Jhapu Documentation

Before Generate Payroll

Employees must be Active and have Employment Status ACTIVE or ON_LEAVE.
Joining/exit dates must overlap the payroll period.
Each employee needs an ACTIVE salary structure effective for the period.
The structure’s Payroll Scheme and required Salary Components must be Active.
Monthly Attendance for the same year/month must exist with Working Days and Final Payable Days.
Every posting ledger and debit/credit side must produce a balanced journal.

Payroll Run header

Field	What it controls	Example
Year / Month	Identifies the payroll month. One run of the same Run Type is allowed for a year/month.	2026 / 8
Period From / To	Eligibility/effective-date boundaries and attendance period.	01-08-2026 to 31-08-2026
Payroll Date	Accounting voucher date when status becomes POSTED.	31-08-2026
Run Type	Separates regular, supplementary, arrear and final-settlement runs.	REGULAR
Status	Controls review lifecycle and payroll accrual posting.	CALCULATED
Narration	Explanation carried into payroll posting narration.	Payroll August 2026

Run Type

Value	Behaviour	Choose it when
`REGULAR`	Normal payroll for the month.	—
`SUPPLEMENTARY`	Additional payroll run for selected corrections/late items under company process.	—
`ARREAR`	Back-period difference/arrear run.	—
`FINAL_SETTLEMENT`	Payroll-oriented run classification for separation amounts; the dedicated Final Settlement module stores the detailed settlement.	—

What Generate Payroll does

01
Validates the period
Rejects an invalid/duplicate year-month/run-type and refuses to recalculate Approved, Finalised, Posted or Reversed runs.
02
Selects eligible employees
Loads active/on-leave employees and the latest active salary structure overlapping the period.
03
Applies attendance
Uses Final Payable Days ÷ Working Days, capped between zero and one. NO_ATTENDANCE schemes use a ratio of one.
04
Calculates ordered components
Merges scheme and employee lines, applies amount/percentage/formula, attendance, advance recovery, min/max and rounding.
05
Builds employee totals
Gross, attendance adjustment, additions, deductions, contributions, reimbursements and Net Pay are saved as snapshots.
06
Builds accounting
Aggregates component postings and Salary Payable. The run fails when debits and credits differ by more than ₹0.01.

Generated child sections

Payroll Employee Lines

One row per calculated employee with salary structure, attendance, bank snapshot, days and stage totals. Employee Count and parent totals are derived by summing these rows.

Payroll Component Lines

One row per employee/component with method snapshot, calculated/final amount and posting ledger/side. Use this for the most detailed verification.

Payroll Posting Lines

Aggregated debit/credit totals by posting ledger. These lines become the Journal Voucher when Payroll Status is POSTED.

Payroll Status

Value	Behaviour	Choose it when
`DRAFT`	Header preparation before calculation.	—
`CALCULATED`	Generated details exist and may be checked/recalculated.	—
`REVIEWED`	Payroll has undergone operational review.	—
`APPROVED`	Authorised; the generator will no longer recalculate it.	—
`FINALISED`	Amounts are locked for final processing; recalculation is blocked.	—
`POSTED`	Creates the Payroll Accrual Journal from posting lines.	—
`REVERSED`	Marks a reversed payroll under controlled process; recalculation is blocked.	—

Post only after approval

The voucher condition is Payroll Status = POSTED. Inspect employee, component and posting lines before changing to POSTED.

How totals are interpreted

Field	What it controls	Example
Configured Gross	Unadjusted gross salary before attendance reduction.	₹50,000
Attendance Adjustment	Adjusted Gross minus Configured Gross; normally negative for unpaid absence.	−₹5,000
Adjusted Gross	Total GROSS_EARNING after attendance.	₹45,000
Total Additions	Separate ADDITION stage amounts added to net.	₹1,000
Employee Deductions	EMPLOYEE_DEDUCTION amounts subtracted from net.	₹4,500
Employer Contributions	Employer cost retained separately; not added to Net Pay.	₹3,000
Reimbursements	Approved REIMBURSEMENT amounts added to net.	₹2,000
Net Pay	Adjusted Gross + Additions + Reimbursements − Employee Deductions.	₹43,500

Salary Payment

Create a Salary Payment after payroll is ready. Select the Payroll Run, Payment Mode, actual Bank/Cash Account, Salary Payable Account and Amount Paid. Financial Year and Booking No provide document identity.

Value	Behaviour	Choose it when
`BANK`	Debits Salary Payable and credits the selected bank account using the Bank Payment voucher configuration.	—
`CASH`	Debits Salary Payable and credits the selected cash account using the Cash Payment voucher configuration.	—

Field	What it controls	Example
Total Payroll Net	Control total from the selected payroll.	₹4,35,000
Amount Paid	Actual amount posted between Salary Payable and payment account.	₹4,30,000
Unpaid Amount	Difference retained for follow-up/partial payment.	₹5,000
Bank Reference / Date	Bank transaction/batch reference and its date.	NEFT-0826-04
Salary Payment Lines	Employee bank snapshot, net/paid amount, status and reference for payment file/print/reconciliation.	One row per employee

Current posting trigger

The current Salary Payment voucher selection is driven by Payment Mode. Save the record only with verified ledgers and Amount Paid; do not rely on a DRAFT status alone to suppress accounting.