ Salary receipts are available only for those using the Payroll Module. If you record salaries through manual entries, you will not be able to extract a salary receipt but only the accounting entry.
You can access the receipts in more than one way:
From the payroll runs menu: Go to Payroll ← Payroll Runs, then click on Salary Receipts from the top options, and click View next to the desired receipt. To download it, click Download PDF.
From the Employees page: Go to Payroll ← Employees, search for the employee and click View next to the employee’s name. You will find the salary receipt within their details in the salary receipts field showing the period, total income, total deductions, and net pay. Click on the receipt’s reference number to open it. Scroll to the bottom of the page to find the “Download PDF” option.
From Employee Vouchers: By going to Payroll from the dropdown menu, then Employees, then the “Employee Vouchers” option from the top options, and search for the desired receipt by reference number, then click the Download PDF option next to the desired receipt.
From Reports: To review all financial transactions for a specific employee, go to Reports ← Employee Account Statement.
Seventh: Editing a payroll run
Direct editing is not possible on a payroll run after it is saved. If you need to correct any data, you must delete the current run and recreate it with the correct data. The same applies to salary disbursement vouchers which cannot be edited independently.
When you delete a payroll run, all associated items are automatically deleted: salary receipts, salary disbursement vouchers, and automatic accounting entries. Deletion is possible in all cases even if salaries have already been disbursed, so make sure before deleting.
Eighth: Troubleshooting common payroll run issues
An employee does not appear in the run The most common cause is salary definition settings. To verify, go to Payroll ← Employees, click Edit next to the employee, then navigate to the Employment Information tab and check the first salary date and last salary date. Make sure the date of the run you are creating falls between these two dates. Example: If an employee’s first salary date is 01/03/2025 but you create a payroll run for 02/2025, the employee will not appear because the run precedes their salary start date.
Work hours display incorrectly Work hours are calculated based on the employee’s linked work schedule and first salary date. To verify, review the first salary date from Employment Information in the employee data, then go to Payroll ← Employees ← Work Schedules and click View next to the employee’s work schedule to verify the weekly working hours are correct. If you find an error, click Edit and correct it. If the issue persists after checking all of this, contact the Qoyod support team.
An advance does not appear in the run If you created an advance with a future date, it will not appear in the previous period’s run. Example: An advance dated 02/02/2025 will not appear in a January 2025 run. Solution: Always make sure the advance date falls within the same period of the run in which you want to deduct it.
Salaries are reflected on incorrect accounting accounts Go to Settings ← Payroll Settings, then click Edit next to Payroll Components. Review the accounting account linked to each component and verify its accuracy. Example: If salary is recorded on a “Cost of Goods Sold” account instead of a “Salary Expense” account, change it to the correct account and click Save. Note that this correction will affect future runs only; previous runs must be deleted and recreated.
Ninth: What if you don’t use the Payroll Module?
If you don’t use the Payroll Module, you can record salaries manually through Accounting ← Quick Entries ← Create Quick Entry and select Payroll Accounting and proceed. However, in this case you will not be able to extract salary receipts for employees or track accruals and deductions in detail.
Useful links
- Recorded training course explaining the Payroll feature: Watch on YouTube
- Interactive practical video: Watch here
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