Set your currency and number format
Choose your currency, how Kelola writes amounts, and the language of the payslip PDF.
Tell Kelola which currency your company pays in and how to write an amount. Kelola uses this format for the amounts on the payroll screens and on every payslip PDF. You also choose the language of the payslip PDF, and whether it writes out the net pay in words.
Before you start
- You need the Owner or Admin role.
- This is one setting for the whole company. Everyone in your company sees amounts in this format.
- Set it before your first pay run. The currency and the decimal places also change how Kelola calculates pay. The last section of this page explains how.
Set the format
- Open Settings → Company. The Company setup page opens.
- Go to the Currency & number format card.
- In Currency, choose the currency you pay in. Kelola fills in the symbol, the symbol position, the space after the symbol, the decimal places, and the two separators for that currency.
- Change any other setting you need. The next section explains each one.
- Check the Preview. It shows a sample amount, 1,108,000, in your format.
- Select Save changes.
Kelola confirms with Currency format saved.
The Thousands separator and the Decimal separator must be different. If they are the same, Kelola does not save your changes and shows a message under Decimal separator.
What each setting does
| Setting | What it does | Default |
|---|---|---|
| Payslip language | The language of the payslip PDF. Choose English, Bahasa Indonesia, 简体中文 or 繁體中文. | English |
| Currency | The currency you pay in. Choose a common currency, or any other currency by its ISO 4217 code (the international three-letter code, such as THB). A common currency fills in the next six settings, but not Amount in words. Any other currency fills in only the symbol and decimal places. You can still change them. | Indonesian Rupiah (IDR) |
| Symbol | The sign next to each amount, such as Rp or $. Up to 8 characters. | Rp |
| Symbol position | Before the number (Rp1.000) or After the number (1.000Rp). | Before the number |
| Space after the symbol | Puts a space between the symbol and the number (Rp 1.000). | Off |
| Decimal places | How many digits come after the decimal separator, from 0 to 4. | 0 |
| Thousands separator | The mark that groups digits in threes: Dot (.), Comma (,), Space, Apostrophe ('), or None. | Dot (.) |
| Decimal separator | The mark before the decimals: Dot (.) or Comma (,). | Comma (,) |
| Amount in words | Writes out the net pay in words on the payslip PDF: Off, Indonesian (terbilang), or English. | Indonesian (terbilang) |
Two limits to know:
- The payslip PDF prints letters and the signs $, €, £, and ¥. When it cannot print your sign, it prints the currency code instead, for example INR 1,108,000.00.
- Kelola keeps every amount to two decimal places. If you choose 3 or 4 decimal places, the extra digits always show 0.
The currencies you can choose
The list shows these common currencies first, each with its own format. The example shows the preview amount in that format.
| Currency | Example |
|---|---|
| Indonesian Rupiah (IDR) | Rp1.108.000 |
| US Dollar (USD) | $1,108,000.00 |
| Singapore Dollar (SGD) | S$1,108,000.00 |
| Malaysian Ringgit (MYR) | RM1,108,000.00 |
| Euro (EUR) | €1.108.000,00 |
| British Pound (GBP) | £1,108,000.00 |
| Japanese Yen (JPY) | ¥1,108,000 |
Choose any other currency
Below the common currencies, the list has All other currencies. It holds every currency in use today, by its ISO 4217 code. Type a name or a code to find one.
When you choose one of these:
- Kelola shows Custom currency: check the symbol and decimals under the field.
- Symbol and Decimal places come from your browser. For example, THB gets ฿ and 2 decimal places. When your browser has no sign for the currency, the symbol is the code, with a space, such as KWD 1,108,000.000.
- The other settings keep what you chose before. Check them in the preview.
- Amount in words ends with the currency code, for example "… THB", because Kelola has no word for the currency.
Kelola accepts only a real currency code. A code that is not on the list shows Pick a currency from the list.
Choose the payslip language and amount in words
- Payslip language sets the language of the payslip PDF: its headings, its labels, and its dates. You can choose English, Bahasa Indonesia, 简体中文 (Simplified Chinese) or 繁體中文 (Traditional Chinese).
- It does not change the screens. Each person sees Kelola in their own Language, which they choose in their preferences.
- Amount in words adds one line under the net pay on the PDF. The line has the label Amount in words on an English payslip and Terbilang on an Indonesian one. For example, Rp1.108.000 becomes "Satu juta seratus delapan ribu rupiah."
- The currency sets the currency words, such as rupiah, dollars and cents, or ringgit.
- The words appear only on the PDF and in the Preview. They do not appear on screen.
- The two settings are separate. By default, the PDF is in English but writes the amount in Indonesian words. To get one language on the whole PDF, change one of the two settings.
Where your format appears
- Payroll: each pay run's total net pay, each payslip's net pay and its lines, and one-off adjustments.
- My payslips: each employee's own payslips.
- Payroll setup: the fixed amounts of your pay components.
- The payslip PDF: every amount, and the amount in words.
- The bank and accounting export (Export CSV on a pay run). This file uses only your currency code and your decimal places. It has no symbol and no thousands separator, and it always uses a dot before the decimals, so a bank or an accounting system can read it. For example, 1108000 for IDR or 1108000.00 for USD.
Reports does not show money. Its Accounting CSV and Payroll CSV hold days and minutes only.
Check what a change affects
A saved change shows right away on screens and on new pay runs. Pay runs made before the change keep the format and payslip language they were made with, so their payslips, PDFs and exports never change. Kelola records every change in the audit log.
Changing the currency does not convert any money. Each amount keeps its number, and only the symbol and format change. For example, a base pay of Rp8.500.000 would show as $8,500,000.00. Choose the right currency before you enter salaries.
When you change the Currency and select Save changes, Kelola asks first, in a box titled Change the currency? It shows:
- One amount in the old and the new currency, for example Rp8.500.000 and $8,500,000.00.
- That pay runs that already exist, draft or finalized, keep the currency they were made with. To use the new currency in a draft, delete it and run payroll again.
- How many employees have pay details, and how many draft pay runs keep the old currency.
Select Change currency to save, or Cancel to keep the old currency. Then check the amounts in Payroll setup and on each employee's pay. A change to the symbol, the separators or the decimal places alone saves without this question.
Two settings also change how Kelola calculates pay:
- Decimal places sets how Kelola rounds pay. When you run payroll, Kelola rounds the base pay, and each earning and deduction from your pay components and one-off adjustments, to this number of decimal places. With 0, it rounds to whole units, such as whole rupiah. A new value applies only to pay runs you create after you save it.
- Currency decides whether Kelola adds statutory deductions: BPJS (health and employment insurance) and PPh 21 (income tax). It adds them only when the currency is Indonesian Rupiah (IDR). With any other currency, a pay run has no BPJS or PPh 21 lines, even when Calculate statutory deductions is on in Payroll setup. Payroll setup and Payroll then show a notice that says why.