HR PAYROLL MODULE
13.1. Pre-setting
13.1.1. Income Tax Rates
- Income Tax Rates screen is used to enter and manage employee’s personal income tax
- Select the HR Payroll Module -> Select Income Tax Rates -> Enter the values for the fields -> Click Save to save the data you just manipulated. The data input in this screen will be used for the Income taxes screen which is used to calculate the employee’s personal income tax.
* Note: The formula will be calculated as follows:
For example, the corresponding columns From value, To value, Tax Rate, Equivalent Value and Effective Rate are abcde, then we have:
o (ba)*%c+d1 outputs the field value d2
o (d*100) / b outputs the field value e
For example, if we have an income of 7,890,000, the tax is calculated as follows: the first 5 million will be calculated as 5% = 5,000,000 * 5% = 250,000 and the remaining amount will be calculated on the second line as 2,890,000 *10% = 289,000. So the total amount to pay tax is 250,000 + 289,000 = 539,000 VND
13.1.2. Income Tax Rebates
The Income Tax Rebates screen is used to declare the corresponding personal income tax refund. Values must be entered fixed from low to high, for example internship salary, basic salary, probationary salary, official salary…
* Note : Line Total 2 = Total 1 + Value 2.
Select the HR Payroll Module -> Select Income Tax Rebates -> Enter the values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Employees menu screen.
* Explanation: The code field is used to enter the code of the tax refund. When an employee is allowed to refund tax, at the Employee screen -> Income rebate code field, enter the tax refund code, then the employee will be refunded the correct value of the Total field corresponding to the tax refund code entered.
13.1.3. Earning list
Earning list screen is used to create a list of non-fixed income types of employees such as overtime pay, holiday bonuses, point allowances, etc.
The data in this screen will be used for the Payroll columns screen
Select the HR Payroll Module -> Select Earning list -> Enter values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Salary Deductions list, Payroll columns and Employees menu screens.
13.1.4. Salary Deductions List
- The Salary Deductions List screen is used to create and manage salary deductions, such as lunch allowance, travel expenses, phone bills, etc.
- The data in this screen will be used for the Payroll columns screen
- Select the HR Payroll Module -> Select Salary Deduction List -> Enter the values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Deductions menu screen.
- The Basis field data is taken from the Earnings list screen and has two additional values, Fixed amount and Gross. If the Basis field selects Gross, the Rate field must enter the value of %. If the remaining values are selected, the Rate field will enter the corresponding amount.
For example: If the Basis field selects data from the Earning list as Basic salary and the rate field enters 0.2 and at the Employee screen enters the Basic salary field as 100,000, then the Salary Deduction will be calculated as 100,000*0.2
If the Basis field selects the Gross value , it will be calculated based on the column value “Gross Pay – pre-tax salary – this is the default column declared in “Payroll column: with formula type – meaning the value will be calculate based on the formula the user entered when creating the template” => after having the Gross pay value => calculate salary deduction based on % rate
If the Basis field selects the Amount: value, the rate will be considered the corresponding amount
13.1.5. Insurance List
The Insurance List screen is used to create and manage insurance types, for example social insurance, health insurance or accident insurance, etc.
Will this screen be used for the Payroll columns screen
Select the HR Payroll Module -> Select Insurance List -> Enter values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Insurance menu screen.
* Note: If the Basis field selects Gross, the Rate field must enter the value of %. If the Fixed amount value is selected, the Rate field will enter the corresponding amount.
13.1.6. Payroll columns
This screen is used to add columns used to calculate salary for employees – is the input value for Payslip templates screen when creating salary form
* Note: Only self-created data lines can be deleted, the default displayed lines can only be edited.
Select HR Payroll Module -> Select payroll columns -> ADD
* Note: In the Taking method field, there will be 3 options:
- Retrieve payroll column data from the system (data is taken at the Earning list screen, Salary Deductions List and Insurance) -> When creating a salary form in the Payslip templates screen, this payroll column field will automatically update according to the data contained in the Payslip templates screen. system.
- Create payroll column data from the formula -> When creating a salary form in the Payslip templates screen, this payroll column field must enter the formula to calculate the desired value.
- Create payroll column data from constants -> When creating a salary form in the Payslip templates screen, this payroll column field must enter the constant to calculate the desired value.
The Order display in payslip field is used to enter the display order of the column to be created. The smaller the sequence number, the closer the column will be displayed to select when creating data in the Payslip templates screen
13.1.7. PDF Payslip Templates
PDF Payslip Templates screen to use to design PDF Payslip Templates to use for Payslip’s PDF
* Note: After having the Payslip Template, we proceed to create the PDF template. Because the PDF template will belong to the corresponding Payslip Template
– Step 1: Select Settings -> Select PDF Payslip Template screen -> Select New PDF Payslip Template function
- Step 2: The system will display the Add New PDF Payslip Template screen used to design PDF templates for Payslip’s PDF
* Explanation:
The Payslip Template field is taken from the Payslip Template menu screen
Available merge fields area is used to select column values displayed on PDF -> Select values and designs in the CONTENT area
If you don’t create a PDF template for Payslip’s PDF, the PDF will display the same fixed template as ever
- Result:
- Step 3: Select the Payslips menu screen -> Select Add or you can edit the information of old Payslips -> Select Payslip Template -> Select PDF Payslip Template so that when creating Payslip and viewing it on PDF, the PDF will be displayed like the template created
* The PDF of the Payslip screen (Admin and staff) will both display the same as the selected template
- Result:
13.1.8. Permissions
This screen is used for admin to create and manage permissions for employees of the company’s human resources or accounting departments so that they can easily manage salary information of employees in the company through the HR payroll module.
* Explanation:
- The right to View (Own) is a right that can only see information on the corresponding menu screen, with the information on the screen only related to the assigned screen employee and the employee has no right to add, delete or edit data. is on the screen. Note: When selecting the View (Own) permission, the View (Global) permission cannot be selected.
- The View (Global) right is the right to have only the information visible on the respective screen, with the information on the screen relevant to the screened employee and all other employees and the employee has no other permissions. add, delete, edit data on the screen. Note: When selecting the View (Global) permission, the View (Own) permission cannot be selected.
- Create permission allows employees to create new data on the screen but not edit or delete this data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.
- Edit permission allows employees to edit data information on the corresponding screen but cannot create new or delete data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.
- The Delete permission allows employees to delete data information on the respective screen but not create or edit data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.
13.1.9. Reset data
Go to the HR Payroll module -> Settings -> Select Reset data. When the Reset Data function is selected, all data of the Employees, Attendance, Commissions, Deductions, Bonus kpi, Insurance, Payslips templates, Payslip, Income taxes screens will be deleted.
13.2. Employees
- Manually enter the value: Proceed to point the mouse at the cell to edit data -> Enter value -> Select Save function to save the newly added data
- Import value: At the Employees screen -> select the Import Excel function
13.3. Attendance
Go to the HR Payroll Module -> Select the Attendance menu.
- This screen is used to manage employee working time.
- The data at this screen will be used to calculate the Payslip menu screen when creating payroll
- Actual working time of probation contract (hours) column: actual working hours of probationary contract -> Mapping with Employee screen to know which contract the employee is in that month -> After selecting the calculation function then the system will calculate the working hours of the probationary contract to display in this column. The value of this field will be used for the Probation contract field of the Payslip screen
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- Actual working time of formal contract (hours) column: actual working hours of official contract -> Mapping with Employee screen to know which contract the employee is in that month -> After selecting the calculation function then the system will calculate the working hours of the official contract to display in this column. The value of this field will be used for the Formal contract field of the Payslip . screen
- The Paid leave time (hours) column data is used to enter the number of hours that the employee is not working but is still receiving wages. The value of this field will be used for the Paid Leave Time field of the Payslip . screen
- The Unpaid leave time (hours) column data is used to enter the number of hours that the employee is not working and not receiving wages. The value of this field will be used for the Unpaid Leave Time field of the Payslip screen
- The column data Standard working time of the month is the standard working time field in the month in which the employee works. This column data is synchronized from the Standard working time of the month value of the Data integration screen in Settings. The value of this column will be used for the Standard working time field of the Payslip screen
- From all the above fields, the system will calculate the employee’s working hours in the month. For example, if you work 184 hours/month, the employee will receive 10,000,000, but if the employee only works 180 hours, the employee will only receive 9,782,608.
13.3.1. Attendance Screen
Attendance screen used to create and manage employee attendance
Timesheet Leaves function is used to navigate to the Manage Timesheet Leaves screen
We can create data by manually entering or importing data
- Manually enter the value
Proceed to point the mouse at the cell to edit data -> Enter a value -> Select the Save function to save the newly added data -> Then select the Calculate function to calculate for the Actual working time of formal contract, Paid column and Unpaid leave time.
The Paid leave time and Unpaid leave time columns can be synchronized from the Manage Timesheet Leaves screen (in the Timesheet Leaves function) -> select Update and Calculate to save the synchronization value
- Import value: At the Attendance screen -> select the Import Excel function
13.3.2. Manage Timesheet Leaves screen
The Manage Timesheet Leaves screen is used to create and manage employee time off (paid leave and unpaid leave) to synchronize with the Attendance screen
Go to the Attendance screen -> Select the Timesheet Leaves function -> The system will display the Manage Timesheet Leaves screen
- Proceed to point the mouse at the cell to edit data -> Enter value -> Select the Save function to save the newly added data -> Then select the Calculate function to calculate the Paid leave time and Unpaid leave time columns.
- The input value will be according to the formula PL:number of rest hours (eg PL:8) corresponding to 8 hours of paid leave or UPL:number of rest hours (eg UPL:4) corresponding to 4 hours of rest without Payroll. If you have just taken a leave of absence with pay and without salary, you can enter a space separated by a ; (eg: PL:4;UPL:4)
13.4. Commissions
Go to the HR Payroll Module -> Select the Commissions menu. This screen is used to manage the amount of commission received by the employee.
We can create data by manually entering or importing data
13.5. Deductions
- Go to the HR Payroll Module -> Select the Deductions menu.
- This screen is used to manage employee deductions.
- The data at this screen will be used to calculate the Payslip menu screen when creating payroll
- The value columns of the display are synchronized with the Salary Deductions List screen in Settings.
- Proceed to enter the value and select the Save function to save the performed operations
13.6. Bonus kpi
Go to the HR Payroll Module -> Select the Bonus KPI menu.
– This screen is used to manage employee bonuses.
– Proceed to enter the value in the Bonus kpi column -> select Save to save the data you just manipulated.
13.7. Insurance
Go to the HR Payroll Module -> Select the Insurance menu.
– This screen is used to manage employee insurance expenses.
– The value columns of the screen are synchronized with the Insurance List screen in Settings.
– Proceed to enter values in the columns if there are changes -> select Save to save the data you just manipulated.
13.8. Payslips templates
The salary template created on this screen will be used for the Payslips menu screen when creating payroll for employees
13.8.1. Create a new payslip template
- Step 1: Go to HR Payroll module -> Select menu Payslip Template -> Select function ADD
- Step 2: The system will display the New payslip template screen -> Proceed to enter the necessary values -> select Save to save the action just done or select Close to close the screen and cancel the operation
* Note:
An employee can only be included in one salary sample, if employee A has been selected for salary sample 1, then employee A cannot be selected for salary sample 2.
Except for the staff field, if the corresponding employee is selected, the employee will not be able to apply this salary form when making payroll, but must create another salary form and select this employee again to be able to make payroll.
The data displayed in the Select the column displayed in the pay slip field is taken from the Payroll columns screen in Settings.
The data in the Department name field is taken from the Setup -> Support -> Departments module
The data in the Staff and Except for staff fields is taken from the Setup -> Staff module.
- Step 3: After creating a new salary form -> The system will display a salary form screen including the selected excel fields in the Select the column displayed in the payslip field -> Edit the fields using the formula for calculation (formula field). -> Click Save to save the entered formula
* Attention:
- Columns displaying the System line are not allowed to enter values because these fields when creating payroll, the system will proceed to get the values present in the system to display.
- The columns display the formula line -> enter the formula to calculate the value for this column
- Columns display the Constant line -> proceed to enter the constant to display the value for this column when creating the payroll
- Download function is used to download this excel file
- Back function is used to return to the main screen
13.8.2. Edit salary sample formula
- Step 1: At the Payslip template screen -> Select the corresponding line you want to edit the formula -> Select View detail
- Step 2: The system will display an Excel screen containing the selected data fields in the Select the column displayed in the payslip field -> Edit fields using formulas to calculate (formula field). -> Click Save to save the entered formula
13.8.3. Edit salary form information
At the screen -> Payslip template -> Select the corresponding line you want to edit information -> Select Edit
13.8.4. Delete salary form
At the Payslip template screen -> Select the corresponding line you want to delete -> Select Delete
13.9. Payslip
The monthly payroll created in this screen will display the detailed amount of the employee’s accounts from the formula calculated in the Payslips templates screen and from the synchronized data from the system. If the payroll is closed, on the Payroll screen in the HRProfile menu, the employee can see his/her monthly salary details.
Can create multiple payslips per month for employees
Payslips can be generated according to the desired period of the month (cannot generate payslips from month to month)
Payslip opening status is displayed when payroll has not been finalized
Function 
in the screen used to reopen closed payroll
The function 
in the screen is used to download the PDF payroll to the computer
13.9.1. Create a new monthly payroll
- Step 1: Go to HR Payroll module -> Select Payslips menu -> Select ADD function
- Step 2: The system will display the New payslip screen-> Proceed to enter the necessary values -> select Save to save the action just done or select Close to close the screen and cancel the operation
* Note:
- The data displayed in the Payslip template field is taken from the Payslip template menu screen.
- PDF Payslip Template data is taken from the PDF Template screen based on the selected Payslip Template
- Time Range is used to select the amount of time to generate payslips
- Add more business: If you choose to calculate salary by time period, the values of the Commission screen, KPI, insurance, … are not taken by time period, you can create a new column to store the calculation formula. value of parameter
13.9.2. Edit formula
- Step 1: At the Payslips screen -> Select the corresponding line you want to edit -> Select View.
- Step 2: The system will display an Excel screen containing the selected data fields in the Select the column displayed in the payslip field and the calculated and synchronized values from the system -> Proceed to edit the used fields constants -> Click Save to save the formula you just entered
* Note: Payslip Closing function is used to close the payroll.
13.9.3. Delete payroll
At the Payslips screen -> Select the corresponding line you want to delete -> Select Delete
13.10. Income taxes
* Note: The Income taxes column will take the data from the Personal Income Tax column in the employee’s closed payslip to display. To get the value of the Personal Income Tax column, we must enter the formula for the Taxable salary column in the payslip. From the value of the Taxable salary column, the system will automatically calculate the Personal Income Tax column according to the formula created in Settings
This screen is used to display the employee’s personal income tax amount for the month and year.
– If at the Employees screen, we enter the Income tax rate field with the value A corresponding to the conditions for calculating personal income tax for employees , the system will take the corresponding monthly salary (the “Taxable salary” column in the salary table) closed by the employee in the Payslips screen and calculated according to the formula set in the Income Tax Rates screen in Settings.
– After the calculation, the employee’s personal income tax amount will be displayed in the Income taxes column.
– The Tax for year column is the personal income tax amount in the year of the respective employee (total of months).
13.11. Reports
13.11.1. Payroll report
Go to the HR Payroll module -> select Payroll report. Payroll report will show employee salary overview
We can perform data search by time, department, employee name, etc.
13.11.2. Income summary report (report monthly income)
Go to the HR Payroll module -> select Income summary report. Income summary report will display the employee’s working time overview.
We can perform data search by time, department, employee name, etc.
13.11.3. Insurance cost summary report
Go to the HR Payroll module -> select Insurance cost summary report. Insurance cost summary report will show an overview of insurance costs by department.
We can perform data search by time, department, employee name, etc.
13.11.4. Payslip
Go to the HR Payroll module -> select Payslip. Payslip will show an overview of the employee’s salary for the year.
We can perform data search by time, employee name, etc.
13.11.5. Department payslip
Go to HR Payroll module -> select Department Payslip. Department Payslip will display an overview chart of the salaries of the departments.
You can perform a time-based data search.
