Payrolls
A Payroll is the periodic run that calculates and groups, for every employee with an active Labor Contract of a given Payroll Type, their income and deductions for the period: salary, worked hours, benefits, discounts, one-off concepts and loans. When you generate it, AdmCloud calculates each concept per employee, creates the matching accounting entry, and leaves the payroll ready to print or email payment slips, generate checks or bank transfers, and — if your company bills payroll costs to customers — create the quotes or invoices for those services.
What is it and what is it for?
Generating a payroll means asking AdmCloud to review every active Labor Contract that matches the Payroll Type, Subsidiary, currency and period you choose, and to automatically calculate the amount of each concept configured on those contracts (salary, benefits, discounts, loan installments, etc.), also adding — if you ask it to — the recorded hours, active loans and one-off concepts (Concept Registration) captured for that period. The result is one document line per employee and concept that you can review and adjust while it's open, and once you're satisfied with it, use as the basis to pay each employee and post the accounting entry.
Before generating your first payroll you need to have created at least one Payroll Type and your employees' Labor Contracts with their Benefit and Discount concepts. Setting up Payroll Periods is optional but strongly recommended: if none exist, the generation screen warns you.
How a payroll is generated
- From the Payrolls list, click New.
- If your company has subsidiaries enabled, choose the Subsidiary; then pick the Payroll Type (required). Only active contracts matching that type are included.
- If you already have Payroll Periods defined, pick the matching one; AdmCloud uses its dates and validates it matches the chosen Payroll Type.
- Set the Contracts Currency and, if your company works with more than one currency, the Exchange Rate. Only the Enterprise plan with Multi-Currency Payrolls lets you use a currency other than your company's.
- Pick a Generation Option (Normal, No Amount, Christmas, Salary 14 or Bonuses; see the table below). Depending on the option, AdmCloud automatically checks or disables the import checkboxes below.
- Optionally filter by Location, Department or a specific Employee (useful to regenerate a single person's payroll).
- Review the Payroll Accounting Date (today by default) and type a Reference if you need one.
- Check whether to Import Concept Registrations, Import Extra Hours and Import Loans (the last two require the Enterprise plan with Payroll).
- Save. Generation runs in the background (it can take a while depending on how many employees are involved); the payroll shows up right away in the list with status In Progress and switches on its own to Open once it finishes, or to Generation Error if something failed.
Generation options
| Option | What it does |
|---|---|
| Normal | Calculates every concept of the active contracts with its real amount, importing hours, one-off concepts and loans if you checked those boxes. |
| No Amount | Generates the same employee-and-concept structure but leaves quantities and amounts at zero so you can fill them in by hand (useful, for example, for commission-based payrolls or figures you don't have yet). |
| Christmas | Calculates the Christmas bonus of every active contract. Doesn't allow importing one-off concepts, hours or loans. |
| Salary 14 | Calculates the 14th-month salary of every active contract. Also doesn't allow importing one-off concepts, hours or loans. |
| Bonuses (previous year / current year) | Calculates the legal profit-sharing bonus based on the previous or current fiscal year. Only shows up for Dominican Republic companies with this beta feature enabled, and also doesn't allow importing one-off concepts. |
What a generated payroll contains
An already-generated payroll's detail organizes its information into tabs:
- Employees (or Summary + Detail): one line per employee and concept, with department, location, division, customer (if you bill the payroll) and the amount. While the payroll is Open, you can edit quantities and amounts and add new concept lines per employee.
- Hours: a summary of the imported hours by employee and hour type, with quantity, unit amount and total.
- Linked concept registrations: lists the one-off concept registrations included in this run. Only shows up with the Enterprise plan and Payroll with Concept Registration active.
- Other linked transactions: other documents related to the payroll (for example, payments or checks already generated from it).
Every time you edit a line, or click Recalculate Automatic Concepts, AdmCloud recalculates the concepts driven by a formula or a percentage and regenerates the accounting entry, so the payroll always reflects the latest changes to contracts, hours or one-off concepts.
Payroll statuses
- Open: can be freely edited (lines, amounts, recalculate, open/close, delete or void).
- In Progress: being generated or recalculated in the background; can't be edited or deleted until it finishes. The list has a dedicated tab to see these.
- Closed: locked for editing, as a record of what's already been paid or posted; click Open to edit it again.
- Generation Error / Concept Recalculation Error: something failed during the background process (for example, a concept without a ledger account). The list shows these in their own tab with the error detail.
Additional actions on an already-generated payroll
- View the journal entry and the payroll's printed report.
- Payment slips: email them to each employee (using the configured email template) or, if your company has batch printing enabled, print them in bulk filtering by employee, department, location or division. If the SMS feature is enabled, you can also send a payment summary by text message to employees with a registered mobile phone.
- Generate Checks: creates in bulk the checks for employees whose payment method is Check. Requires the Enterprise plan with Payroll.
- Generate Bank Transfer: opens an Account Payment pre-filled with the employees who have that bank account on record, ready to authorize and send to the bank.
- Generate Quotes/Invoices: if your company bills the cost of payroll to its customers (outsourcing/staffing), create in bulk the matching sales quotes or invoices for a date range, by customer, department and location. Requires the Enterprise plan with the Payroll Billing sub-module active.
- Open / Close and Recalculate Automatic Concepts (see statuses above).
Key fields
| Field | What it's for |
|---|---|
| Subsidiary | Subsidiary the payroll belongs to. Only required if your plan has subsidiaries enabled. |
| Payroll Type | Determines which labor contracts are included and the run's periodicity. Required. |
| Period | Date range of a previously configured Payroll Period. If periods exist, it must match the chosen Payroll Type. |
| Contracts Currency | Currency the payroll amounts are calculated in. Required; without Multi-Currency Payrolls it must match your company's currency. |
| Exchange Rate | Rate used to convert amounts if the payroll's currency differs from your company's. Must be greater than zero. |
| Generation Option | Defines what the run calculates: regular salary, empty structure, Christmas bonus, Salary 14 or bonuses. Required. |
| Work Contracts Location / Department | Filter which labor contracts are included in the run, by their location or department. |
| Employee | Generates or regenerates the payroll for a single employee instead of everyone who matches. |
| Payroll Accounting Date | Date of the accounting entry the payroll generates. |
| Reference | Free text to identify the run (optional). |
| Import Concept Registrations | Includes the period's pending one-off concepts (Concept Registration) in the run. Only available with Enterprise and Payroll. |
| Import Extra Hours | Includes the hours captured (Batch Hour Entry or another hour record) for the period. |
| Import Loans | Includes each employee's corresponding installment of their active loans. Only available with Enterprise and Payroll. |
Validations when generating
- Payroll Type, Currency and an Exchange Rate greater than zero are required.
- Without Multi-Currency Payrolls (Enterprise plan), the payroll's Currency must match your company's.
- Every Benefit and Discount concept used by the active contracts of that Payroll Type, Subsidiary and Currency must have both a debit and a credit account configured; if any is missing, AdmCloud lists up to 10 pending concepts and blocks generation.
- The Christmas, Salary 14 and Bonuses options can't be combined with importing one-off concepts, hours or loans; Christmas and Salary 14 also don't allow importing extra hours.
- The Bonuses option is only available for Dominican Republic companies with the beta feature enabled.
- At least one active labor contract matching the chosen filters must exist, otherwise generation fails.
- A run can't have more than 2,000 employee lines.
- Outside the Enterprise plan, only one payroll can be generating or recalculating at a time; if one is already in progress, you must wait for it to finish before starting another.
- When recalculating or editing a line, every extra-hours concept used must also have a debit and a credit account configured, or AdmCloud rejects the change.
Deleting, voiding, opening and closing
- A payroll can only be deleted or voided while it's Open; you can't while it's Closed, In Progress or in an error state.
- Open and Close are also unavailable while the payroll is In Progress or in a Generation Error state; you must resolve the error first (usually by deleting the payroll and generating it again).
- Closing a payroll doesn't post it differently or prevent viewing it: it only locks editing until someone with permission opens it again.
Availability
- Generating and managing payrolls requires the Premium Plus Payroll plan, or the Enterprise plan with the Payroll module enabled for your company.
- Importing one-off concepts and loans, the Linked Concept Registrations tab, batch check generation, batch payment slip printing and Multi-Currency Payrolls specifically require the Enterprise plan with Payroll active (they're not included in Premium Plus Payroll).
- Generating the bank transfer file or Account Payment is already included from the Premium Plus Payroll plan.
- Generating quotes or invoices from the payroll additionally requires the Payroll Billing sub-module, only active on the Enterprise plan.
- The Bonuses generation option requires your company to be set up as Dominican Republic and your administrator to enable that beta feature.
- Sending payment slips by SMS requires your administrator to have the SMS feature enabled and the messaging service configured.
- Requires the "Payroll" Payroll permission in your user group (with add, edit, delete or void level depending on the action); reopening a closed payroll additionally uses the specific reopen permission.
Tips and common errors
Need amounts you don't have yet? Use the No Amount generation option to first create the employee-and-concept structure, then fill in the quantities and amounts by hand on the Employees tab before closing the payroll.
"These concepts don't have a ledger account". This message appears when a Benefit and Discount concept used by the active contracts doesn't have its debit or credit account configured. Fill it in on the concept's detail and generate the payroll again.
Can't start another payroll? Outside the Enterprise plan only one run can be generating or recalculating at a time. Check the In Progress tab of the list and wait for it to finish.
Payroll won't let you edit it? If it's Closed, click Open first. If it's In Progress or in a Generation Error state, wait for it to finish or delete it and generate it again.