Download the bank transfer file
The file has one row per person paid by bank transfer with net pay above zero: employee number, name, name on the account, bank code, branch code, account number, amount, currency and a reference. People paid in cash are left out.
The file carries whole account numbers, so keep it safe. Every download is recorded.
- Open the approved run under People → Payroll → Runs.
- Press Bank transfer file. A CSV file named after the run is downloaded.
- Use it to set up the transfers in your bank's system.
The file is a general CSV. It may not match your bank's own upload layout; check with your bank how they want it.
Mark the run paid
The run shows Paid with the date and reference. After this nothing about the run can change. Payslips stay available.
- When the bank transfers and cash payments are done, open the run and press Mark paid.
- Enter the Date the money went. It starts as today, and cannot be before the month paid or in the future.
- Enter the Bank reference if you have one.
- Press Mark paid.
What Finance records automatically
You do not need to post payroll by hand. Two journal entries are made for you, and you can see them under Finance → Journal.
When the run is approved, an entry is made in the month paid: dated the approval day, or the month’s last day if you approve after the month has ended. It records the salary cost (gross pay less no-pay) under Salaries and wages, and the employer's EPF and ETF as a cost. It records what you now owe: EPF (8 % + 12 %), ETF, APIT, other deductions and the net salaries still to pay. Salary advance and loan repayments reduce Staff loans and advances.
When the run is marked paid, an entry dated the day the money went clears the net salaries owed, taking the money from the bank for transfers and from cash on hand for people paid in cash.
The EPF, ETF and APIT amounts stay as owed until you pay them to the authorities.
The accounts these entries use are listed under Finance → Posting rules.