Pay Runs

The Pay Runs settings help you control how pay runs are approved and customized secured in Zoho ERP. By configuring these settings, you can define approval workflows, add custom fields or buttons, restrict record modifications, and manage related information associated with pay runs.

Access Pay Run Settings

Click Settings in the top-right corner.
Under Payroll, click Pay Runs.

Configure Pay Run Settings

Approvals

Approval workflows help ensure that pay runs are reviewed and authorized before they are processed. By configuring approvals, you can add checks to sensitive payroll actions and maintain accuracy, control, and compliance in your payroll operations.

Zoho ERP supports multiple approval workflows for pay runs. You can choose a simple approval flow for smaller teams or configure multi-level or custom approvals to match complex organizational requirements.

Approval Workflow Types

You can configure the following approval workflows based on your business needs:

Simple Approval
- Any user with pay run approval permission can approve the pay run.
Multi-Level Approval
- Ideal for organizations that require additional oversight. Pay runs are approved only after all assigned approvers at each level complete their approval.
Custom Approval
- Designed for businesses with specific approval criteria. You can define conditions to control how and when pay runs are routed for approval.

After selecting the required approval workflow, click Save to apply the changes.

Custom Button

Custom buttons allow you to add your own customized actions to pay runs beyond the default actions available for pay runs. By creating custom buttons, you can trigger additional workflows, automate repetitive tasks, or integrate payroll actions with other internal or external systems.

Custom buttons are especially useful when your payroll process requires actions that are not covered by the standard options provided in Zoho ERP.

With custom buttons, you can:

Trigger automated workflows or scripts
Open external links or applications
Perform custom validations or checks
Extend pay run actions using Deluge

You can control who can view and use each custom button, ensuring that only authorized users have access to these actions.

After configuring a custom button, it becomes available in the Pay Runs module based on your configuration.

Custom Field

Custom fields allow you to capture additional information for pay runs that is not available by default. These fields are useful when you need to record organization-specific details, internal references, or supplementary data related to payroll processing.

By adding custom fields to pay runs, you can extend the standard payroll data model without affecting core payroll calculations.

With custom fields, you can:

Capture additional pay run–specific information
Store internal notes or reference identifiers

You can control whether a custom field is mandatory, who can view it, and whether it should be active or inactive. Once configured, custom fields appear in the Pay Runs module based on your setup.

Record Locking

Record locking helps prevent changes to pay runs after they reach a specific stage in the payroll process.

You can configure record locking to:

Restrict editing after approval
Prevent accidental modifications to finalized pay runs
Maintain data accuracy and compliance

Locked records can be viewed but cannot be edited unless they are unlocked by an authorized user.

Related lists let you associate additional information with pay runs for better visibility and tracking.

You can use related lists to:

View linked records
Track related transactions
Access contextual information without leaving the pay run