What this module does
The payroll module lets you prepare your employees' monthly payroll inside Teamso. Timesheet, leave, overtime, benefit, payment and deduction data are collected on the period screen; you fill in what is missing, check the result with Preview Payroll and finalize it with Calculate Payroll. Amounts are calculated by the payroll calculation service integrated with Teamso, using current statutory parameters. Calculated payslips are sent to employees with the E-Payroll module; the employee views the payslip, approves it with an SMS code or rejects it with a reason.
The module has two menus:
Payroll: the Employee Information, Payroll Calculation, Reports and Settings screens.
E-Payroll: the E-Payroll Management screen (payslip upload, sending, approval tracking and the employee's own payslips).
Roles and permissions
Permissions are assigned on the Manage Permissions screen of each module; see Responsibility management.
Role | Permission | What they can do |
Admin (payroll specialist) | Payroll Manager Permission | Uses every screen of the Payroll menu: settings, employee payroll information, opening periods, data entry, preview, calculation, reopening, reports and creating e-payslips from the period screen. |
Admin (e-payroll officer) | E-Payroll Admin Permission | Uploads payslips in E-Payroll Management, sends them to employees, re-sends rejected payslips, sets up approval follow-up notifications and downloads reports. Approves or rejects payslips awaiting manager approval. |
Manager | (the employee's direct manager) | Sees their team's payslips in Pending Manager Approval and approves or rejects them. |
Employee | E-Payroll Base Permission | Sees, downloads, approves or rejects their own payslips under E-Payroll Management > Payrolls. |
Permission manager | Payroll Module Permission Management / E-Payroll Module Permission Management | Opens the module's Manage Permissions screen. |
Branch restriction: If Payroll Manager Permission is given for some branches only, the user sees only those branches' employees. Period-wide actions such as calculating payroll, closing, reopening or opening a period, changing settings and reports require a payroll manager responsible for all branches.
Before you start
Your company must have the payroll package and enough Payroll Credits (see the remaining credits under Payroll > Settings > Payroll Credits).
Employees' salary (Personal Information > Wage) and legal details (Personal Information > Legal Information: document type, law no, occupation code) must be entered.
Give Payroll Manager Permission to the person running payroll, E-Payroll Admin Permission to the person sending e-payslips and E-Payroll Base Permission to employees who will see their payslips.
First setup
On Payroll > Settings > Company Information, enter the company details, add at least one workplace and assign every employee to a workplace. A period cannot be opened until these three steps are done.
If you will use the accounting report, define cost centers on the Cost Center tab and assign them to employees.
On Payroll Calculation Settings, choose where the timesheet comes from.
On Pay and expenses > Employee payroll data, check employees' SSI, tax and discount details.
On Pay and expenses > Payroll periods, open the first period with Open Period.
Daily workflows
The monthly payroll cycle:
Data entry: Check timesheet, overtime, benefits, payments and deductions on the period screen and fill in what is missing (Opening a period and entering data, Timesheet, missing days and meal/commuting allowances).
Preview: Calculate the payroll without closing the period with Preview Payroll, review, fix and preview again (Previewing payroll, Branch-based payroll).
Calculation and closing: Finalize the payroll with Calculate Payroll; the period closes and payslips are created (Calculating payroll and closing the period).
E-payslip: Send payslips to employees and track approvals (Sending and tracking e-payslips).
Reports: Get the MUHSGK declaration, summary, accounting, payroll sheet and bank reports (Payroll reports).
If a correction is needed: Reopen the last closed period (Reopening a period).
Special topics: Benefits, payments and deductions, Enforcement deduction, Incentives and interns, Personnel Transactions (SSI notifications), Severance pay, notice pay and unused leave pay. For terms, see the Payroll glossary.
For employees: Viewing and approving my e-payslip.
Statuses and what they mean
Period statuses (the period strip at the top of the Payroll Calculation screen):
Status | Meaning |
Active | The open period you are working on. Data is entered, previewed and calculated. There is only one active period at a time. |
Calculating | Payroll calculation is running; the screen is read-only. |
Closed | Payroll has been calculated and the data was saved as it was at that moment. Reports and e-payslips are produced from this period. |
Draft | A period put on hold because an earlier period was reopened. It cannot be edited; it becomes active automatically when the earlier period is closed. |
E-payroll statuses (E-Payroll Management):
Status | Meaning |
Matched / Partial Matched / Not Matched | Result of matching a page of an uploaded bulk payslip file to an employee. |
Sent To Employee | The payslip was delivered to the employee and awaits a response. |
Pending Manager Approval | The employee approved; manager approval is pending. |
Approved | The employee (and, if required, the manager) approved. |
Rejected | The employee or manager rejected; the e-payroll officer can re-send it with a note. |
Notifications
When | To whom | Channel |
A payslip is sent to the employee | Employee | E-mail; SMS if a phone number is on file and digital credits are available |
The employee approves (when manager approval is required) | E-payroll officers and the employee's direct manager | |
The employee rejects | E-payroll officers and the employee's direct manager | |
A manager rejects | E-payroll officers | |
Day 8, 15 and 30 after sending, at 09:30 (if enabled) | Recipients chosen in the setting | E-mail (list of those who have not approved) |
A former (passive) employee cannot sign in to Teamso, so their payslip is e-mailed as a PDF attachment.
Mobile differences
The payroll screens are designed for desktop. On narrow screens the category menu of Payroll Calculation appears as a horizontal list above the table. The link in the SMS sent to the employee opens E-Payroll Management; the employee can view and approve the payslip on their phone.
Common mistakes and FAQ
There is no Open Period button and "Payroll Setup Required" is shown. Company information is incomplete, there is no workplace or some employees are not assigned to a workplace. Complete them with Go to Settings.
Does preview use credits? No. Preview does not close the period, use credits, or create payslips or e-payslips.
I noticed a mistake after Calculate Payroll. Reopen the last closed period with Reopen Period, fix it and calculate again. Values you entered manually on the payroll screen are kept.
An employee cannot see their payslip. The employee needs E-Payroll Base Permission and the payslip must have been sent to them.