This article explains how to finalize the open period's payroll with Calculate Payroll. When the calculation finishes, the period closes, payslips (PDF) are created, one payroll credit is used per employee and the next month becomes active. It is done by a user with Payroll Manager Permission who is responsible for all branches.
Before you start
Period data must be entered and preferably previewed (Previewing payroll).
You need as many Payroll Credits as there are employees in the period (Payroll > Settings > Payroll Credits). The Payroll Credits indicator in the toolbar shows the remaining credits.
Every employee must be assigned to a workplace.
Step by step
On Pay and expenses > Payroll periods, select the open period and click Calculate Payroll.
If some employees are not assigned to a workplace, the Unassigned Employees window opens. Assign them with Go to Settings or remove them from the period with Exclude and Continue.
In the Payroll Calculation confirmation, read the warning "This operation cannot be undone and payroll information will be finalized". If a filter is on or some employees have not been previewed, the window reminds you; if an enforcement deduction will be postponed for some employees, it shows how many. Click Calculate (or Edit to go back).
Validation runs. If there are errors, the Payroll Validation Errors panel opens on the right:
The top says "x errors found"; errors are grouped by section and each row shows the employee name and the error.
For errors fixed on this screen, clicking the row takes you to the cell.
For errors fixed on another screen, the path is shown under the row (for example Employee → Employees → Edit / Change → Personal Information → Legal Information → Law No or Payroll → Employee Information).
The panel revalidates automatically as you fix things; you can also run Revalidate. If you close the panel, reopen it with the error count button on the right edge.
When every error is fixed, it says "All errors fixed!" and "Ready for payroll calculation", and Proceed becomes active.
In E-Payroll Sending, answer "Send to employees as e-payroll?":
Yes, Send: each calculated payslip is sent to the employee's e-payroll page. The employee can reject it; after the employee approves, manager approval is requested.
No: payslips are only calculated. You can send e-payslips later from the Payrolls category.
If credits are insufficient, the Insufficient Credits or No Credits Found window opens and the calculation does not start; contact the support team for credits.
The calculation starts; the period moves to Calculating and the screen becomes read-only. When it finishes, "Payroll calculated for … period and period closed" appears.
Result
The period becomes Closed. The band "Closed period · Showing data from date" appears at the top; the data at closing time is saved and the screen is read-only.
The next month becomes Active automatically (if there is a draft period, that one becomes active).
A payslip is created for each employee and one payroll credit is used. Recalculating the same employee in the same period does not use a second credit.
The Payrolls category lists payslips per employee. From the row you can view the payslip (if there are several calculations, Payroll History opens: Open PDF in New Tab or download), create an e-payslip with Send to E-Payslip, or delete it with Delete Payroll. Deletion cannot be undone; the record and PDF are deleted permanently.
Reports can now be generated for this period (Payroll reports).
Common issues
Symptom: "The period was closed but some employees could not be calculated".
Cause: The calculation service did not accept some employees' data; the others were calculated and the period closed.
Fix: Read the error in the warning. Reopen the period, fix the data and calculate again (Reopening a period).
Symptom: The calculation finished but the period is still Active with an error message.
Cause: No employee could be calculated (for example the calculation service could not be reached at that moment). In this case the period is not closed.
Fix: Read the error message and try again in a few minutes. If it persists, contact the support team.
Symptom: An employee has no payslip and shows "insufficient payroll credits".
Cause: Credits ran out during the calculation; the amounts were calculated but the payslip was not produced.
Fix: Get credits added, reopen the period and calculate again.
Symptom: The Calculate Payroll button is not visible.
Cause: Your permission is limited to some branches, or the period is closed/draft.
Fix: Ask a payroll manager responsible for all branches to calculate; check the period status.