How To Process Regular Payroll

This guide offers a comprehensive, step-by-step process for efficiently managing regular payroll through the Magnar HCM system. It covers essential tasks such as adding employee transactions, modifying salaries, and ensuring all financial elements are accurately accounted for. By following these instructions, users can streamline payroll operations, mitigate errors, and ensure timely payments, making it a valuable resource for HR professionals and payroll administrators.

Raphael Elias
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57 steps
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7 minutes

Magnarsystems

Open Magnar HCM link and login to your ESS page.

To access the Backoffice, click the settings icon in the top right corner of your screen and select "Go to Payroll".

**Follow the steps below to Generate and Post the Normal Payroll!!**

1. Adding Employee Transactions

1.1. Loan Transactions

Go to "Employee Transactions" and select "Employee Loan".

Make sure that all the loan transactions were added.

1.2. Leave Transactions

Go to "Leave Transactions"

Select the payroll 'Year' you are currently in.

Select the payroll 'Month' you are currently in.

Click on "Filter"

Make sure that all the leave transactions for this month were added.

1.3. Travel Transactions

Go to "Travel Transactions"

Make sure that all the travel transactions for this month were added.

1.4. Overtime Transactions

Go to "Overtime Transaction"

Make sure that all the overtime transactions for this month were added.

1.5. Expense Transactions

Go to "Expenses"

Click on "Expense Transactions"

Select the "From Date" and "To Date" of your current payroll 'Month'.

Click "Filter" and make sure that all expense transactions were added.

2. Modifying Salaries & Allowances

Navigate to "Salaries And Allowance"

Select the employee.

Modify the Basic Salary by changing the fixed 'Amount' or by adding an increment in your payroll 'Month'.

Add or modify the fixed allowances.

Click "Save"

3. Employee Termination

Navigate to "End Of Service" and select "Exit Process".

Make sure that all terminated employees were added.

4. Exchange Rate

Navigate to the organization level.

Go to "Exchange Rates".

Select your current payroll "Month" and "Year".

Enter '1' under your local currency and click 'Apply to All' to set the exchange rate for all days of the month.

Click "Yes"

5. Process Leave Balance

**This step is required only when new employees join the company during the current payroll month.**

Go to the 'Company'.

Navigate to "Leaves" and select "Leave Balance".

Select your current 'Year'.

The employees whose leave balance needs to be processed will be displayed below.

Click on "Process"

The leave balance will be calculated based on the employee's start date.

6. Manual Elements

Go to "Payroll Process Tool" and select "Periodic Movement".

Select the "Employee Type" and the payroll "Template".

Click on "Get Data"

6.1. Manual Addition

Click on the box under the element and enter the amount.

Repeat the same procedure for all the employees.

6.2. Excel Upload

Click "Export To Excel"

Open the excel document.

Add the amounts under the manual elements.

**Save** your document.

Choose and upload the saved excel file.

A pop-up message will appear to confirm that the Excel file has been successfully uploaded.

7. Payroll Generation

Go to "Payroll Generation"

Select the "Employee Type".

Click on "Execute"

Go to "Periodic Movement"

Select the "Employee Type" and the payroll "Template".

Click on "Get Data" to display the results.

8. Payroll Review

Click "Review Payroll"

In this document, you can review the employee's 'Branch', 'Employee Type', 'Cost Centers'.

You can also review the payroll elements, including their currency, amounts, and the associated debit and credit accounts for each element.

9. Payroll Posting

Select all the employees.

Click "Post"

The payroll 'Period' will automatically move onto the next month.

**Once the payroll is "Posted", it cannot be reverted!!!!**