Run monthly payroll
A month of salary, BPJS and PPh 21 is calculated, approved and its expense recorded in the general ledger.
Before you start
- Employees set up, see the tutorial Set up employee payroll.
- Approved overtime and unpaid leave for the month already recorded.
- Payroll account mapping complete.
Steps
Step 1: Start a payroll run
In HR › Payroll, click Create payroll for the current month, or New payroll run. Choose Regular payroll, then check the Run month, Pay period start, Pay period end and Payment date.
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The Create payroll run page with run month, pay period and payment date.
Step 2: Review the employee preview
Ready employees are listed automatically, with approved overtime and unpaid leave deductions. For bonuses or other deductions, click Open detailed worksheet. After changing figures, click Refresh preview.
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The employee payroll preview with take-home pay and withholding tax.
Step 3: Create the payroll draft
Check the Selected take-home pay and Selected withholding tax, then click Create payroll draft. The run is saved with the status Draft.
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The selected take-home pay and tax totals with the Create payroll draft button.
Step 4: Submit for review
In Payroll actions, click Submit for review. This locks the calculation rows, so check the employee totals, BPJS, PPh 21, deductions and take-home pay first.
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The Submit for review confirmation on the payroll run detail page.
Step 5: Approve the payroll
The approver opens the Reviewed run and clicks Approve payroll. Approval does not post journals or send money yet.
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The Approve payroll confirmation for a Reviewed run.
Step 6: Post to the general ledger
Click Post payroll to GL and confirm. The run status becomes Posted.
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The Post payroll to GL confirmation with the Posted status.
When you are done
- PPh 21 is calculated with the average effective rate (TER) each month. The December run recalculates the full year's tax.
- Once posted, Finday records the payroll expense, the net pay payable and the tax and BPJS payables.
- Posted means recorded in the general ledger, not paid. Paying employees is a separate step, see the tutorial Publish payslips and pay salaries.
Common problems
An employee cannot be included because they are blocked
Their payroll setup is incomplete, for example basic salary is empty or PTKP is not set. Complete it in Employee settings, then refresh the preview.
A second run is needed for the same period
Usually opening the existing run is enough. If you really need a second run, tick Allow duplicate run for this period when creating it.
The Post payroll to GL button is missing
Posting is only for an Approved run and needs the permission to post payroll. The company owner always has it; other users need an access role that includes it. Also make sure the account mapping is complete.
Something still unclear?
Ask us on WhatsApp. The Finday team replies during office hours and can walk you through it in your own account.