Maintain Payroll records

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Step 1: Verify and Finalize Payroll Entries

1. Confirm All Payroll Entries Are Submitted
   • Go to HR > Payroll Entry > Payroll Entry List and ensure each payroll period has status Submitted or Closed/Paid.
   • Any entry left in Draft or Pending Approval must be finalized before archiving.
2. Generate and Distribute Payslips
   • Confirm that all payslips have been created, submitted, and emailed.
   • If any payslip errors exist, correct underlying data, regenerate payslips, and redeploy before proceeding.

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Step 2: Archive Payroll Data

1. Archive Payroll Entries
   • In each submitted Payroll Entry, click Menu > Mark as Closed (or Paid) to lock records from further edits.
   • This ensures no accidental changes are made to historical data.
2. Store Bank Transfer Files
   • After salary disbursement, download the bank transfer CSV or confirmation PDF and attach it to the Payroll Entry under Attachments.
   • This file acts as proof of payment and should be retained alongside the payroll entry.
3. Archive Payslip PDFs
   • Navigate to HR > Salary Slip > Salary Slip List, filter by the payroll period, and click Download Payslips to retrieve all PDFs in a ZIP.
   • Save that ZIP in a secure shared folder (e.g., “Payroll Archive > 2025 > July”).
   • In the CGIC App, attach summary reports or the ZIP file itself to a custom doctype (e.g., “Payroll Archive”) if you prefer centralized retrieval.

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Step 3: Maintain Audit Trails

1. Enable Audit Logging
   • Under Setup > System Settings, verify that Track Changes is enabled for both Payroll Entry and Salary Slip doctypes.
   • This ensures every create/edit/submit action is logged with timestamp and user.
2. View History When Needed
   • To inspect a record’s change log, open a specific Payroll Entry or Salary Slip and click Menu > View History.
   • Use Show Changes to compare field values over time (e.g., see when deduction rates or net pay were altered).
3. Record Manual Adjustments
   • If post-closure adjustments are required (e.g., a retroactive pay correction), create a Post-Payroll Adjustment Entry under HR > Payroll Adjustment.
   • In the entry, reference the original Payroll Period and explain the reason. The CGIC App logs this as a separate journal.

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Step 4: Secure and Backup Payroll Records

1. Set Permissions
   • Under Setup > Permission Manager, ensure only Payroll Manager, Accounts Manager, and System Manager roles have Read/Write on payroll doctypes.
   • Restrict Employee Self-Service to Read Only (own payslip) so employees cannot modify historical data.
2. Export for Offsite Backup
   • Periodically (e.g., quarterly), export all payroll data:
     • Payroll Entry: CSV or JSON via Menu > Export.
     • Salary Slip: Bulk‐download as ZIP.
   • Store these exports in a secure offsite repository (cloud storage or an encrypted network share) to guard against data loss.
3. Perform Regular Data Integrity Checks
   • Every six months, run a Payroll Reconciliation Report comparing totals from CGIC App against your accounting system.
   • Identify and address any discrepancies promptly to prevent audit issues.

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Step 5: Retrieve Historical Payroll Records

1. Use List Filters to Locate Old Payrolls
   • In HR > Payroll Entry > Payroll Entry List, remove default filters, then sort by Payroll Period or Status to display closed records.
   • Apply filters such as Period = “March 2024” to narrow the search.
2. Query Salary Slips by Employee
   • In HR > Salary Slip > Salary Slip List, filter by Employee and Period Range to view that employee’s payslips across multiple cycles.
   • Export the filtered list to CSV if you need a consolidated view.
3. Generate Historical Reports
   • Under HR > Reports > Payroll Register Report, set the date range to include past periods (e.g., January–December 2023).
   • Click Refresh to compile a full year report, then export to PDF or CSV for analysis or submission.