Payroll · Reference

End-to-end workflows

How work moves through Payroll from start to finish, who does each step and what the system does in response.

On this page (9)

Monthly payroll end to end (four people)

Who: Preparer P, Approver A, Finance F, Employee E (ESS)

#	What the person does	What the system does
1	P: New run for MONTHLY 2026-09 (Regular); Freeze inputs	Frozen; snapshot hash; freeze exceptions listed
2	P: Calculate; check payslips against the expected figures	Calculated; totals card correct; P cannot see an Approve button (no payroll.approve)
3	A: acknowledge each review exception with a reason; Approve	Approved; A was not the creator, freezer or calculator
4	F: Post to accounting; open the journal	One balanced journal; net pay credited to the package's net-pay account
5	F: Publish payslips	Payslips Published; E sees the payslip in ESS > Payroll with masked bank and no employer cost
6	P: Raise payment instructions; Prepare payment file	Instructions In file; file Prepared with SHA-256
7	F: Release to bank; Bank accepted all; Close	Released, Accepted, run Paid / Closed

Who: HR user H, Line manager M, Preparer P, Approver A

#	What the person does	What the system does
1	H: pay change BASIC 10,000 -> 12,000 effective 16 Sep, approved by a second HR user	HR term version in force from 16 Sep
2	M: approve 8 overtime hours for E on 10 Sep (attendance)	Overtime approved on the attendance day
3	P: freeze and calculate September	BASIC 11,000.00 (day-weighted) with review exception mid_period_pay_change; OVERTIME 8 h x (11,000 / 240) x 1.5 on the overtime base
4	A: acknowledge and approve	Approved; trace on each line names the source

Who: HR user H, Preparer P, Approver A

#	What the person does	What the system does
1	September is frozen; H approves 2 extra unpaid leave days in September for E	Adjustment Queued in Pay inputs > Adjustments with its price
2	P: create and freeze October	Adjustment In a run; RETRO_DEDUCTION line on E's October payslip
3	A: try to approve without acknowledging	Refused: open exception (every adjustment raises a review exception)
4	A: acknowledge; approve	Approved; September run, snapshots and payslips unchanged

Who: HR H, Preparer P, Specialist S, Approver A, Payer Q, Finance F

#	What the person does	What the system does
1	H: complete a resignation for L, last day 15 Oct; recoveries marked 'recover from final pay'	HR outbox event sent
2	P: Check for terminations; Calculate	PST-... Calculated with components, recoveries and findings
3	P: Send for review; S signs off with notes on not-configured components	Reviewed
4	H: place a dispute hold; A tries to approve	Refused with the hold text
5	H: release the hold; A approves	Final run created
6	F: Post; Q: Raise payment (Q is not P or A); P/Q prepare file; F releases; bank accepts	Settlement Paid
7	F: Close; freeze the October regular run	Closed; L blocked in October 'paid_by_final_settlement'

Who: Preparer P, Finance F

#	What the person does	What the system does
1	P: raise instructions and prepare the file for a posted run	File Prepared
2	F: release; record one instruction rejected (API) and the rest accepted	File Partial; instruction Rejected
3	Employee's IBAN corrected through the bank change process	New active bank account
4	P: Repair the rejected instruction; prepare a new file; F releases; accepted	New instruction accepted; payroll not rerun; run can close

Who: Preparer P, Approver A, Finance F

#	What the person does	What the system does
1	Posted September run; E's BONUS should have been 500 less	Original posted
2	P: Correction run: E's payslip, BONUS, -500, reason	Correction run calculated with a -500 delta payslip
3	A approves; F posts	Second journal for the delta only; original journal untouched
4	Check the register	Both runs listed; net of E across the two = corrected amount

Who: Configurer P, Rules approver A

#	What the person does	What the system does
1	P: open approved package DEMO-AE v1; New version	v2 Draft, a copy of v1
2	P: Add element FOOD (earning, account 5210, prorate); add rule FOOD fixed 300	v2 shows the element and rule
3	A: Approve package v2	Refused while v1 is open-ended: 'Version 1 is still in force over these dates. Close its end date first.'
4	A (API): close v1 window to 30 Sep; approve v2 effective 1 Oct	v2 Approved; v1 ends 30 Sep
5	P: run October	FOOD 300.00 on every payslip (prorated for joiners)

Who: Preparer P, Finance F

#	What the person does	What the system does
1	P: Work out the provision for 2026-09-30	Proposed; one line per serving employee
2	F: Post	Journal Dr expense / Cr provision for the month's charge
3	P: propose 2026-10-31; F posts	Charge = October liability - September; roll-forward agrees with the ledger

Who: Configurer P, Rules approver A, HR user H

#	What the person does	What the system does
1	P: New package AE-STD (or Install DEMO package for a test company); add elements BASIC, HOUSING, TRANSPORT, OVERTIME, RETRO_PAY, RETRO_DEDUCTION, LOAN_RECOVERY with accounts	Draft with no problems listed
2	A: Approve package	Approved with hash
3	P: New pay group MONTHLY (AED, AE-STD); New periods Oct-Dec 2026 with cutoff and pay date	Group and periods listed
4	H: activate employees with contracts and bank accounts	Payroll > Eligibility shows them Eligible after Check eligibility
5	P: New run for October; Freeze	Everyone in; no unexpected block exceptions

Updated 3 October 2026