Pay Run Actions

Pay Run Actions give you complete control over every stage of payroll processing, from preparation to finalisation and record-keeping. Using these actions, you can review and manage pending tasks, make necessary payroll adjustments, add comments, and lock tax-related inputs such as flexible benefit plans, income tax declarations, and proofs of investment.

You can efficiently handle payroll data through import and export options, submit pay runs for approval, track approval status, and take corrective actions when required. Once payroll is finalised, you can record and manage salary payments, generate and distribute payslips, and download TDS worksheets.

Pay Run Actions also allow you to edit or delete pay runs when needed and provide access to payroll insights and historical records, ensuring transparency, accuracy, and end-to-end control across your payroll lifecycle.

Skip Employee from Payroll

You can skip an employee from payroll when their salary does not need to be processed in a particular pay run. This option allows you to exclude the employee from salary calculations and payslip generation for that period, without affecting their payroll setup or future pay runs. Here’s how you can skip an employee from payroll:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• In the pay run draft, click the Overflow icon (…) next to the employee’s name and click Skip from this payroll.
• Enter the reason for skipping the employee for this payroll and click Proceed.

Withholding Salaries

Withhold and Release Salary allows you to temporarily hold an employee’s net pay and disburse it in a later pay period, without disrupting statutory compliance. When salary is withheld, Zoho ERP continues to calculate salary, ensuring compliance, while only the net pay is held back.

The withheld amount can then be released in a subsequent pay run and paid along with the current month’s salary, or reverted within the same pay run if required. This flexibility ensures accurate payroll processing while giving you control over the timing of salary disbursements.

Withholding Salary

When can your employee’s salary be withheld?

You can withhold salaries when you have employees who are serving the notice period or other such similar situations. Here’s how you can withhold and release an employee’s salary in Zoho ERP:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• In the pay run draft, click the Overflow icon (…) next to the employee’s name and click Withhold Salary.
• Enter the reason for withholding the salary and click Proceed.
• Once you’ve added all the inputs, click the Submit and Approve button in the top-right corner of the page.
• After the pay run is approved, you can record payment on or after the payday.

The withheld salary can be released in the subsequent pay runs.

Releasing Withheld Salary

Let’s say you want to release the withheld salary along with the following month’s salary. Here’s how you can do it:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• In the pay run draft, click the Overflow icon (…) next to the employee’s name and click Release Withheld Salary.
• You will be prompted to select the months for which the salary needs to be released. Once you’ve selected the month(s), the total payable amount will be displayed.
• Click Proceed.

The withheld net pay will be released and added to the current month’s net pay.

Reverting Salary Withhold

Reverting salary withhold is used when you decide to process the withheld salary in the same pay run in which it was originally held, effectively cancelling the withhold action and including the salary in that period’s payroll. Here’s how you can rever the withheld salary:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• Click the Overflow icon (…) next to the employee’s name and click Revert Salary Withhold.
• You will be prompted to confirm your actions. Click Yes to confirm.

The employee’s salary will be processed in the current month’s pay run.

Manage LOP Details of employees

In Zoho ERP, managing Loss of Pay (LOP) can include both current month adjustments and adjustments from previous months. Understanding how these processes work ensures accurate payroll calculations.

What is LOP?

LOP refers to a deduction from an employee’s salary when they are absent from work without approval or have exhausted their paid leave quota.

Here’s a quick breakdown of managing LOP:

Add LOP for Current Month

Here’s how you can add LOP for an employee for the current month:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Select the current pay run and click View Details.
• Choose the employee for whom you wish to apply LOP.
• Click the + Add LOP option next to the payable days.
• Enter the number of LOP days for the current month.
• Click Save to update the LOP and recalculate the net pay.

LOP Adjustments for Previous Months

For LOP adjustments related to the previous months, use the Adjust LOP feature. This is especially useful when reversing or correcting LOP that was applied incorrectly or when you need to account for leave approvals granted after LOP was deducted.

There are two types of adjustments:

1. Reversal – Used when you want to minus LOP deductions that were previously applied.
2. Correction – Used when you need to add the number of LOP days.

Here’s how you can adjust LOP for Previous Months:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• Select the employee for whom you want to adjust LOP for a previous month.
• Click Adjust LOP (Previous Months).
• Select the month for which you want to make adjustments.

• Choose the type of adjustment:
  • Reversal to minus LOP days.
  • Correction to add LOP days.
• Enter the number of days to adjust.
• Click Save to update the LOP and recalculate the net pay.

Import LOP Adjustments of multiple employees

If you need to adjust LOP days for multiple employees across previous months, you can use the Import option for bulk adjustments.

Here’s how you can Import LOP Adjustment Days:

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run and click Import/Export in the upper right corner.
• Select LOP Adjustment Days from the dropdown menu.
• Download a sample .csv or .xls format file and fill in the necessary details, such as employee number, month, and adjustment type (Reversal or Correction).
• Upload the filled file.
• Select how you want to handle duplicate entries.
• Map the fields in the import file with Zoho ERP and click Import.

Edit Pay Run

You can edit a pay run and employee pay details while the pay run is in draft status. If a pay run has been submitted for approval, you can still edit it before approval is completed. However, making changes at this stage will recall the submitted pay run or reject the approved pay run, allowing you to update the payroll data before proceeding further.

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• Click the More icon in the top right corner and click *Delete.

Delete Pay Run {delete-pay-run}

You can delete a pay run only when it has not been approved. A pay run in draft status can be deleted directly. If the pay run has been submitted for approval, it cannot be deleted until the approval is rejected. Once a pay run is approved, it cannot be deleted.

• Go to Payroll on the left sidebar and navigate to Pay Run tab on the module bar on top.
• Click View Details for the current pay run.
• Click the More icon in the top right corner and click *Delete.