Payrolling

Payrolling is the process by which employers pay an employee for a tangible or intangible action in exchange for labor for the work they do.

In order to initiate the payroll process, the Payroll Rules must be defined, the salary cards of your employees must be opened and the necessary definitions must be made. For detailed information, you can review the "Payroll Rules" and "Human Resources Employee Recruitment" document.

Since you can manage all your Human Resources processes with the W3 HR module, payrolling is actually the output of all the transactions you have done during the month. All data that will be subject to payroll are processed by the Human Resources unit into the system throughout the month, and at the end of the month, there is no need for much processing for the payroll process.

For Example; The day information, which is the most important data for the creation of the timekeeping, goes through a process that starts with the leave requests entered by the employees through the Self-Service transactions throughout the month and ends with the HR approval, and at the same time, the data of the timeekeeping is formed.

If the process of entering all timekeeping data for the relevant month has been completed, you must first run the timekeepings of your branch offices on the timekeeping screen in order to proceed to the payroll process.

Route: Payroll and Timekeeping > Timekeeping

From this screen, the payrolls of your branch offices for the relevant month are run sequentially. For detailed information on the use of the screen, you can review the document "Payroll Sequential Transactions".

NOTE: If any of your employees are missing a definition (salary, employee group, parameter selection, etc.) while the timekeeping is being created, the timekeeping process stops at that employee, and the timekeepings of the employees who will come after this employee are not created. You need to run the branch office timekeeping again by completing the relevant deficiency.

NOTE: You can create timekeepings through the branch office, or you can create individual timekeeping. For this, you must select "Person" in the field with "Branch Office" as shown in the screenshot below, and select the person you want to create the timekeeping of from the side field.

With the "Transfer Timekeeping" button, you can re-create the person's timekeeping.

NOTE: When you want to create a branch office timekeeping, if you see the warning "There is a timekeeping record of the related branch office for a future date . You can not run a timekeeping for an earlier date", you must list the forward-dated timekeepings of this branch office and delete these timekeepings. Since the payroll progresses with cumulative figures, timekeeping cannot be created without deleting the forward-looking data. If there is no update in the data (deleted month) after the forward record is deleted, the same data will be processed when you run the timekeeping again.

Tip: After running the branch office timekeeping, if you have made changes to the data of a single employee and you do not want to run the branch office timekeeping again, you can re-create only that person's timekeeping with the "Recalculate" icon at the end of the line where the relevant person is.

NOTE: If there are items such as additional allowances and deductions in the data you have changed, and their definitions under the payroll rules have been updated, this additional allowance/deduction must be re-added to the employee's salary card and the old definition must be removed. The additional allowance/deduction previously defined to the employee will not receive any subsequent updates.

Tip: To access the details of the calculation made on a per person basis, it will be sufficient to click on the "Print" icon at the end of the employee's line. With this icon, you can see the timekeeping template and calculation details, which are among the standard templates of the system.

If desired, timekeeping templates can be developed specifically for customers and only the lines requested by the customers can be adjusted.

Timekeeping Locking

After the timekeepings of all branch offices are created completely, the timekeeping must first be locked in order to complete the transactions of the relevant month. To lock the timekeeping, simply click on the “Lock Timekeeping” icon. Then this icon will change from open lock to closed lock. If you click the icon again, you can unlock the timekeeping.

With timekeeping locking, the delete icon will also be removed. Deletion cannot be performed without unlocking the timekeeping.

Employees can view their payrolls via Payroll and Timekeeping > Payroll. However, in order for the employee to see the payroll, the relevant month's timekeeping must be locked.

Transactions that can be made on the timekeeping page after the locking process;

Adding Salary Receipt: When you click on the “Add Salary Receipt” icon, a page will open for you to add the salary receipts for the entitlement of the personnel in all branch offices.

In order to be able to operate in this area, you must have authorization for the relevant transaction type.

In addition, Expense Center and Expense Items must be selected for each employee.

These fields are defined from the Accounting Code field on the salary cards of the employees.

After checking the Timekeeping Total Amount and Bank Receipt Total Amounts, when the recording is made, the salary receipts for the relevant month are recorded to the employees' current accounts. Employees can check their current accounts from Payroll and Timekeeping > Other > Employee Account Statement