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Kelola","\u002Fdocs\u002Fzh-hant\u002Fsign-in","docs\u002Fzh-hant\u002F24.sign-in",{"id":515,"title":81,"body":516,"description":1938,"extension":1939,"meta":1940,"navigation":1941,"path":82,"seo":1942,"stem":83,"__hash__":1943},"docs\u002Fdocs\u002F18.run-payroll.md",{"type":517,"value":518,"toc":1904},"minimark",[519,523,528,586,590,601,604,638,649,653,662,665,695,704,708,713,718,843,850,853,861,864,872,877,890,893,899,903,921,927,931,944,949,953,964,968,971,997,1003,1007,1014,1060,1066,1070,1096,1100,1110,1116,1119,1121,1174,1178,1181,1204,1209,1213,1216,1240,1243,1310,1313,1318,1324,1327,1330,1347,1353,1357,1360,1378,1384,1390,1443,1446,1450,1457,1466,1470,1473,1479,1485,1489,1492,1504,1512,1521,1613,1618,1620,1653,1657,1662,1687,1694,1698,1707,1710,1713,1724,1738,1791,1795,1806,1818,1844,1854,1856,1870,1873,1876,1882,1886],[520,521,522],"p",{},"Each month, you run payroll to work out what your company pays each employee. Kelola creates a pay run: one payslip for each employee, with every line worked out for you. This page shows you how to add one-off adjustments, check each payslip, and finalize the pay run. It also shows you how to export the file for your bank and your accounting.",[524,525,527],"h2",{"id":526},"before-you-start","Before you start",[529,530,531,548,555,560],"ul",{},[532,533,534,535,539,540,543,544,547],"li",{},"You need the ",[536,537,538],"strong",{},"Owner"," or ",[536,541,542],{},"Admin"," role. Only these roles see ",[536,545,546],{},"Payroll"," in the menu.",[532,549,550,551,554],{},"Set up payroll first: your pay components, your payroll settings, and each employee's pay. See ",[552,553,45],"a",{"href":46},".",[532,556,557,558,554],{},"Choose your currency before your first pay run. It decides how Kelola rounds pay, and whether statutory deductions (the deductions that Indonesian law requires) apply. See ",[552,559,25],{"href":26},[532,561,562,563,566,567,570,571,574,575,578,579,539,582,585],{},"A pay run includes an employee when their ",[536,564,565],{},"Base compensation"," is more than 0 and they have the ",[536,568,569],{},"Active"," status. It also includes an ",[536,572,573],{},"Offboarded"," employee whose ",[536,576,577],{},"Last working day"," is in that month or later. Employees with the ",[536,580,581],{},"Invited",[536,583,584],{},"Suspended"," status are left out.",[524,587,589],{"id":588},"know-the-order-of-the-steps","Know the order of the steps",[520,591,592,593,596,597,600],{},"A pay run starts with the ",[536,594,595],{},"Draft"," status. When you finalize it, the status changes to ",[536,598,599],{},"Finalized",". To finalize a pay run means to lock it, so it can no longer change.",[520,602,603],{},"Each month, follow these steps in this order:",[605,606,607,610,613,619,622,628],"ol",{},[532,608,609],{},"Choose the month.",[532,611,612],{},"Add any one-off adjustments for that month.",[532,614,615,616,618],{},"Select ",[536,617,81],{},". Kelola creates a draft pay run.",[532,620,621],{},"Check each payslip.",[532,623,615,624,627],{},[536,625,626],{},"Finalize run",". Kelola locks the pay run and emails your employees that their payslips are ready.",[532,629,615,630,633,634,637],{},[536,631,632],{},"Export",", then ",[536,635,636],{},"Export CSV"," or your bank file. Then pay your team through your bank.",[639,640,641],"warning",{},[520,642,643,644,648],{},"A draft pay run keeps the numbers from the moment you ran it. Later changes to your setup or to the month's adjustments do not update it. To use them, delete the draft and run payroll again. See ",[645,646,647],"em",{},"Delete a draft pay run"," below.",[524,650,652],{"id":651},"open-the-payroll-page","Open the Payroll page",[520,654,655,656,658,659,661],{},"Go to ",[536,657,546],{},". At the top of the page, you see a list of months and the ",[536,660,81],{}," button. You can choose the current month or one of the 11 months before it.",[520,663,664],{},"The page has two cards:",[529,666,667,673],{},[532,668,669,672],{},[536,670,671],{},"One-off adjustments"," shows the adjustments for the month you chose.",[532,674,675,678,679,682,683,686,687,690,691,694],{},[536,676,677],{},"Pay runs"," lists every pay run, newest month first. It shows the ",[536,680,681],{},"Period",", the ",[536,684,685],{},"Status",", the number of ",[536,688,689],{},"Employees",", and the ",[536,692,693],{},"Total net",". Total net is the sum of everyone's net pay. A finalized pay run also shows the date you finalized it.",[520,696,697,698,700,701,554],{},"If you have not run payroll yet, ",[536,699,677],{}," says ",[536,702,703],{},"No payroll yet",[524,705,707],{"id":706},"add-a-one-off-adjustment","Add a one-off adjustment",[520,709,710,711,554],{},"A one-off adjustment is an extra earning or deduction for one employee, for one month only. Use it for a bonus, for overtime, or for a one-time deduction. If an employee gets something every month, give them a recurring pay component instead. See ",[552,712,45],{"href":46},[520,714,715,716,554],{},"Add adjustments before you run payroll for the month. Kelola adds them to the payslips when you select ",[536,717,81],{},[605,719,720,726,740,749,764,777,784,790,809,820,839],{},[532,721,722,723,725],{},"At the top of the ",[536,724,546],{}," page, choose the month.",[532,727,728,729,731,732,735,736,739],{},"In ",[536,730,671],{},", select ",[536,733,734],{},"Add adjustment",". The ",[536,737,738],{},"New adjustment"," form opens.",[532,741,728,742,745,746,748],{},[536,743,744],{},"Employee",", choose the employee. The list shows only employees with the ",[536,747,569],{}," status.",[532,750,751,752,755,756,759,760,763],{},"Choose a ",[536,753,754],{},"Type",". An ",[536,757,758],{},"Earning"," adds to pay. A ",[536,761,762],{},"Deduction"," takes money off pay.",[532,765,766,767,770,771,539,774,554],{},"Choose ",[536,768,769],{},"How it is worked out",": ",[536,772,773],{},"Fixed amount",[536,775,776],{},"Overtime",[532,778,779,780,783],{},"Enter a ",[536,781,782],{},"Code",", such as BONUS. The rules for codes are below these steps.",[532,785,779,786,789],{},[536,787,788],{},"Description",", such as \"Performance bonus\". The payslip shows it as the name of the line. Use up to 80 characters.",[532,791,792,793,795,796,799,800,795,802,805,806,554],{},"For a ",[536,794,773],{},", enter the ",[536,797,798],{},"Amount",". For ",[536,801,776],{},[536,803,804],{},"Overtime minutes"," and the ",[536,807,808],{},"Multiplier",[532,810,811,812,815,816,819],{},"If you want, enter a ",[536,813,814],{},"Note"," of up to 200 characters. Use it to explain the adjustment. The note shows under the adjustment in the list. It also shows under the line in the pay run detail. Only admins see the note. The employee does not see it in ",[536,817,818],{},"My space → My payslips",", and it is not printed on the payslip PDF.",[532,821,822,823,826,827,830,831,833,834,836,837,554],{},"Set the ",[536,824,825],{},"Taxable"," and ",[536,828,829],{},"BPJS base"," switches. ",[536,832,825],{}," starts on, and ",[536,835,829],{}," starts off. They work the same way as on a pay component. See ",[552,838,45],{"href":46},[532,840,615,841,554],{},[536,842,734],{},[520,844,845,846,849],{},"Kelola confirms with ",[536,847,848],{},"Adjustment added",". The adjustment appears in the list with its description, its type, the employee's name, the code, and the amount. For overtime, it shows the minutes and the multiplier instead of an amount.",[520,851,852],{},"The code follows these rules:",[529,854,855,858],{},[532,856,857],{},"Use 2 to 32 characters: letters, digits, and underscores (_). Start with a letter. Kelola changes every letter to a capital.",[532,859,860],{},"You cannot use PPH21, or a code that starts with BPJS_ or PPH21_. Kelola keeps these for the statutory lines it adds itself.",[520,862,863],{},"Keep these points in mind:",[529,865,866,869],{},[532,867,868],{},"You can add more than one adjustment for the same employee in the same month.",[532,870,871],{},"An adjustment counts only if the employee is in the pay run. If the employee has no base pay when you run payroll, Kelola leaves the adjustment out.",[873,874,876],"h3",{"id":875},"work-out-overtime","Work out overtime",[520,878,879,880,883,884,886,887,554],{},"Kelola works out overtime from base pay only. It divides base pay by the ",[536,881,882],{},"Overtime hours divisor"," to get the hourly rate. Then it multiplies that rate by the overtime hours and by the ",[536,885,808],{},". You set the divisor in ",[536,888,889],{},"Settings → Payroll setup",[520,891,892],{},"For example, a base pay of 8,650,000 divided by 173 gives an hourly rate of 50,000. Then 120 overtime minutes (two hours) at a multiplier of 1.5 pay 150,000.",[894,895,896],"note",{},[520,897,898],{},"Kelola does not count overtime from clock-ins. You enter the overtime minutes yourself, in one adjustment for each employee.",[873,900,902],{"id":901},"edit-an-adjustment","Edit an adjustment",[605,904,905,913,916],{},[532,906,728,907,909,910,739],{},[536,908,671],{},", select the pencil icon next to the adjustment. The ",[536,911,912],{},"Edit adjustment",[532,914,915],{},"Change what you need. You cannot change the employee or the month.",[532,917,615,918,554],{},[536,919,920],{},"Save changes",[520,922,845,923,926],{},[536,924,925],{},"Adjustment updated",". Kelola records each edit in the audit log, with the old and the new values.",[873,928,930],{"id":929},"remove-an-adjustment","Remove an adjustment",[605,932,933,938],{},[532,934,728,935,937],{},[536,936,671],{},", select the trash icon next to the adjustment.",[532,939,615,940,943],{},[536,941,942],{},"Remove"," to confirm.",[520,945,845,946,554],{},[536,947,948],{},"Adjustment removed",[873,950,952],{"id":951},"when-adjustments-lock","When adjustments lock",[529,954,955,961],{},[532,956,957,958,960],{},"While the month has a draft pay run, you can still add, edit, and remove its adjustments. The card warns you that the draft does not have your changes yet. To use them, delete the draft pay run (see ",[645,959,647],{}," below) and run payroll again.",[532,962,963],{},"After you finalize the month's pay run, its adjustments lock. The card says so, and you can no longer add, edit, or remove adjustments for that month.",[524,965,967],{"id":966},"approve-overtime-from-clock-ins","Approve overtime from clock-ins",[520,969,970],{},"Kelola counts overtime from clock-ins for you. A shift counts when its clock-out is 30 minutes or more after the end of its work schedule. A night shift that ends the next morning counts too. A shift with no clock-out, or with no work schedule, has no overtime.",[605,972,973,979,986,989],{},[532,974,975,976,978],{},"On ",[536,977,546],{},", pick the month at the top.",[532,980,981,982,985],{},"Under ",[536,983,984],{},"Overtime from clock-ins",", check each shift: the person, the day, the clock-in and clock-out, and the time counted.",[532,987,988],{},"To pay a different time, change the minutes.",[532,990,615,991,539,994,554],{},[536,992,993],{},"Approve",[536,995,996],{},"Reject",[520,998,999,1000,1002],{},"An approval adds a one-off overtime adjustment for that person and month, so the next pay run pays it. The pay is the hourly rate times the minutes and the multiplier of your overtime pay component. You need an overtime component in ",[536,1001,889],{}," before you can approve. If a draft pay run exists for the month, delete it and run payroll again to include the overtime. A finalized month cannot change. Each shift gets one decision, and it goes into the audit log.",[524,1004,1006],{"id":1005},"add-thr-for-a-holiday","Add THR for a holiday",[520,1008,1009,1010,1013],{},"THR (Tunjangan Hari Raya) is the religious holiday allowance that Indonesian law requires. Kelola works out each amount for you and adds it as a ",[536,1011,1012],{},"THR"," earning in the month you pay it.",[605,1015,1016,1021,1028,1041,1047,1050,1056],{},[532,1017,722,1018,1020],{},[536,1019,546],{}," page, choose the month you pay THR in.",[532,1022,728,1023,731,1025,554],{},[536,1024,671],{},[536,1026,1027],{},"Add THR",[532,1029,1030,1031,682,1034,690,1037,1040],{},"Enter the ",[536,1032,1033],{},"Holiday",[536,1035,1036],{},"Holiday date",[536,1038,1039],{},"Pay date",". The pay date must be in the chosen month.",[532,1042,615,1043,1046],{},[536,1044,1045],{},"Preview",". Kelola lists everyone it pays that month, with their months of service, their THR wage, and their THR.",[532,1048,1049],{},"Clear the check box of anyone who does not get THR for this holiday. Kelola does not store each person's religion, so you choose.",[532,1051,1052,1053,554],{},"To pay someone a different amount, type it in ",[536,1054,1055],{},"Override",[532,1057,615,1058,554],{},[536,1059,1027],{},[520,1061,1062,1063,1065],{},"Kelola adds one ",[536,1064,1012],{}," adjustment for each person and records each one in the audit log. If the month already has a draft pay run, delete the draft and run payroll again to include THR.",[873,1067,1069],{"id":1068},"how-kelola-works-out-thr","How Kelola works out THR",[529,1071,1072,1075,1078,1081,1087,1090,1093],{},[532,1073,1074],{},"Someone with 12 months of service or more gets one month of THR wage.",[532,1076,1077],{},"Someone with 1 to 11 months gets the months of service, divided by 12, times the THR wage. Kelola counts whole months from the join date to the holiday date.",[532,1079,1080],{},"Someone with less than 1 month gets no THR. Someone with no join date also gets 0; enter an amount yourself.",[532,1082,1083,1084,1086],{},"The THR wage is base pay plus the recurring earnings that have ",[536,1085,829],{}," on (fixed allowances).",[532,1088,1089],{},"THR is taxed with the rest of that month's pay. It is not part of the BPJS wage.",[532,1091,1092],{},"Kelola warns you when the pay date is less than 7 days before the holiday. The law says to pay THR at least 7 days before it.",[532,1094,1095],{},"Each person gets THR only once a month. To change a THR amount, remove it and add THR for that person again.",[524,1097,1099],{"id":1098},"run-payroll-for-a-month","Run payroll for a month",[605,1101,1102,1106],{},[532,1103,722,1104,725],{},[536,1105,546],{},[532,1107,615,1108,554],{},[536,1109,81],{},[520,1111,1112,1113,1115],{},"Kelola creates a pay run with the ",[536,1114,595],{}," status and says that the month is ready to review. The pay run opens, so you can check it right away.",[520,1117,1118],{},"Kelola uses your setup as it is at this moment: your pay components, each employee's recurring pay components, the month's one-off adjustments, your payroll settings, and each employee's pay. When statutory deductions are on and your currency is Indonesian rupiah (IDR), Kelola also adds the BPJS (national social insurance) and PPh 21 (income tax) lines.",[520,1120,863],{},[529,1122,1123,1131,1137,1145,1151,1157,1167],{},[532,1124,1125,1126,1128,1129,648],{},"Each month has only one pay run. After you run it, ",[536,1127,81],{}," is off for that month, and the page says that it has already been run. To run a month again, first delete its draft. See ",[645,1130,647],{},[532,1132,1133,1134,1136],{},"If no employee has the ",[536,1135,569],{}," status and a base pay, Kelola shows an error and creates no pay run.",[532,1138,1139,1140,1142,1143,554],{},"When statutory deductions are on, the month's statutory rates need a tax reviewer's sign-off. Without one, ",[536,1141,546],{}," shows a notice that the month's statutory rates are not signed off. You can still run payroll to check the draft, but it has no BPJS or PPh 21, and you cannot finalize it. Ask a tax reviewer to sign off, then delete the draft and run the month again. See ",[552,1144,45],{"href":46},[532,1146,1147,1150],{},[536,1148,1149],{},"Days"," counts the days the employee clocked in during the month. If you run the current month before it ends, it counts only the days so far. It does not change pay.",[532,1152,1153,1154,1156],{},"A person's last pay month is the month of their ",[536,1155,577],{},", which you pick when you offboard them. Kelola includes them in that month's pay run, even if you offboard them in the next month. It leaves them out of the months after it. When statutory deductions are on, that month is their final tax month, and Kelola works out their PPh 21 for the year so far. A pay run that already exists, draft or finalized, does not change when you offboard someone or change their last working day. To use the new date in a draft, delete the draft and run the month again. For someone offboarded before Kelola asked for this date, their last pay month is the month they were offboarded.",[532,1158,1159,1160,1163,1164,1166],{},"Someone who joins or leaves partway through the month is paid for the calendar days they work: their base pay and recurring earnings are multiplied by the days worked, divided by the days in the month. The payslip shows it, for example \"Base pay (18\u002F31 days)\". One-off adjustments are not cut. BPJS for that month follows ",[536,1161,1162],{},"Charge BPJS for a partial month"," in ",[536,1165,889],{},". Someone who joins after the month ends is not in its pay run.",[532,1168,1169,1170,1173],{},"Approved unpaid leave in the month is deducted automatically, as an ",[536,1171,1172],{},"Unpaid leave"," line with the number of days. One day costs the monthly base pay plus taxable monthly earnings, divided by the days in the month. It lowers taxable income, not the BPJS wage. Leave approved after a draft was made is not in that draft: delete it and run again.",[873,1175,1177],{"id":1176},"run-december-with-statutory-deductions","Run December with statutory deductions",[520,1179,1180],{},"This section applies only when statutory deductions are on and your currency is IDR.",[529,1182,1183,1186,1201],{},[532,1184,1185],{},"Kelola creates a December pay run only when every month from your first payroll month in Kelola to November is finalized. If you did not set a first payroll month, Kelola counts from your first pay run of that year. If one of these months is missing or still a draft, Kelola shows an error and creates no pay run.",[532,1187,1188,1189,1163,1192,1194,1195,1198,1199,554],{},"If you started using Kelola partway through the year, first set ",[536,1190,1191],{},"First payroll month in Kelola",[536,1193,889],{},". Then enter the earlier months in ",[536,1196,1197],{},"Settings → Opening balances"," for the employees who joined before it. December then adds them to the months paid in Kelola. See ",[552,1200,45],{"href":46},[532,1202,1203],{},"In December, Kelola works out PPh 21 for the whole year. It adds up the finalized pay runs of that year. So finalize each month before you run the next one.",[520,1205,1206,1207,554],{},"To learn more about the December tax rules, see ",[552,1208,45],{"href":46},[524,1210,1212],{"id":1211},"check-each-payslip","Check each payslip",[520,1214,1215],{},"Only owners and admins can see a draft pay run. Employees see their payslip only after you finalize the pay run.",[605,1217,1218,1223,1237],{},[532,1219,728,1220,1222],{},[536,1221,677],{},", select the month. The pay run opens.",[532,1224,1225,1226,682,1228,690,1230,1233,1234,1236],{},"Check the list. It has one row for each payslip, with the ",[536,1227,744],{},[536,1229,1149],{},[536,1231,1232],{},"Net pay",". ",[536,1235,693],{}," at the bottom is the sum of all net pay.",[532,1238,1239],{},"Select an employee's name to see every line of their payslip. Select it again to close it.",[520,1241,1242],{},"Each payslip has these parts:",[1244,1245,1246,1259],"table",{},[1247,1248,1249],"thead",{},[1250,1251,1252,1256],"tr",{},[1253,1254,1255],"th",{},"Part",[1253,1257,1258],{},"What it shows",[1260,1261,1262,1277,1291,1300],"tbody",{},[1250,1263,1264,1270],{},[1265,1266,1267],"td",{},[536,1268,1269],{},"Earnings",[1265,1271,1272,1273,1276],{},"Base pay first, then the other earnings, such as allowances, overtime, and one-off adjustments. ",[536,1274,1275],{},"Gross pay"," is their total.",[1250,1278,1279,1284],{},[1265,1280,1281],{},[536,1282,1283],{},"Deductions",[1265,1285,1286,1287,1290],{},"Each deduction, with a minus sign. ",[536,1288,1289],{},"Total deductions"," is their sum. This part appears only when there is a deduction.",[1250,1292,1293,1297],{},[1265,1294,1295],{},[536,1296,1232],{},[1265,1298,1299],{},"Gross pay minus total deductions.",[1250,1301,1302,1307],{},[1265,1303,1304],{},[536,1305,1306],{},"Employer contributions",[1265,1308,1309],{},"What the company pays on top of pay, such as its share of BPJS. It does not lower net pay. This part appears only when there is something to show.",[520,1311,1312],{},"When a one-off adjustment has a note, the note shows under its line. Only admins see it.",[520,1314,1315,1316,554],{},"To learn what each BPJS and PPh 21 line means, see ",[552,1317,65],{"href":66},[1319,1320,1321],"tip",{},[520,1322,1323],{},"Look for a net pay below 0. It means that the deductions are bigger than the earnings. Kelola cannot finalize a pay run while any net pay is below 0.",[524,1325,647],{"id":1326},"delete-a-draft-pay-run",[520,1328,1329],{},"Delete a draft when you need to change it: for example, after you edit an adjustment, change a pay component, or update an employee's pay. You can delete only a draft. A finalized pay run can never be deleted.",[605,1331,1332,1336,1341],{},[532,1333,728,1334,1222],{},[536,1335,677],{},[532,1337,615,1338,554],{},[536,1339,1340],{},"Delete draft",[532,1342,1343,1344,1346],{},"Kelola asks you to confirm. Select ",[536,1345,1340],{}," again.",[520,1348,1349,1350,1352],{},"Kelola deletes the draft and its payslips, and confirms that the draft is deleted. Your one-off adjustments for the month stay. Select ",[536,1351,81],{}," again to create a new draft with your changes. Kelola records the deletion in the audit log.",[524,1354,1356],{"id":1355},"finalize-the-pay-run","Finalize the pay run",[520,1358,1359],{},"When every payslip is right, finalize the pay run.",[605,1361,1362,1366,1370],{},[532,1363,728,1364,1222],{},[536,1365,677],{},[532,1367,615,1368,554],{},[536,1369,626],{},[532,1371,1372,1373,1375,1376,1346],{},"Kelola asks you to confirm. Pick the ",[536,1374,1039],{},": the day the money reaches your employees. It starts on today, and it can be any day from the 1st of the month you pay to 60 days ahead. Select ",[536,1377,626],{},[1379,1380,1381],"caution",{},[520,1382,1383],{},"You cannot undo it. After you confirm, no one can edit or delete a finalized payslip.",[520,1385,845,1386,1389],{},[536,1387,1388],{},"Pay run finalized",". Then:",[529,1391,1392,1401,1406,1425,1440],{},[532,1393,1394,1395,1397,1398,1400],{},"The status changes to ",[536,1396,599],{},", and ",[536,1399,677],{}," shows the date you finalized it.",[532,1402,1403,1404,554],{},"Each employee in the pay run can see their payslip in ",[536,1405,818],{},[532,1407,1408,1409,1412,1413,1416,1417,1420,1421,1424],{},"Kelola emails each of them to say that their payslip is ready. Each email is in the employee's own ",[536,1410,1411],{},"Language"," (English if they never chose one), and it has no amounts. They also get a ",[536,1414,1415],{},"Your payslip is ready"," notification in Kelola. An employee who turned off ",[536,1418,1419],{},"Email notifications"," in their ",[536,1422,1423],{},"Preferences"," gets no email.",[532,1426,1427,1428,1430,1431,1433,1434,1233,1437,1439],{},"The payslip PDF and the bank file use the ",[536,1429,1039],{}," you picked. Before that day, employees see ",[536,1432,599],{}," on their payslip. From that day, they see ",[536,1435,1436],{},"Paid",[536,1438,677],{}," shows the pay date next to the finalize date.",[532,1441,1442],{},"Kelola records who finalized the pay run in the audit log.",[520,1444,1445],{},"When the pay run has statutory deductions, its detail shows which rate set was used, who signed it off, and when.",[873,1447,1449],{"id":1448},"finalize-without-a-sign-off","Finalize without a sign-off",[520,1451,1452,1453,1456],{},"If a draft was made while statutory deductions were on but the rates were not signed off, its detail says ",[536,1454,1455],{},"No statutory deductions in this run",". Kelola does not finalize it and shows an error. This stops a pay run with missing BPJS and PPh 21 from becoming the record of what you paid.",[520,1458,1459,1460,1163,1463,1465],{},"To fix it, ask a tax reviewer to sign off the rates. Then delete the draft and run payroll again. If you really want to pay this month without statutory deductions, turn off ",[536,1461,1462],{},"Calculate statutory deductions",[536,1464,889],{}," first, then delete the draft and run it again.",[873,1467,1469],{"id":1468},"avoid-a-negative-net-pay","Avoid a negative net pay",[520,1471,1472],{},"If any payslip has a net pay below 0, Kelola does not finalize the pay run. It shows an error, and the pay run stays a draft.",[520,1474,1475,1476,1478],{},"To fix it, lower that employee's deductions. For example, edit or remove a one-off adjustment, or change a recurring pay component. Then delete the draft pay run (see ",[645,1477,647],{}," above) and run payroll again.",[520,1480,1481,1482,1484],{},"To prevent it, check each employee's deductions before you select ",[536,1483,81],{},". That includes their recurring pay components, their one-off adjustments, and statutory deductions.",[524,1486,1488],{"id":1487},"export-the-file-for-your-bank-and-accounting","Export the file for your bank and accounting",[520,1490,1491],{},"The bank and accounting export is a CSV file (a simple spreadsheet file). It holds each employee's bank details and pay.",[605,1493,1494,1498],{},[532,1495,728,1496,1222],{},[536,1497,677],{},[532,1499,615,1500,633,1502,554],{},[536,1501,632],{},[536,1503,636],{},[520,1505,1506,1507,1511],{},"Kelola downloads a file with a name like ",[1508,1509,1510],"code",{},"payroll-2026-09.csv",". You can export a draft or a finalized pay run. Export after you finalize, so that the file matches the locked pay run.",[520,1513,1514,1515,1517,1518,1520],{},"The file has one row for each payslip, sorted by name. The column names are in the ",[536,1516,1411],{}," you chose in ",[536,1519,1423],{},". The table below gives them in English.",[1244,1522,1523,1533],{},[1247,1524,1525],{},[1250,1526,1527,1530],{},[1253,1528,1529],{},"Column",[1253,1531,1532],{},"What it holds",[1260,1534,1535,1542,1549,1557,1565,1581,1589,1597,1605],{},[1250,1536,1537,1539],{},[1265,1538,681],{},[1265,1540,1541],{},"The month, such as 2026-09.",[1250,1543,1544,1546],{},[1265,1545,744],{},[1265,1547,1548],{},"The employee's name.",[1250,1550,1551,1554],{},[1265,1552,1553],{},"Email",[1265,1555,1556],{},"The employee's work email.",[1250,1558,1559,1562],{},[1265,1560,1561],{},"Bank, Account number, Routing \u002F SWIFT",[1265,1563,1564],{},"The bank details on the employee's record at the moment you download the file. They are empty if no one filled them in.",[1250,1566,1567,1570],{},[1265,1568,1569],{},"Tax ID",[1265,1571,1572,1573,1576,1577,1580],{},"The employee's ",[536,1574,1575],{},"National tax ID",", or their ",[536,1578,1579],{},"NPWP (tax ID)"," if that is the only one on their record. Kelola reads it at the moment you download the file. It is empty if neither is filled in.",[1250,1582,1583,1586],{},[1265,1584,1585],{},"Currency",[1265,1587,1588],{},"Your currency code, such as IDR.",[1250,1590,1591,1594],{},[1265,1592,1593],{},"Base pay, Gross pay, Deductions, Net pay",[1265,1595,1596],{},"The payslip's amounts.",[1250,1598,1599,1602],{},[1265,1600,1601],{},"Days worked",[1265,1603,1604],{},"The days the employee clocked in that month.",[1250,1606,1607,1610],{},[1265,1608,1609],{},"Reference",[1265,1611,1612],{},"A payment reference, such as \"Payroll 2026-09\". It stays in English in every language, so any bank can read it.",[520,1614,1615,1616,554],{},"The amounts have no currency symbol and no thousands separator. They always use a dot before the decimals, for example 1108000 for IDR. This lets a bank or an accounting system read them. See ",[552,1617,25],{"href":26},[520,1619,863],{},[529,1621,1622,1625,1628,1631,1634,1637],{},[532,1623,1624],{},"Kelola does not send money. You pay your team through your bank.",[532,1626,1627],{},"The file is a plain CSV file. It is not in the upload format of any one bank. For your bank's format, download a bank file instead (see below).",[532,1629,1630],{},"The file has totals only. It does not list each pay component, each tax line, or the employer contributions. To see those, open the payslip.",[532,1632,1633],{},"The file holds bank details and pay, so keep it safe. Kelola never emails it. You can only download it.",[532,1635,1636],{},"Kelola records each export in the audit log.",[532,1638,1639,1640,1643,1644,805,1647,1650,1651,554],{},"This file is not the same as the files on ",[536,1641,1642],{},"Reports",", such as the ",[536,1645,1646],{},"Accounting CSV",[536,1648,1649],{},"Payroll CSV",". Those files hold only days and minutes, such as days worked and leave days. They hold no money. See ",[552,1652,85],{"href":86},[873,1654,1656],{"id":1655},"download-a-bank-file","Download a bank file",[520,1658,1659,1660,554],{},"If you added a bank file template, you can download the pay run in your bank's format. See ",[552,1661,45],{"href":46},[605,1663,1664,1668,1677],{},[532,1665,728,1666,1222],{},[536,1667,677],{},[532,1669,615,1670,1672,1673,1676],{},[536,1671,632],{},", then the ",[536,1674,1675],{},"Bank file"," item with your template's name.",[532,1678,1679,1680,1683,1684,554],{},"If some data is missing or does not fit the format, Kelola lists the problems first, for example \"Account holder name: empty (3 people)\". Fix the data on ",[536,1681,1682],{},"Settings → Bank data",", or select ",[536,1685,1686],{},"Download anyway",[520,1688,1689,1690,1693],{},"The file name, the separator and the amount format come from the template. Kelola records each download in the audit log, with the template's name and version. A template with the ",[536,1691,1692],{},"Unverified"," label has not been checked against the bank's own sample file. Test the first file with your bank before you rely on it.",[524,1695,1697],{"id":1696},"download-payslip-pdfs","Download payslip PDFs",[605,1699,1700,1704],{},[532,1701,728,1702,1222],{},[536,1703,677],{},[532,1705,1706],{},"Select the download icon on the employee's row.",[520,1708,1709],{},"Kelola downloads that employee's payslip as a PDF file. You can download a payslip from a draft or a finalized pay run.",[520,1711,1712],{},"To download every payslip at once:",[605,1714,1715,1719],{},[532,1716,728,1717,1222],{},[536,1718,677],{},[532,1720,615,1721,554],{},[536,1722,1723],{},"Download all PDFs",[520,1725,1726,1727,1730,1731,1734,1735,554],{},"Kelola downloads one ZIP file (a single file that holds many files) with a name like ",[1508,1728,1729],{},"payslips-2026-09.zip",". A draft pay run's ZIP file ends with ",[1508,1732,1733],{},"-draft",". Inside, each PDF has the same name as when you download it alone. When two employees have the same name, the second file ends with ",[1508,1736,1737],{},"-2",[529,1739,1740,1750,1758,1763,1769,1786],{},[532,1741,1742,1743,1746,1747,1749],{},"A PDF from a draft pay run is marked as a draft. It has a ",[536,1744,1745],{},"DRAFT"," watermark on every page and a note at the top that says the amounts can still change. It has no pay date, and its file name ends with ",[1508,1748,1733],{},". The mark is in the PDF's language. Share a PDF only after you finalize the pay run.",[532,1751,1752,1753,1576,1755,1757],{},"The PDF shows the employee's tax ID under their name: their ",[536,1754,1575],{},[536,1756,1579],{}," if that is the only one on their record. It is left out when neither is filled in.",[532,1759,1760,1762],{},[536,1761,1723],{}," works for a pay run with up to 100 payslips. For a bigger pay run, the button is turned off, and you download the payslips one at a time.",[532,1764,1765,1766,1768],{},"Kelola records each ",[536,1767,1723],{}," in the audit log, like the CSV export.",[532,1770,1771,1772,1775,1776,1779,1780,1783,1784,554],{},"The ",[536,1773,1774],{},"Currency & number format"," settings, including ",[536,1777,1778],{},"Payslip language",", decide the PDF's language and how it writes amounts. You find them in ",[536,1781,1782],{},"Settings → Company",". See ",[552,1785,25],{"href":26},[532,1787,1788,1789,554],{},"After you finalize, each employee can download their own payslip too. See ",[552,1790,65],{"href":66},[524,1792,1794],{"id":1793},"answer-questions-about-payslips","Answer questions about payslips",[520,1796,1797,1798,1801,1802,1805],{},"After you finalize a pay run, an employee can ask a question about their payslip from ",[536,1799,1800],{},"My payslips",". Only owners and admins get the question. A person with the ",[536,1803,1804],{},"Manager"," role does not.",[520,1807,1808,1809,1811,1812,1814,1815,554],{},"Kelola tells each owner and admin with a notification, and with an email if their ",[536,1810,1419],{}," is on. The email names the employee and the month, but not the question. In ",[536,1813,677],{},", a month with open questions shows a label such as ",[536,1816,1817],{},"1 open",[605,1819,1820,1825,1832,1839],{},[532,1821,728,1822,1824],{},[536,1823,677],{},", select the month. The pay run opens. A payslip with an open question shows the same label next to the employee's name.",[532,1826,1827,1828,1831],{},"Scroll down to ",[536,1829,1830],{},"Questions from employees",". Open questions are at the top.",[532,1833,1834,1835,1838],{},"Read the question. If you want, write a short answer in ",[536,1836,1837],{},"Reply (optional)",". You can use up to 1,000 characters.",[532,1840,615,1841,554],{},[536,1842,1843],{},"Mark resolved",[520,1845,1846,1847,1850,1851,1853],{},"Kelola marks the question ",[536,1848,1849],{},"Resolved"," and tells the employee with a notification and an email. They read your answer on ",[536,1852,1800],{},". The email does not include your answer.",[520,1855,863],{},[529,1857,1858,1861,1867],{},[532,1859,1860],{},"You cannot reopen or edit a resolved question. The employee can ask a new one.",[532,1862,1863,1864,648],{},"An answer does not change the payslip. To fix an amount, see ",[645,1865,1866],{},"Correct a finalized payslip",[532,1868,1869],{},"Kelola records who resolved each question in the audit log. It does not record the answer itself.",[524,1871,1866],{"id":1872},"correct-a-finalized-payslip",[520,1874,1875],{},"A finalized payslip never changes. To correct a mistake, add a one-off adjustment to a later month, before you run that month.",[520,1877,1878,1879,1881],{},"For example, you paid an employee 100,000 too little in September. Before you run October, choose October and add an ",[536,1880,758],{}," of 100,000 for that employee.",[524,1883,1885],{"id":1884},"next-steps","Next steps",[529,1887,1888,1892,1896,1900],{},[532,1889,1890],{},[552,1891,65],{"href":66},[532,1893,1894],{},[552,1895,85],{"href":86},[532,1897,1898],{},[552,1899,89],{"href":90},[532,1901,1902],{},[552,1903,45],{"href":46},{"title":1905,"searchDepth":1906,"depth":1906,"links":1907},"",2,[1908,1909,1910,1911,1918,1919,1922,1925,1926,1927,1931,1934,1935,1936,1937],{"id":526,"depth":1906,"text":527},{"id":588,"depth":1906,"text":589},{"id":651,"depth":1906,"text":652},{"id":706,"depth":1906,"text":707,"children":1912},[1913,1915,1916,1917],{"id":875,"depth":1914,"text":876},3,{"id":901,"depth":1914,"text":902},{"id":929,"depth":1914,"text":930},{"id":951,"depth":1914,"text":952},{"id":966,"depth":1906,"text":967},{"id":1005,"depth":1906,"text":1006,"children":1920},[1921],{"id":1068,"depth":1914,"text":1069},{"id":1098,"depth":1906,"text":1099,"children":1923},[1924],{"id":1176,"depth":1914,"text":1177},{"id":1211,"depth":1906,"text":1212},{"id":1326,"depth":1906,"text":647},{"id":1355,"depth":1906,"text":1356,"children":1928},[1929,1930],{"id":1448,"depth":1914,"text":1449},{"id":1468,"depth":1914,"text":1469},{"id":1487,"depth":1906,"text":1488,"children":1932},[1933],{"id":1655,"depth":1914,"text":1656},{"id":1696,"depth":1906,"text":1697},{"id":1793,"depth":1906,"text":1794},{"id":1872,"depth":1906,"text":1866},{"id":1884,"depth":1906,"text":1885},"Create a month's pay run, check each payslip, then finalize it and export the file for your bank.","md",{},{"title":81},{"title":81,"description":1938},"X4uIkVLnBfNIb2bOqu-d6HUXZf8KANVDy8g7FAyc_zk",[1945,1946],{"title":77,"path":78,"stem":79,"children":-1},{"title":85,"path":86,"stem":87,"children":-1},1793323817782]