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Daily workers

Daily workers are paid a fixed wage for each day they are present. You mark attendance per day, then pay that day's present workers with a daily salary voucher.

1. Designations

HR Payroll › Daily Setup (Designations tab): add the job titles you use, for example Mason, Helper, Driver. New companies start with one designation, Labor. Use the edit and delete icons on the list to change or remove one; a designation that workers use can't be deleted.

2. Workers

HR Payroll › Daily Employees › Add (it warns you, with a link, when no designation exists yet):

  • Employee Code (suggested from Code Setting, for example DE/26/000001; you can change it) and Employee Name (unique)
  • Daily Designation and Daily Wage (more than zero)
  • Currency of the wage
  • Personal details: Gender, Date of birth, Marital Status, Mobile Number, Phone Number, Email, Address, Qualification, Joining Date, Photo
  • Active: inactive workers are left out of attendance

A worker with attendance or salary records can't be deleted; untick Active instead.

3. Attendance

HR Payroll › Daily Payroll › Attendance › Add:

  1. Choose the date (it starts in the month chosen at the top of Daily Payroll). Active workers are listed.
  2. For each worker choose Present or Absent. Every worker needs one: a worker left at Choose would not be paid, so saving is refused until each line is chosen.
  3. Save.

Once a day's wages are on a salary voucher, that day's attendance can't be changed or deleted. Delete the voucher first.

The Attendance tab lists the recorded days of the chosen month with how many were Present and Absent. Click a day's edit icon to open it and change it.

HR Payroll › Daily Payroll › Salary Voucher › Add:

  1. Choose the Salary Date. Workers marked Present that day are listed with their Wages; absent workers aren't paid, so they aren't listed. When the list is empty a message says why: no attendance was recorded for that date (record it on the Attendance tab first), or nobody was present.
  2. Choose Paid or Unpaid on every line. Each line starts at Choose Status, and you can't save until every line has one.
  3. Choose Paid Through (the cash or bank account), the Project and the Voucher Date, and enter a Note (required). Reference No is optional: your own reference for the payment, for example a receipt or transfer number (50 characters at most). It shows on the Salary Voucher list.
  4. Save as Draft (nothing is posted and nothing is paid yet) or Save and Post (needs the approve permission). A draft is posted later with the check icon on the Salary Voucher list. Choosing a Salary Date whose voucher is already posted saves it posted again. See Draft and approved documents.

Each line's wage is in the worker's own currency (shown next to the amount when it isn't the base currency). The voucher is in the base currency: each wage is converted at the worker's exchange rate, and the Total row is the base-currency total of the Paid lines.

Only Paid lines are posted: their total is posted, in the base currency, as salary expense against the cash or bank account. Unpaid marks a worker who was present but hasn't been paid yet. It posts nothing, so it doesn't reduce cash and isn't shown as money owed. It keeps a record of who still has to be paid that day. Pay them later by switching the line to Paid in Edit, or by choosing the same Salary Date again in Add.

A date in a closed period is refused. If the paid total would make a cash account negative, the voucher is refused while Negative Cash is off. While it's on, you're asked to confirm.

5. Editing a salary voucher

HR Payroll › Daily Payroll › Salary Voucher › Edit lists the voucher's workers. You can change each worker's Paid / Unpaid status, the Project, the Date, the Reference No and the Note (the Note is required). The Salary Date and the wages come from that day's attendance and can't be changed. On Update, the paid total is worked out again; a posted voucher is posted again, which needs the approve permission, while a draft stays a draft (or is posted with Save and Post). The same closed-period and Negative Cash rules apply.

Delete removes the voucher, its lines and its postings together, so the cash or bank account and the salary expense go back to what they were before the voucher.

The Daily Salary Report lists what was paid per worker and day, in the base currency; a wage in another currency also shows its own amount and exchange rate. Its Total Paid adds only the Paid lines; lines left Unpaid are totalled separately. To give each worker a printed payslip, use Payslips on the Salary Voucher tab (see Payslips).