Payroll runs

A pay run is one calendar month of payroll for your branch. It moves through six stages, and TillPoint stops one person from recording every stage:

DRAFT → CALCULATED → REVIEWED → APPROVED → PAID → POSTED

An unpaid run can be stopped at any point before payment and ends as VOIDED.

Go to Payroll → Pay runs.

Payroll appears in the menu only when you are signed in to management with a payroll right. It never appears on a shared terminal. See Signing in and terminals. Salary figures are cleared from the screen whenever the management workspace locks.

Before your first run

A run cannot be created or calculated until these are in place:

1. A confirmed statutory rule version covers the month. See Statutory rules. Without one, creating a draft fails with “No verified statutory rule covers this payroll period”.
2. Every employee has a payroll profile for the month. See Employee profiles.
3. Every profile has been confirmed by a second person. Calculation stops if any effective profile is unconfirmed.
4. Enough people hold payroll rights. Separation of duties means one person cannot take a run from start to finish. See Who can do each step.

Create a draft pay run

1. Select New pay run.
2. Choose the Payroll month. The period is always the full calendar month, from the 1st to the last day.
3. Check the Expected payment date. It defaults to the last day of the month.
4. Select Create draft.

The new run appears in the list as DRAFT. TillPoint links the effective confirmed rule version to the run when the draft is created; you do not choose it.

You can have only one run per calendar month. To replace a run, void it (if unpaid) or reverse it (if posted) first. A replacement run records which run it corrects under Correction of run.

Finding a run

Search by run number or period, or filter by state with All states. The list shows Employees, Gross pay, Deductions, Net pay and the Rule version for each run. The totals cards at the top count only active runs on the current page; voided and reversed runs are left out.

Select Open to work on a run.

Work through a run

Open the run. The stage bar under the run number shows where it is. The Next safe action panel on the right shows only the buttons you are allowed to use at this stage. If a step is blocked for you, an amber note says why, for example “Calculator and reviewer must be different people”.

1. Calculate

Select Calculate payroll, then confirm. TillPoint takes a snapshot of every effective, confirmed employee profile and the run’s statutory rule version, and works out each payslip. A draft can be calculated only once.

If a figure is wrong, fix the employee’s profile (by creating a new version) and select Recalculate payroll. Recalculation replaces the calculated figures. It is available only until the run is reviewed. The earlier calculation stays in the run’s history.

2. Review

A different person from the one who calculated the run checks it:

• Control totals — gross cash less employee deductions must equal net payment. The badge reads Balanced when they agree; otherwise it shows the variance.
• Employee payslips — the register lists each employee’s Gross, PAYE, NSSF, SHIF, Housing levy and Net pay. Select View to open a payslip.

When satisfied, select Mark reviewed and confirm.

3. Approve

Select Approve payroll. The approver must be someone other than the person who created, calculated or reviewed the run. Approval freezes the reviewed payroll.

4. Record payment

Pay your staff outside TillPoint first — by bank transfer, mobile money, cheque or cash. TillPoint never sends money.

Then someone other than the approver selects Record payment evidence and enters a date and reference for each payment method used in the run. See Payments.

The run moves to PAID, and TillPoint lists the statutory remittances due for the month.

5. Post to accounts

Select Post to accounts. Someone other than the payment recorder must do this. Posting records the payroll expense and the liabilities once, in a payroll journal kept separate from ordinary expenses. The posting appears under Expense and liability postings. Repeating the action cannot post the run twice.

Who can do each step

Rights are given on Roles and permissions. They are grouped under Payroll & compensation.

Step	Button	Right needed	Who cannot do it
Create	New pay run	Payroll edit	—
Calculate	Calculate payroll / Recalculate payroll	Payroll edit	—
Review	Mark reviewed	Payroll edit	The person who calculated
Approve	Approve payroll	Payroll approve	The creator, calculator or reviewer
Pay	Record payment evidence	Payroll pay	The approver
Post	Post to accounts	Payroll approve	The payment recorder
Reverse	Create reversal	Payroll approve	The payment recorder or the poster
Void	Void pay run	Payroll edit (Payroll approve once approved)	—

These rules apply to everyone, including the owner. Holding every right does not let one person skip a check.

By default the payroll officer role has Payroll view and Payroll edit. Only an owner can give someone Payroll pay or Payroll rules manage.

Payslips

Open a run and select View beside an employee. The payslip shows Gross cash, Taxable pay, Deductions and Net pay, then the lines under Earnings & benefits, Employee deductions and Employer contributions.

Server calculation bases & trace lists the figures behind the result — taxable pay, reliefs, the NSSF, Housing Levy and SHIF bases, and the rounding used. Use it when an employee queries a deduction.

• Print payslip prints the open payslip at any stage.
• Download PDF is available once the run is APPROVED, PAID or POSTED.

A payslip always shows the figures captured when the run was calculated. Later changes to the employee’s profile do not change it. A payslip from a reversed run remains available, marked as a historical copy.

Exports

The buttons at the top of an open run download CSV files:

• Register — the payroll register.
• Deductions — employee deductions.
• Remittances — the statutory remittance list with any recorded references.

Payment exports (Payment batches, Bank Excel, Bank PDF) are described under Payments.

Void an unpaid run

Use Void pay run when a run must not go ahead — for example, it was created for the wrong month.

1. Open the run and select Void pay run.
2. Enter the Reason for voiding.
3. Select Void pay run.

Only unpaid runs (draft, calculated, reviewed or approved) can be voided. Voiding permanently closes the run and frees the month for a new draft.

Reverse a posted run

A posted run is never edited. If it was wrong, you reverse it and run the month again.

1. Recover any statutory remittances recorded for the run. See Payments. Until every recorded remittance is recovered, Create reversal is blocked.
2. Open the run and select Create reversal.
3. Enter the Reason for reversal and the Recovery reference — the evidence that the net pay was recovered or repaid.
4. Select Create reversal.

TillPoint keeps the original run and payslips and adds a linked reversal posting with equal and opposite values. The run shows a Reversed badge. You can then create a new draft for the same month.

Evidence and history

The Immutable evidence panel records the rule version, the rule checksum, the calculation fingerprint, and who created, calculated, reviewed, approved, paid and posted the run, with times. Workflow history lists every change of stage, including void and reversal reasons.

Note

This release handles full calendar-month payroll only. Weekly, fortnightly, part-month and other off-cycle runs are not supported.