The most frequently asked questions about the Payroll module, grouped by reader.

Setup

• Where do I start? In this order: Salary Grades → Payroll Template → Pay Period. Don't create a real pay period until the template has run correctly on a test period.
• Does each branch need its own template? Only if the calculation method differs. If it is the same, one template assigned to multiple branches is enough.
• Is it a problem to rename an allowance type? There is a risk — the keyword is generated from the name, and formulas already written reference that keyword. Name it correctly from the start.
• Can I calculate piece-rate pay? Yes, but there is no built-in pay type for it — you have to build it with formula columns. See article B9-08.
• Does the system calculate insurance automatically? No. The variable library only has variables that classify income as subject to social insurance and not subject to social insurance; the deduction columns must be built yourself with formulas. See article B9-07.
• Does the system calculate personal income tax automatically? Yes — there is a Personal income tax payable variable. But the company must verify on its own that the result complies with current law before using it for real. See article B9-06.

Running a pay period

• The Approve & lock button is grayed out? There are still employees that need attention. Resolve all rows labeled Review first.
• Someone's salary is 0? That person's profile has no salary amount entered. Go to HR, fix it, then click Reload payroll.
• I updated the profile but the payroll hasn't changed? You must click Reload payroll to reload the source data.
• Can a locked payroll be reopened? Yes, but it should be an exception with a documented reason. If the money has already been transferred, handle the difference in the next period instead of editing the old one. See article B9-11.
• Employees can see draft figures while the payroll is being prepared? Turn on Hide payslips throughout the process, and only turn it off after the payroll is locked.

Reconciliation and errors

• Where do I check when the payroll doesn't match the timesheet? Follow the six layers in article B9-18. Most cases stop at the timesheet or at requests that haven't been approved.
• What does a cell showing `#NAME?` mean? The formula references a keyword that doesn't exist. It must be fixed before publishing — error cells appear directly on employees' payslips.
• How many people should I reconcile? At minimum: review every row in the Variance Report tab, plus five randomly selected people calculated fully by hand.
• Should I overwrite values directly on the payroll? Only in truly exceptional cases, and you must record a reason. Overwriting to compensate for a formula error will make the error recur in every subsequent period.

Bank transfers and payslips

• My company's bank doesn't have a ready-made template? Only VPBank and VCB templates are available. Use Export with column options, then arrange the columns to match your bank's template.
• Which three figures must match before transferring money? The total net pay on the payroll, the total in the transfer file, and the total the bank reports after the file is uploaded.
• Employees can't see their payslips yet? Check whether Hide payslips has been turned off, and whether the period has been approved and locked.
• A payslip has a confusing line? Line names come from the column headers in the payroll template. Rename columns so they are easy to understand and hide unnecessary intermediate columns.

Security

• Who can view the payroll? Three layers of control: access group, the Permissions field of each template, and branch scope. See article B9-15.
• Can a branch manager view the payroll of other branches? They shouldn't. Specify this clearly in the Permissions field of each payroll template.
• Who edited the payroll? See the period's Audit Log tab. The log is only meaningful when each person uses their own account.

For employees

• My pay is less than I expected? Check four things per article B9-17: working days, days off, whether requests have been approved, and any salary advances being deducted.
• Can I view payslips from previous months? Yes, select the month on the Payslip screen. It's a good idea to download and keep a copy each month.
• Can my coworkers see my salary? No. Only you and the people the company has granted permission to, usually HR and payroll accounting.
• Who do I send questions to? Through the channel your company specifies, usually a request type in the Requests section. Include the pay period, the specific line, the figure you see, and your reasoning.

Regarding legal figures — insurance rates, tax brackets, deduction amounts, minimum wage — this document is not a legal reference source. Tanca provides the calculation tool; calculating correctly according to regulations is the company's responsibility. Please ask your company's accounting or legal department.