Axpert ERP — Payroll Module

Payroll Module

End-to-end employee payroll processing for the DRC statutory environment — covering Payroll Setup, Employee Masters, Attendance, Quinzaine advances, and Additional Payments with full CNSS, ONEM, and IPR tax compliance.

16 Screens

Currency CDF (Local)

Tax CNSS · ONEM · IPR

⚙️ Payroll Setup 👤 Employee Master 📋 Attendance 🗒️ Monthly Salary 🏖️ Conge Salary 📄 Final Settlement 📝 Loan Request 📑 Quick Reference

Module Overview

The Payroll Module manages the complete payroll lifecycle for all employee categories. It is built around DRC labour law: salaries are expressed per working day, tax rates (CNSS, ONEM, IPR) are applied automatically, and the system supports both a mid-month Quinzaine advance and end-of-month full payroll processing.

Recommended Setup Order

Before processing any payroll transactions, configure the system in the following sequence to ensure all downstream calculations are correct.

Step	Screen	Purpose
1	Payroll Setup	Define salary base, allowance percentages, OT rates, tax rates (CNSS, ONEM, IPR brackets)
2	Department Master	Create department codes used when assigning employees
3	Designation Master	Create job designation codes used in Employee Master
4	Employee Master	Register employees with personal details, job/salary category, and bank information
5	Attendance	Enter monthly attendance data (leave, OT, absent days) per pay period
6	Quinzaine	Record mid-month advance amounts for eligible employees
7	Additional Payments	Record bonuses, primes, or other supplementary payments outside the regular payroll
8	Monthly Salary	Process the full monthly payroll for each employee — calculates gross pay, all allowances, and all statutory deductions
9	Salary Posting (Tax Details)	Post the payroll journal entries to the Finance module ledgers after the monthly salary is finalised
10	Conge Salary	Process annual leave (congé) payroll for employees taking paid leave
11	Final Settlement	Calculate and process full and final settlement amounts for departing employees
12	Loan Request	Register employee loan or advance requests with repayment schedules
13	Loan Payment	Disburse approved loan amounts to employees from a selected cash/bank account
14	Loan/Advance Settlement	Record early or full repayment of outstanding employee loans or advances
15	Loan Entry (Multiple Employee)	Batch-enter loan amounts for multiple employees under a single loan type in one document

Key Concepts

Salary per Day. The payroll engine calculates gross pay by multiplying the employee's daily rate (derived from their Category Basic) by actual working days present. All allowances (Logement, Transport, Seniority) are computed as percentages of this daily rate.

Employee Category. Each employee belongs to a category (e.g. MO, Q1, CC3) that defines their Tension coefficient and Basic daily rate. The system derives the employee's gross salary from this category automatically once it is selected on the Employee Master.

IPR (Tax on Professional Income). IPR is a progressive income tax applied in monthly brackets. The system uses the IPR Tariff table to determine which bracket applies to each employee's net taxable income and deducts accordingly, with a reduction for dependent children.

ℹ️

Statutory ContributionsCNSS Employee (5%) and CNSS Employer (13%) contributions are calculated on gross salary. ONEM (0.20%) is an employer-only contribution. All rates are configured centrally in Payroll Setup and apply uniformly across all employees.

01

Payroll Setup

Payroll›Setup›Payroll Setup

Payroll Setup is the central configuration screen for the entire payroll module. It defines the per-day salary base, all allowance and overtime percentages, statutory tax rates, IPR tax brackets, and the full employee category wage table. These values are applied system-wide to every payroll calculation.

Pay Components

The left panel of the setup form defines the core salary structure and allowance rates.

Pay Component Fields

Field Name	Description	Required
Salary (Per Day)	The base daily salary rate in local currency (CDF) for the lowest category (MO). All category basic amounts are derived from this value multiplied by each category's Tension coefficient.	Yes
Seniority Allowance (%)	Percentage of basic salary paid as a seniority supplement. Only applies to employees who have been with the company for more than one year. Set to 0.00 if not applicable.	Yes
Logement Allowance (%)	Housing allowance as a percentage of basic salary, paid to all eligible employees. Set to 30.00 by default.	Yes
Syndicate (%)	Union (syndicate) contribution percentage. This field is only active if the number of employees exceeds 25; otherwise it is set to 0.00.	Cond
Circumstantial Leave Salary (2/3)*	The fraction of daily salary paid during circumstantial (force majeure) leave, as required by DRC labour law. Defaults to 0.6667 (two-thirds).	Yes
Work (%) on Leave Days	Percentage of daily salary payable when an employee works on a normally scheduled leave day. Typically 200%.	Yes
OT (%) Jour	Overtime rate for daytime overtime hours, expressed as a percentage of the daily rate. Typically 130%.	Yes
OT (%) Nuit/Ferie/Dimanche	Overtime rate for night, public holiday, or Sunday hours, expressed as a percentage of the daily rate. Typically 160%.	Yes
Transport Allowance (Per Day)	Fixed daily transport allowance in local currency (CDF). This is a flat amount, not a percentage, and is applied for each day an employee is present.	Yes

Tax Details

The right panel defines statutory tax and contribution rates applied across the payroll.

Tax Detail Fields

Field Name	Description	Required
CNSS Employee (%)*	Employee's share of the National Social Security (CNSS) contribution, deducted from gross salary. Standard rate is 5%.	Yes
CNSS - Employer (%)*	Employer's share of the CNSS contribution, borne by the company. Standard rate is 13%. This is a cost to the employer and does not reduce the employee's net pay.	Yes
ONEM (%)	Contribution to the National Employment Office (ONEM), paid entirely by the employer. Standard rate is 0.20%.	Yes
IPR Max Children Limit*	The maximum number of dependent children that qualify for IPR tax deduction. Children beyond this limit do not reduce the IPR liability further. Default is 9.	Yes
IPR Deduction (% per child)*	Percentage reduction in IPR tax for each qualifying dependent child. Default is 2% per child, applied up to the Max Children Limit.	Yes

Employee Category Tab

The Employee Category tab lists all wage categories recognised by the company, derived from the DRC professional classification system. Each row defines the basic daily rate for that category based on the Tension coefficient applied to the base Salary (Per Day).

Employee Category Grid Fields

Column	Description	Required
Category Code*	Unique code identifying the wage category (e.g. MO, Q1, CC3, SCC1). Used as the lookup key when assigning a category to an employee.	Yes
Category Name*	Full descriptive name for the category (e.g. MANOEUVRE, QUALIFIE, CADRES DE COLLABORATION).	Yes
Tension*	Wage coefficient applied to the base daily salary. For example, a Tension of 2.37 for Q1 means the daily rate is 2.37 × base salary (14,500) = 34,365 CDF.	Yes
Basic	System-calculated daily basic salary for this category = Tension × Salary (Per Day). Read-only — updates automatically when the base rate changes.	Auto
Annual Leave (in Days)	Number of paid annual leave days allocated to this category. Leave entitlement can vary by category per company policy.	No
Costrate (Per Hour)	Hourly cost rate used for project costing or time-sheet integrations. Optional; leave at 0.00 if not used.	No
Final Settlement Days	Number of days used in final settlement calculations upon employee termination. Typically aligned with contractual notice periods.	No
Seniority Days	Minimum number of days of service before seniority allowance begins to apply for employees in this category.	No

IPR Tariffs Tab

This tab defines the progressive income tax brackets used to calculate IPR (Impôt Professionnel sur les Rémunérations). Each row represents a taxable income band with its corresponding tax rate and monthly ceiling value.

IPR Tariff Grid Fields

Column	Description	Required
Minimum Amount	Lower bound of the taxable income bracket (in CDF). The first bracket starts at 0.00.	Yes
Maximum Amount	Upper bound of the taxable income bracket (in CDF). The last bracket uses 999,999,999.00 to capture all income above the highest threshold.	Yes
IPR (%)	Tax rate applied to the portion of income that falls within this bracket. Brackets progress from 3% → 15% → 30% → 40%.	Yes
Month Value	System-calculated monthly tax ceiling for this bracket. Used internally to cap the tax deduction within the bracket during payroll processing. Read-only.	Auto
Types	Bracket type identifier (A, B, C, D) used by the payroll engine to apply the correct marginal rate during salary calculation.	Yes

ℹ️

IPR Bracket Reference (DRC Standard)Bracket A: 0 – 162,000 at 3% | Bracket B: 162,001 – 1,800,000 at 15% | Bracket C: 1,800,001 – 3,600,000 at 30% | Bracket D: 3,600,001+ at 40%. Verify against the latest DRC Finance Ministry schedule before each fiscal year.

Steps

1

Enter Pay Components

Fill in Salary (Per Day), all allowance percentages, OT rates, and Transport Allowance in the left panel.

2

Enter Tax Details

Set CNSS Employee %, CNSS Employer %, ONEM %, IPR Max Children Limit, and IPR Deduction % per child in the right panel.

3

Configure Employee Categories

On the Employee Category tab, enter or verify each category code, name, and Tension coefficient. The Basic amount updates automatically.

4

Configure IPR Tariffs

On the IPR Tariffs tab, enter the minimum amount, maximum amount, IPR %, and type for each tax bracket. Add rows for all active brackets.

5

Save

Click Save. The new rates take effect immediately for all future payroll runs. Use View History to review previous configurations.

⚠️

Changes Affect All Future PayrollsPayroll Setup has a single global record. Any change to Pay Components or Tax Details applies to all subsequent payroll processing runs. Always verify existing rates before updating, and use View History to compare with prior settings.

02

Department Master

Payroll›Masters›Department Master

The Department Master defines the organisational departments within the company. Departments are used when setting up employees in the Employee Master and serve as a classification dimension in payroll reports. Each department must be created here before it can be assigned to employees.

Fields

Department Master Fields

Field Name	Description	Required
Department Code*	A short, unique alphanumeric code for the department (e.g. HR, FIN, OPS). Used as the lookup key throughout the payroll module.	Yes
Department Name*	Full descriptive name for the department (e.g. Human Resources, Finance, Operations).	Yes
Inactive?*	Check to deactivate this department. Inactive departments cannot be assigned to new employees but existing records are preserved.	No

Steps

1

Click New

Open a blank Department Master form.

2

Enter Department Code

Type a short unique code, e.g. FIN or HR.

3

Enter Department Name

Type the full department name.

4

Save

Click Save. The department is now available for selection in the Employee Master.

💡

Deactivating a DepartmentIf a department is disbanded, check Inactive? rather than deleting it. This preserves the history of all employees previously assigned to that department while preventing new assignments.

03

Designation Master

Payroll›Masters›Designation Master

The Designation Master defines the job titles and role designations used across the organisation. Designations are assigned to employees in the Employee Master and appear on payslips and payroll reports. They are separate from the wage Category — a designation describes the job title (e.g. Accountant, Site Manager) while the category determines the pay band.

Fields

Designation Master Fields

Field Name	Description	Required
Designation Code*	A short, unique code identifying the designation (e.g. ACCT, MNGR, DRVR). Used as the lookup key when assigning a designation to an employee.	Yes
Designation Name*	Full descriptive name for the job title or role (e.g. Accountant, Site Manager, Driver).	Yes
Inactive?*	Check to deactivate this designation. Inactive designations are removed from selection dropdowns but historical assignments are retained.	No

Steps

1

Click New

Open a blank Designation Master form.

2

Enter Designation Code

Type a short unique code for the job title.

3

Enter Designation Name

Type the full job title or role description.

4

Save

Click Save. The designation is now available in the Employee Master dropdown.

04

Employee Master

Payroll›Masters›Employee Master

The Employee Master is the central record for every employee in the system. It holds personal information, job and salary classification, dependent details, bank account data, and termination information. Payroll calculations for attendance, Quinzaine, and tax deductions all draw from data stored here.

Header Fields

Employee Header Fields

Field Name	Description	Required
Location*	The branch or site where the employee is based. Determines which location's payroll this employee belongs to.	Yes
Type*	Employment type classification (e.g. Permanent, Contract, Temporary). Affects payroll processing rules.	Yes
Employee No.*	System-generated unique employee number (e.g. EMP0416). Auto-assigned on creation; read-only after saving.	Auto
Employee Name*	Full legal name of the employee as it should appear on payslips and official documents.	Yes
Gender*	Employee's gender (Male / Female). Used for statutory reporting.	Yes
Matricule	Internal HR reference number if the company uses a separate matriculation system.	No
Biometric ID	ID number linked to the biometric attendance system, if integrated.	No
Reporting To	The employee's direct supervisor. Selected via the search (binocular) button.	No
ID No.	National identity card number for statutory identification purposes.	No
Syndicate	Syndicate (union) membership reference, if applicable.	No
CNSS No	Employee's National Social Security (CNSS) registration number. Required for statutory CNSS reporting.	Cond
Inactive*	Check to deactivate the employee record. Inactive employees are excluded from payroll processing.	No

Personal Information Tab

Personal Information Fields

Field Name	Description	Required
Date of Birth	Employee's date of birth. Used for age calculations and retirement eligibility tracking.	No
Date of Joining	The date the employee officially joined the company. Used to calculate seniority and annual leave entitlement.	No
Current Contract Date	Start date of the employee's current employment contract. Used for fixed-term contract tracking.	No
House Name/No.	Residential address — house or building number and name.	No
Street Name	Street or avenue name of the employee's residence.	No
City/Town	City or town of residence, selected from the dropdown.	No
State/Province	Province of residence. Auto-populated from City selection.	Auto
Country	Country of residence. Auto-populated from City selection.	Auto
Tel. No.	Employee's telephone number for HR contact purposes.	No
E-mail ID	Employee's email address for payslip distribution if electronic payslips are enabled.	No
Nationality	Employee's nationality. Required for expatriate tracking and statutory reporting.	No
Blood Group	Employee's blood group, stored for emergency medical reference.	No
Medical Remarks	Any medical conditions or notes relevant to occupational health or emergency response.	No
Passport No	Passport number — required for expatriate employees and travel-related compliance.	Cond
Passport Expiry Date	Expiry date of the employee's passport. The system can alert HR before expiry if configured.	Cond

Job/Salary Details Tab

This tab links the employee to their wage category and captures information needed for IPR tax calculation (marital status and number of children).

Job/Salary Detail Fields

Field Name	Description	Required
Department	The department the employee belongs to. Selected from the Department Master dropdown.	No
Designation	The employee's job title, selected from the Designation Master dropdown.	No
Category	The wage category (e.g. MO, Q1, CC3) assigned to the employee, selected from the Employee Category table in Payroll Setup. This determines the Basic Salary.	Yes
Basic Salary (in Local/Day)	Daily basic salary in CDF, auto-populated from the selected Category's Basic rate. Read-only.	Auto
Transport (in Local/Day)	Daily transport allowance in CDF, auto-populated from Payroll Setup. Read-only.	Auto
Logma (%)	Logement (housing) allowance percentage, auto-populated from Payroll Setup. Read-only.	Auto
No. of Children	Number of dependent children, used to calculate the IPR child deduction. The system applies the IPR Deduction (% per child) up to the configured maximum limit.	Yes
Married?	Check if the employee is married. Marital status may affect IPR computation and statutory declarations.	No
No. of Dependents	Total number of dependents (including children). Auto-calculated from No. of Children and Married status. Read-only.	Auto

Steps

1

Click New

Open a blank Employee Master form. The system auto-assigns the next Employee No.

2

Select Location and Type

Choose the employee's branch location and employment type from the header dropdowns.

3

Enter Employee Name and Gender

Type the full legal name and select gender.

4

Fill Personal Information Tab

Enter Date of Birth, Date of Joining, address, contact details, and passport information as needed.

5

Fill Job/Salary Details Tab

Select Department, Designation, and Category. The Basic Salary, Transport, and Logma fields fill automatically. Enter No. of Children and check Married? if applicable.

6

Fill Dependent Details Tab

Add dependent records if required for statutory declarations.

7

Fill Bank Details Tab

Enter the employee's bank account information for salary payment processing.

8

Save

Click Save. The employee is now active and available for payroll processing.

ℹ️

CSV ImportMultiple employees can be created at once using the CSV Import button. Prepare the import file with the mandatory columns (Location, Type, Employee Name, Gender, Category) and upload. The system validates each row before importing.

05

Attendance

Payroll›Transactions›Attendance

The Attendance screen is used to record monthly attendance data for each employee prior to payroll processing. For every employee and pay period, you enter the number of leave days taken by type (Medical, Circumstantial, Congé), public holidays, overtime hours worked at each rate, and the resulting days present and absent. The payroll engine uses this data to compute gross salary.

Header Fields

Attendance Header Fields

Field Name	Description	Required
Location*	The branch or site for which attendance is being entered. Pre-filled with the user's default location.	Yes
Pay Period*	The month/year pay period this attendance record covers, selected from the dropdown (e.g. March 2026).	Yes
Attendance No.*	Auto-generated document reference number for this attendance batch. Assigned by the system on save.	Auto
Process Date*	The date on which the attendance record is being processed. Defaults to today's date.	Yes
Working Days – Local	Total number of official working days in the selected pay period at this location. Auto-calculated from the payroll calendar. Read-only.	Auto

Employee Details Grid

Attendance Grid Columns

Column	Description	Required
Employee Id*	Select the employee from the dropdown. Employee Name populates automatically.	Yes
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
Medical Leave Taken (days)	Number of medically certified sick leave days taken during this pay period.	No
Circum. Leave Taken (days)	Number of circumstantial (force majeure) leave days taken. Paid at 2/3 of the daily rate as configured in Payroll Setup.	No
Conge Leave Taken (days)	Number of annual (congé) leave days taken. Paid at the normal daily rate.	No
Public Holidays	Number of public holidays that fell during this pay period for this employee's work schedule.	No
Days Present	Total number of days the employee was present and working. Used as the primary basis for gross salary calculation.	Yes
Days Absent	Number of days absent without approved leave. Absent days are deducted from pay.	No
Overtime (130%)	Number of daytime overtime hours worked (paid at OT Jour rate = 130% of hourly rate).	No
Overtime (160%)	Number of night/holiday/Sunday overtime hours (paid at OT Nuit/Ferie/Dimanche rate = 160%).	No
Overtime (200%)	Number of overtime hours worked on leave days (paid at Work % on Leave Days rate = 200%).	No
Overtime (Night)	Night shift overtime hours, if tracked separately from the standard 160% rate.	No
Overtime (Holiday)	Public holiday overtime hours, if tracked separately from the standard 160% rate.	No

Steps

1

Click New

Open a blank Attendance form. Location is pre-filled.

2

Select Pay Period

Choose the month and year for which attendance is being entered from the Pay Period dropdown.

3

Enter Process Date

Confirm or update the processing date. Working Days – Local fills automatically.

4

Add Employee Rows

In the Employee Details grid, select each Employee Id. Add one row per employee. Employee Name auto-populates.

5

Enter Leave and Attendance Data

For each employee row, enter Medical Leave, Circumstantial Leave, Congé Leave, Public Holidays, Days Present, Days Absent, and any Overtime columns as applicable.

6

Save or Save and Print

Click Save to post the attendance record. Use Save and Print or PDF to generate the printed attendance sheet for approval signatures.

⚠️

Days Present is the Salary DriverThe Days Present value directly drives the gross salary calculation. Ensure it accurately reflects the employee's actual attendance, excluding unpaid absences. Over-reporting Days Present will result in overpayment.

06

Quinzaine

Payroll›Transactions›Quinzaine

The Quinzaine is a mid-month salary advance paid to employees, representing a partial payment of their expected monthly earnings (typically for the first 15 days of the month). The amount paid is later deducted when the full monthly payroll is processed. This screen records the advance amounts for each employee in a given pay period.

Header Fields

Quinzaine Header Fields

Field Name	Description	Required
Location*	The branch or site for which the Quinzaine is being processed. Pre-filled with the user's default location.	Yes
Pay Period*	The month/year pay period to which this Quinzaine advance belongs, selected from the dropdown.	Yes
Quinzaine No.*	Auto-generated document reference number for this Quinzaine batch. Assigned by the system on save.	Auto
Document Date	The date the Quinzaine document is issued. Typically the 15th of the month.	No
Working Days	Number of working days in the first half of the pay period. Used as a reference for advance amount calculation. Read-only.	Auto

Employee Details Grid

Quinzaine Grid Columns

Column	Description	Required
Employee ID*	Select the employee using the search (binocular) button. Employee Name populates automatically.	Yes
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
Amount Paid	The advance amount to be paid to this employee for the Quinzaine period, entered in local currency (CDF).	Yes
Remarks	Optional notes about this employee's advance (e.g. partial advance due to late joining).	No

Footer Fields

Field Name	Description	Required
Total Amount	Sum of all Amount Paid values across all employee rows. Auto-calculated; read-only.	Auto
Remarks	General remarks for the entire Quinzaine batch (e.g. Month of March 2026 – Quinzaine).	No

Steps

1

Click New

Open a blank Quinzaine form. Location is pre-filled.

2

Select Pay Period

Choose the pay period month/year from the dropdown.

3

Enter Document Date

Enter the date of the mid-month advance payment (typically the 15th).

4

Add Employee Rows

Click into the Employee ID field in the grid and use the search button to select each employee. Add one row per employee receiving a Quinzaine advance.

5

Enter Amount Paid

For each employee row, enter the advance amount in CDF. The Total Amount in the footer updates automatically.

6

Add Remarks (Optional)

Enter any batch-level remarks in the footer Remarks field.

7

Save or Save and Print

Click Save to record the advance. Use Save and Print or PDF to generate the Quinzaine payment voucher for authorisation.

💡

Quinzaine is Deducted at Month-EndThe total Quinzaine amount paid to each employee is automatically deducted during the full monthly payroll run. Ensure each employee's advance amount does not exceed 50% of their expected net salary for the month to avoid negative net pay at month-end.

07

Additional Payments

Payroll›Transactions›Additional Payments

The Additional Payments screen captures supplementary payments that fall outside the regular payroll cycle — such as performance bonuses, primes, indemnities, or special one-off payments. Each document records a batch of employees receiving such a payment within a specific pay period, in a nominated currency.

Header Fields

Additional Payments Header Fields

Field Name	Description	Required
Location*	The branch or site for which the additional payment is being processed. Pre-filled with the user's default location.	Yes
Pay Period*	The pay period month/year to which this additional payment batch belongs. Determines which payroll run it will be included in.	Yes
Currency*	The currency in which the additional payments are denominated. Select from the currency dropdown.	Yes
Exchange Rate (to Base)*	Exchange rate from the selected currency to the base reporting currency. Auto-populated from the currency master; can be overridden if needed.	Yes
Document No.*	Auto-generated document reference number for this additional payment batch. Assigned by the system.	Auto
Document Date*	The date this additional payment document is issued.	Yes
Working Days	Number of working days in the pay period. Auto-populated from the payroll calendar. Read-only.	Auto

Employee Details Grid

Additional Payments Grid Columns

Column	Description	Required
Employee ID*	Select the employee using the search (binocular) button. Employee Name populates automatically.	Yes
Employee Name	Full name of the selected employee. Auto-populated from the Employee Master; read-only.	Auto
Prime Amount*	The supplementary payment amount for this employee in the nominated currency. Enter the gross prime or bonus amount before any deductions.	Yes

Footer Fields

Field Name	Description	Required
Total Amount	Sum of all Prime Amount values entered in the grid. Auto-calculated; read-only.	Auto
Remarks	Description of the payment type for this batch (e.g. Performance Bonus Q1 2026, Transport Prime March 2026).	No

Steps

1

Click New

Open a blank Additional Payments form. Location is pre-filled.

2

Select Pay Period

Choose the month/year pay period this payment belongs to.

3

Select Currency and Confirm Exchange Rate

Choose the payment currency. The Exchange Rate (to Base) auto-populates; adjust if the rate has changed.

4

Enter Document Date

Set the date of the additional payment document.

5

Add Employee Rows

In the Employee Details grid, use the search button to select each employee. Add one row per employee receiving a payment. Employee Name auto-populates.

6

Enter Prime Amount

For each employee row, enter the supplementary payment amount. Total Amount in the footer updates automatically.

7

Enter Remarks

Add a description in the footer Remarks field to identify the nature of the payment for audit purposes.

8

Save or Save and Print

Click Save to record the batch. Use Save and Print or PDF to generate the payment authorisation document.

ℹ️

Multi-Currency SupportAdditional Payments supports foreign currency amounts. The Exchange Rate (to Base) converts the prime amounts to the base currency for payroll consolidation and statutory reporting. Verify the exchange rate on the document date before saving.

⚠️

Tax Treatment of Additional PaymentsDepending on the nature of the prime (taxable vs. non-taxable benefit), IPR and CNSS obligations may apply. Confirm the tax treatment with your finance or legal team before processing supplementary payments, as incorrect classification can result in under-declared taxes.

08

Monthly Salary

Payroll›Transactions›Monthly Salary

The Monthly Salary screen is the core payroll processing form. It computes a single employee's complete payslip for a given pay period — calculating gross pay from attendance data, adding all allowances, and applying all statutory deductions (CNSS, IPR, INPP, ONEM, IERE, Syndicate) to arrive at the net salary. This screen also accommodates loan deductions and Quinzaine advance recovery.

Header Fields

Monthly Salary Header Fields

Field Name	Description	Required
Location*	Branch or site for this payroll record. Pre-filled with the user's default location.	Yes
Pay Period*	The month/year pay period being processed for this employee.	Yes
Exchange Rate (to Base)	Exchange rate from local currency (CDF) to the base reporting currency. Auto-populated; can be adjusted if needed.	Auto
Employee ID*	Select the employee from the dropdown. Employee Name populates automatically.	Yes
Employee Name	Full name of the selected employee. Auto-populated from the Employee Master; read-only.	Auto
Payroll No.*	Auto-generated document reference number for this payslip record.	Auto
Process Date*	The date the payroll record is being processed. Defaults to today.	Yes
Working Days	Total official working days in the pay period. Auto-populated from the payroll calendar.	Auto
Basic Salary/Month	The employee's monthly basic salary derived from category daily rate × working days. Auto-calculated.	Auto
Seniority Allowance	Seniority supplement auto-calculated if the employee has more than one year of service and the rate is configured in Payroll Setup.	Auto
Dependents	Number of dependents from the Employee Master, used for IPR child deduction calculation. Auto-populated.	Auto
Family Allowance (per day)	Daily family allowance amount if applicable to this employee's category or contract.	No
Children	Number of qualifying dependent children, auto-populated from the Employee Master.	Auto
Married	Marital status flag from the Employee Master. Influences IPR and statutory declarations.	Auto
Currency	The currency of the payslip. Displayed for reference; linked to the exchange rate.	Auto

Addition Fields

Earnings / Addition Fields

Field Name	Description	Required
Medical Leave Taken (days)	Paid medical leave days taken. Carried from the Attendance record for this pay period.	Auto
Circum. Leave Taken (days)	Circumstantial leave days, paid at 2/3 daily rate (as configured in Payroll Setup).	Auto
Public Holidays	Number of public holidays in the pay period. Auto-populated from the attendance record.	Auto
Conge Leave/Absent (days)	Annual leave (congé) days taken, plus any unpaid absent days recorded in attendance.	Auto
Days Present / Amount	Actual days present and the corresponding basic salary amount calculated for those days.	Auto
Suspended Days	Days suspended without pay (disciplinary or other). Reduces the gross salary accordingly.	No
Prime / Ration	Any prime (bonus) or ration allowance amounts applicable to this employee for the period.	No
Transport /Day (Local)	Daily transport allowance × days present, auto-calculated from Payroll Setup rate.	Auto
Housing (Local)	Logement (housing) allowance calculated as the configured percentage of basic monthly salary.	Auto
Family/Spouse Allowance	Family or spouse allowance amount, if applicable per company policy or contract.	No
Additional Amount	Any other additional payment not covered by standard categories (e.g. exceptional allowance).	No
Overtime (130%)	Daytime overtime earnings: OT hours × hourly rate × 130%. Auto-calculated from attendance.	Auto
Overtime (160%)	Night/holiday/Sunday overtime earnings at 160% rate. Auto-calculated from attendance.	Auto
Overtime (200%)	Overtime on leave days at 200% rate. Auto-calculated from attendance.	Auto
Holiday Hours	Hours worked on public holidays, if tracked separately from the 160% OT column.	No
Night Hours	Night shift hours worked, if tracked separately from the 160% OT column.	No

Deduction Fields

Statutory & Other Deduction Fields

Field Name	Description	Required
Loan / Quinze Amount	Total instalment deduction for active employee loans plus the Quinzaine advance recovery for this pay period. Auto-populated from Loan Request and Quinzaine records.	Auto
INSS Employee (%)	Employee CNSS (INSS) contribution: rate % and calculated amount. Auto-applied from Payroll Setup.	Auto
INSS - Employer (%)	Employer CNSS contribution: shown for payroll cost reference but not deducted from employee net salary.	Auto
IPR Payable	Income Tax on Professional Income: calculated from the IPR bracket table after applying child deductions. Auto-calculated.	Auto
INPP (%)	National Institute for Professional Preparation contribution, if applicable. Rate and amount.	Auto
ONEM (%)	National Employment Office contribution. Employer-side cost shown for reference. Auto-calculated.	Auto
IERE (%) - not payable if	Institut d'Enseignement en République contribution percentage. A conditional field — not applicable in all cases.	Cond
Syndicate	Union (syndicate) contribution deducted if applicable per Payroll Setup configuration.	Cond
IPR Applicable	Flag or amount indicating whether IPR has been applied to this payslip.	Auto
IPR Applicable From	The income threshold from which IPR starts applying for this employee based on their bracket.	Auto
IPR Tax (%)	The effective IPR percentage rate applied to this employee's taxable income for the period.	Auto
Total Addition/Taxable	Sum of all earning components. Auto-calculated; read-only.	Auto
Total Deduction/Round Off	Sum of all deductions plus any rounding adjustment. Auto-calculated; read-only.	Auto
Net Salary	Total Addition minus Total Deduction. The final take-home amount. Auto-calculated; read-only.	Auto

Loan Details Grid

Loan Details Grid Columns

Column	Description	Required
Loan No	Reference number of the active loan linked to this employee. Auto-populated from the Loan Request.	Auto
Loan Type	Category of the loan (e.g. Salary Advance, Personal Loan). Auto-populated from the Loan Request.	Auto
Instalment Amount	The monthly repayment instalment for this loan, deducted from the employee's net salary this period.	Auto

Steps

1

Click New

Open a blank Monthly Salary form. Location is pre-filled.

2

Select Pay Period and Employee ID

Choose the month/year and select the employee. Header fields (Basic Salary, Seniority, Dependents) auto-populate from the Employee Master and Payroll Setup.

3

Confirm Process Date

Verify or update the process date. Working Days populates automatically.

4

Review Addition Fields

Attendance-driven fields (leave days, days present, OT columns) auto-load from the saved Attendance record. Verify figures and adjust any manually editable fields (Prime, Additional Amount) if needed.

5

Review Deduction Fields

All statutory deductions (CNSS/INSS, IPR, INPP, ONEM, IERE, Syndicate) auto-calculate. Verify the Loan/Quinze Amount reflects the correct instalments and Quinzaine recovery.

6

Verify Net Salary

Check Total Addition/Taxable, Total Deduction, and Net Salary in the deduction panel before saving.

7

Save

Click Save to post the payslip. Use PDF to generate the printable payslip for the employee. Use Voucher Details to view the finance journal entry created.

ℹ️

One Payslip Per Employee Per PeriodEach Monthly Salary record covers one employee for one pay period. Process all employees individually or use the batch payroll run if available. After saving, the Voucher Details button shows the corresponding journal entry posted to the Finance module.

09

Salary Posting (Tax Details)

Payroll›Transactions›Salary Posting (Tax Details)

The Salary Posting screen transfers the payroll results from the Payroll module into the Finance module's general ledger. After all Monthly Salary records for a pay period are finalised, this screen generates the consolidated accounting entries — debiting salary expense accounts and crediting payable and tax liability accounts — based on the Posting Details grid.

Header Fields

Salary Posting Header Fields

Field Name	Description	Required
Location*	The branch or site for which the salary posting is being made.	Yes
Pay Period*	The month/year pay period being posted to the Finance module. Must correspond to a fully processed Monthly Salary run.	Yes
Posting Date*	The date the journal entry will be posted in the Finance module. Typically the last working day of the pay period.	Yes
Posting No*	Auto-generated reference number for this salary posting document.	Auto

Posting Details Grid

Posting Details Grid Columns

Column	Description	Required
Dr/Cr	Indicates whether the line is a Debit (Dr) or Credit (Cr) entry in the general ledger.	Yes
Ledger Name	The Finance module ledger account to be debited or credited (e.g. Salaries Expense, CNSS Payable, IPR Payable, Net Salaries Payable).	Yes
Dr Amount	The debit amount for this line. Must be entered for debit lines; leave blank for credit lines.	Cond
Cr Amount	The credit amount for this line. Must be entered for credit lines; leave blank for debit lines.	Cond

Footer Fields

Field Name	Description	Required
Total Amount	Sum of all debit (or credit) amounts. Both sides must balance. Auto-calculated; read-only.	Auto
Notes	Optional narrative describing the purpose of the posting (e.g. March 2026 Payroll – Salary Expense).	No

Steps

1

Click New

Open a blank Salary Posting form. Location is pre-filled.

2

Select Pay Period and Posting Date

Choose the pay period and confirm the posting date for the journal entry.

3

Add Posting Detail Lines

In the grid, add one row per ledger account. Set Dr/Cr, select the Ledger Name from the Finance module, and enter the Dr Amount or Cr Amount. Typical entries: Debit Salaries Expense; Credit CNSS Payable, IPR Payable, Net Salaries Payable.

4

Verify Balance

Ensure Total Debit = Total Credit before saving. An unbalanced posting will be rejected.

5

Save or Save and Print

Click Save to post the journal entry to the Finance module. Use Voucher Details to confirm the entry was created correctly.

⚠️

Complete Monthly Salary FirstSalary Posting must only be performed after all Monthly Salary records for the pay period are saved and verified. Posting before payroll is complete will result in understated salary expense entries.

10

Conge Salary

Payroll›Transactions›Conge Salary

The Conge Salary screen processes payroll for an employee during their annual leave (congé) period. It computes the employee's earnings for the congé days — including all allowances (Basic, Prime, Ration, Housing, Family Allowance, Spouse Allowance) — and applies all applicable statutory deductions. A separate payroll document is raised for the leave period and a posting reference (Payperiod Posting) links it to the correct accounting period.

Header Fields

Conge Salary Header Fields

Field Name	Description	Required
Location*	Branch or site for this congé payroll record.	Yes
Pay Period*	The pay period to which the congé salary belongs.	Yes
Currency	The currency of the congé salary document. Auto-populated from the employee's setup.	Auto
Exchange Rate (to USD)	Exchange rate from local currency (CDF) to USD for reporting purposes. Auto-populated; editable.	No
Employee ID*	Select the employee taking congé. Employee Name and salary details auto-populate.	Yes
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
DOJ	Date of Joining — auto-populated from the Employee Master. Used to verify congé entitlement.	Auto
Payperiod (Posting)*	The Finance accounting period to which the congé salary journal entry will be posted. May differ from Pay Period if congé spans month-end.	Yes
Payroll No.*	Auto-generated document reference number for this congé salary record.	Auto
Process Date*	Date the congé payroll is being processed.	Yes
Working Days	Total working days in the pay period. Auto-populated.	Auto
Basic Salary/Month (CDF)	Monthly basic salary in CDF, auto-populated from the Employee Master category.	Auto
Seniority Allowance	Seniority supplement if applicable, auto-calculated from Payroll Setup.	Auto
Dependents	Number of dependents. Auto-populated from the Employee Master for IPR calculation.	Auto
From Date	Start date of the congé (annual leave) period.	Yes
To Date	End date of the congé period.	Yes

Addition & Deduction Fields

Addition Fields

Field Name	Description	Required
Conge Days*	Number of annual leave (congé) days being paid. Determines the salary calculation base.	Yes
Basic Salary (CDF)	Daily basic rate × Conge Days. Auto-calculated.	Auto
Prime (CDF)	Prime (bonus) component applicable during congé, if any.	No
Ration (CDF)	Ration allowance for the congé period, if applicable.	No
Housing (CDF)	Logement (housing) allowance for the congé period. Auto-calculated as percentage of basic.	Auto
Family Allowance (CDF)	Family allowance amount for the congé period, if applicable.	No
Spouse Allowance (CDF)	Spouse allowance for the congé period, if applicable.	No
Total Addition	Sum of all addition components. Auto-calculated; read-only.	Auto
Total Taxable	Taxable portion of the total addition, after any non-taxable exclusions. Auto-calculated.	Auto

Deduction Fields

Field Name	Description	Required
INSS Employee (%)	Employee CNSS contribution rate and calculated amount for the congé salary. Auto-calculated.	Auto
INSS – Employer (%)	Employer CNSS contribution for cost reference. Auto-calculated.	Auto
IPR Payable	IPR income tax deducted from the congé salary based on the applicable bracket. Auto-calculated.	Auto
INPP (%)	INPP contribution rate and amount for the congé period.	Auto
ONEM (%)	ONEM employer contribution for reference. Auto-calculated.	Auto
IERE (%) - not payable if	IERE contribution if applicable. A conditional field based on employee category or contract type.	Cond
Total Deduction	Sum of all deduction amounts. Auto-calculated; read-only.	Auto
Round Off	Rounding adjustment applied to the net salary for currency denomination purposes.	Auto
Net Salary (CDF)	Total Addition minus Total Deduction. The net congé pay amount. Auto-calculated; read-only.	Auto

Steps

1

Click New

Open a blank Conge Salary form.

2

Select Pay Period and Employee ID

Choose the pay period and the employee taking congé. Header salary details auto-populate.

3

Select Payperiod (Posting)

Choose the Finance accounting period for the journal entry. This may differ from the Pay Period if the congé spans a period boundary.

4

Enter From Date and To Date

Set the start and end dates of the congé period.

5

Enter Conge Days

Enter the number of congé days. Basic Salary (CDF), Housing, and other auto-calculated additions update immediately.

6

Review All Fields

Verify all addition and deduction values. Enter Prime, Ration, Family/Spouse Allowance if applicable.

7

Save or Save and Print

Click Save to post the congé payslip. Use Save and Print or PDF to generate the congé salary document.

💡

Conge Salary vs Monthly SalaryIf an employee takes congé within a regular working month, their regular Monthly Salary record should exclude the congé days and a separate Conge Salary record should cover the leave period. This ensures the correct pay rate and tax calculation applies to each component independently.

11

Final Settlement

Payroll›Transactions›Final Settlement

The Final Settlement screen calculates and processes the complete separation package for an employee leaving the organisation. It consolidates all outstanding remuneration components — basic salary, logement, transport, family allowances, prime, ration — with entitlements specific to separation (Preavis Légal, Congé Preavis, outstanding leave days), applies applicable deductions (CNSS/INSS, IPR, outstanding loan/Quinzaine balances), and computes the final net settlement amount.

Header Fields

Final Settlement Header Fields

Field Name	Description	Required
Location*	Branch or site where the employee is registered.	Yes
Pay Period*	The pay period in which the final settlement is being processed.	Yes
Separation Type*	The reason for the employee's departure — e.g. Resignation, Termination, Redundancy, Retirement. Affects applicable entitlements such as Preavis Légal.	Yes
Final Settlement #*	Auto-generated reference number for the final settlement document.	Auto
Final Settlement Date*	The official date of the employee's final settlement payment.	Yes
Start Date	Start date of the settlement calculation period (typically the first day of the final month).	No
End Date	End date of the settlement calculation period (typically the separation date).	No
Exchange Rate (to Base)	Exchange rate from local to base currency for reporting. Auto-populated.	Auto
Currency	Settlement currency. Auto-populated from the employee's record.	Auto
Conversion Factor	Factor used to convert specific amounts between currencies where applicable.	No

Employee Details

Employee Details Fields

Field Name	Description	Required
Employee Id*	Select the departing employee using the search button. All other employee detail fields auto-populate.	Yes
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
Married?	Marital status from the Employee Master. Influences settlement calculations.	Auto
Infants	Number of dependent children from the Employee Master.	Auto
Date Of Join	Employee's start date. Used to compute length of service for Preavis and Congé Preavis entitlements.	Auto
Separation Date*	The employee's official last working day.	Yes
Service	Calculated length of service (years, months, days) from Date of Join to Separation Date. Auto-calculated; read-only.	Auto
Extra Months	Additional months of service beyond complete years used in pro-rata entitlement calculations.	Auto
Logement	Housing allowance amount applicable to the final settlement period.	Auto
Family Allowance	Family allowance entitlement for the settlement period.	Auto
Transport Amt	Transport allowance for the settlement period.	Auto
Ration Amount	Ration allowance for the settlement period, if applicable.	No
Prime Amount	Prime (bonus) component for the settlement period, if applicable.	No
Additional Amt	Any additional payment agreed as part of the separation package.	No
Total Addition	Sum of all addition components. Auto-calculated.	Auto
Total Taxable Amt	Taxable portion of total additions. Auto-calculated.	Auto
Total Deduction	Sum of all deductions (CNSS, IPR, loan, Quinzaine). Auto-calculated.	Auto
Net Salary	Total Addition minus Total Deduction — the final settlement net amount. Auto-calculated; read-only.	Auto

Remuneration, Deduction & Elements De Calcul

Remuneration, Deduction & Elements De Calcul Fields

Field Name	Description	Required
Basic Salary	Pro-rated basic salary for the final partial month up to separation date. Auto-calculated.	Auto
Logement	Pro-rated housing allowance. Auto-calculated.	Auto
Basic Salary/Hour	Hourly rate derived from the monthly basic salary. Used for pro-rata and overtime calculations.	Auto
Transport /Day	Daily transport allowance rate for the settlement period.	Auto
Family Allowance/	Daily family allowance rate.	Auto
Prime	Prime component in the remuneration section.	No
Ration	Ration component in the remuneration section.	No
INSS Employee %	CNSS employee contribution rate and amount applied to the settlement. Auto-calculated.	Auto
IPR Deduction %	IPR rate and amount deducted from the taxable settlement income.	Auto
Quinze Amount	Outstanding Quinzaine advance to be recovered from the final settlement.	Auto
Loan Amount	Outstanding loan balance to be deducted from the final settlement.	Auto
Medical Leave	Unused medical leave entitlement to be paid out, if applicable per policy.	No
Circum Leave	Outstanding circumstantial leave balance.	No
Conge Days	Accrued but untaken annual leave (congé) days to be paid at the daily rate.	No
Holidays	Public holiday days within the settlement period.	No
Present Days/Amt	Days present in the final month and the corresponding salary amount.	Auto
Preavis Legal	Statutory notice period entitlement — computed from length of service and Separation Type. Auto-calculated per DRC labour law.	Auto
Conge Preavis	Congé (leave) entitlement accrued during the notice period. Auto-calculated.	Auto
Total Days	Total days used in the settlement calculation. Auto-calculated.	Auto

Steps

1

Click New

Open a blank Final Settlement form.

2

Select Location, Pay Period, and Separation Type

Choose the branch, the pay period, and the type of separation (Resignation, Termination, Redundancy, etc.).

3

Enter Final Settlement Date and Period Dates

Set the settlement date and Start/End dates for the calculation period.

4

Select Employee ID

Use the search button to select the departing employee. All employee details, remuneration rates, and entitlements auto-populate.

5

Enter Separation Date

Set the employee's last working day. Service length, Preavis Légal, and Congé Preavis auto-calculate.

6

Review and Adjust Components

Verify all remuneration (Basic, Logement, Transport, Family, Prime, Ration) and elements de calcul fields. Enter Additional Amount if applicable.

7

Use Draft for Review

Click Draft to generate a preview of the settlement for management approval before finalising.

8

Save or Save and Print

Click Save to post the final settlement. Use Save and Print or PDF to generate the official settlement document. Use Voucher Details to verify the Finance journal entry.

⚠️

Preavis Légal Varies by Separation TypeDRC labour law prescribes different notice period entitlements depending on the reason for separation and length of service. Verify the Separation Type carefully before saving — an incorrect type will generate an incorrect Preavis Légal amount.

12

Loan Request

Payroll›Loans›Loan Request

The Loan Request screen records an employee's loan or salary advance application. It captures the loan type, total amount, number of instalments, and start date, then generates an instalment repayment schedule. Once saved, the loan instalments are automatically deducted from the employee's monthly payslip via the Monthly Salary screen's Loan/Quinze Amount field.

Header Fields

Loan Request Header Fields

Field Name	Description	Required
Location*	Branch or site where the employee is registered.	Yes
Document Date*	The date the loan request is being raised.	Yes
Document ID*	Auto-generated unique reference number for this loan request.	Auto
Employee ID*	Select the employee applying for the loan. Employee Name auto-populates.	Yes
Currency*	The currency in which the loan is denominated.	Yes
Exchange Rate (to Base)	Exchange rate from the loan currency to the base reporting currency. Auto-populated.	Auto
Loan Type*	Category of the loan (e.g. Salary Advance, Personal Loan, Emergency Loan). Selected from the loan type dropdown.	Yes
Loan Amount*	Total principal amount of the loan being granted to the employee.	Yes
No. of Instalments*	Number of monthly repayment instalments. The system divides Loan Amount by this number to compute each instalment.	Yes
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
Loan Start Date*	The pay period from which the first instalment deduction begins.	Yes

Instalment Details Grid

Instalment Details Grid Columns

Column	Description	Required
Pay Period	The monthly pay period for each scheduled instalment. Auto-generated from Loan Start Date × No. of Instalments.	Auto
Instalment Amount*	The repayment amount due in each pay period = Loan Amount ÷ No. of Instalments. Editable if the amounts vary.	Yes
Paid Amount	Amount actually deducted to date for this instalment. Updated automatically when the monthly payroll is processed. Read-only.	Auto

Steps

1

Click New

Open a blank Loan Request form. Location is pre-filled.

2

Enter Document Date and Select Employee

Set the request date and choose the employee using the search button.

3

Select Currency and Loan Type

Choose the loan currency and the applicable loan type from the dropdown.

4

Enter Loan Amount and No. of Instalments

Enter the principal amount and the repayment term. The Instalment Amount is calculated automatically.

5

Select Loan Start Date

Choose the pay period from which the first instalment will be deducted. The system generates the full repayment schedule in the grid.

6

Review Instalment Schedule

Verify the instalment grid — Pay Period, Instalment Amount, and Total Amount in the footer.

7

Save

Click Save. The loan is now registered and instalments will be automatically deducted in each Monthly Salary run from the Loan Start Date.

💡

Loan Disbursement is SeparateSaving the Loan Request only registers the repayment schedule. The actual cash disbursement of the loan to the employee must be processed separately using the Loan Payment screen.

13

Loan Payment

Payroll›Loans›Loan Payment

The Loan Payment screen records the actual disbursement of approved loan funds to one or more employees. It references the previously saved Loan Requests, selects the cash or bank account from which payment is made, and creates the corresponding Finance module journal entry. Multiple loan requests can be settled in a single Loan Payment document.

Header Fields

Loan Payment Header Fields

Field Name	Description	Required
Location*	Branch or site from which the loan payment is being disbursed.	Yes
Payment Date*	The date the loan funds are physically paid to the employee(s).	Yes
Document ID*	Auto-generated reference number for this loan payment document.	Auto
Paid From*	The cash or bank ledger account from which the loan funds are disbursed. Selected using the search button.	Yes
Currency	Currency of the payment. Auto-populated from the Loan Request.	Auto
Exchange Rate (to Base)	Exchange rate for converting the payment currency to the base currency. Auto-populated.	Auto

Request Details Grid

Request Details Grid Columns

Column	Description	Required
Loan Request No*	Reference to the approved Loan Request document being disbursed. Link this row to the saved Loan Request.	Yes
Loan Type	Type of loan from the referenced Loan Request. Auto-populated; read-only.	Auto
Employee ID	Employee ID from the referenced Loan Request. Auto-populated; read-only.	Auto
Employee Name	Full name of the employee. Auto-populated; read-only.	Auto
Loan Amount	Total approved loan amount from the Loan Request. Auto-populated; read-only.	Auto
Balance Amount	Outstanding undisbursed balance of the loan. Auto-populated; read-only.	Auto
Amount*	The actual disbursement amount for this payment. Can be partial (less than or equal to Balance Amount).	Yes

Steps

1

Click New

Open a blank Loan Payment form. Location is pre-filled.

2

Enter Payment Date

Set the date the funds will be paid to the employee(s).

3

Select Paid From Account

Use the search button to choose the cash or bank ledger from which the funds will be disbursed.

4

Add Loan Request Rows

In the Request Details grid, reference each Loan Request No. being disbursed. Loan details auto-populate.

5

Enter Amount

Enter the disbursement amount for each row. Total Amount in the footer auto-calculates.

6

Save

Click Save. The Finance module journal entry is created (Debit: Employee Loan Receivable; Credit: Cash/Bank). Use Voucher Details to verify.

ℹ️

Multiple Loans in One PaymentA single Loan Payment document can cover disbursements for multiple employees and multiple loan requests simultaneously. Add one row per Loan Request to batch the payments efficiently.

14

Loan / Advance Settlement

Payroll›Loans›Loan/Advance Settlement

The Loan/Advance Settlement screen records the early or lump-sum repayment of an outstanding employee loan or advance that falls outside the regular monthly instalment deduction. It selects the loan, shows the outstanding balance, and records the settlement amount received — typically via the payroll clearing account or directly from the employee.

Header Fields

Loan/Advance Settlement Header Fields

Field Name	Description	Required
Location*	Branch or site for this settlement record.	Yes
Employee No*	Select the employee whose loan is being settled. Use the search button. Employee Name auto-populates.	Yes
Loan No	Select the specific loan being settled from the dropdown (populated from the employee's active loans).	Yes
Loan/Adv. Settled*	The amount being settled in this transaction. Enter the lump sum or partial settlement amount.	Yes
Received To*	The account receiving the repayment (e.g. cash or bank ledger). Selected using the search button.	Yes
Payment Date*	The date the repayment is received.	Yes
Doc. ID*	Auto-generated document reference number for this settlement transaction.	Auto
Employee Name	Full name of the selected employee. Auto-populated; read-only.	Auto
Loan Balance	Outstanding balance of the selected loan at the time of settlement. Auto-populated; read-only.	Auto
Currency	Currency of the loan. Auto-populated from the Loan Request; read-only.	Auto

Instalment Details Grid

Instalment Details Grid Columns

Column	Description	Required
Pay Period	The pay period of each remaining instalment being settled. Auto-populated from the Loan Request schedule.	Auto
Loan Balance	Remaining loan balance at the start of each instalment period. Auto-populated.	Auto
Loan Settled*	The settlement amount applied against each instalment row. Enter the amount to mark as settled.	Yes

Steps

1

Click New

Open a blank Loan/Advance Settlement form.

2

Select Location and Employee No.

Choose the branch and use the search button to select the employee.

3

Select Loan No.

Choose the specific loan being settled from the dropdown. Loan Balance and Currency auto-populate.

4

Select Received To Account

Choose the cash or bank ledger receiving the repayment.

5

Enter Payment Date and Loan/Adv. Settled Amount

Set the repayment date and the settlement amount. The instalment grid shows the remaining schedule.

6

Enter Loan Settled Amounts in Grid

Distribute the settlement amount across the instalment rows as needed. Total Settled in the footer updates automatically.

7

Save

Click Save. The loan balance is reduced accordingly and future monthly payroll deductions will reflect the updated balance.

💡

Early Repayment vs Regular InstalmentsThis screen is for exceptional or lump-sum repayments only. Regular monthly instalment deductions are handled automatically through the Monthly Salary screen and do not require a separate Loan/Advance Settlement entry.

15

Loan Entry (Multiple Employee)

Payroll›Loans›Loan Entry (Multiple Employee)

The Loan Entry (Multiple Employee) screen allows a single loan type to be batch-entered for multiple employees in one document. Instead of creating individual Loan Requests for each employee, this screen registers the loan amounts for a group of employees simultaneously under the same loan type and pay period. It is particularly useful for recurring loan programs (e.g. uniform advances, tool purchase schemes) affecting many staff at once.

Header Fields

Loan Entry (Multiple Employee) Header Fields

Field Name	Description	Required
Location*	Branch or site for this batch loan entry. Pre-filled with the user's default location.	Yes
Loan Type*	The type of loan being batch-entered for all employees in this document (e.g. Salary Advance, Uniform Loan). All employees in the grid will be assigned this loan type.	Yes
Document ID*	Auto-generated reference number for this batch loan entry document.	Auto
Document Date*	The date this batch loan entry is being created.	Yes
Pay Period*	The pay period from which the loan instalments begin. This applies to all employees in the batch.	Yes

Loan Details Tab — Grid

Loan Details Grid Columns

Column	Description	Required
Employee ID*	Select each employee from the dropdown. Add one row per employee in the batch. Employee Name auto-populates.	Yes
Employee Name	Full name of the selected employee. Auto-populated from the Employee Master; read-only.	Auto
Loan Amount*	The loan amount to be registered for this employee. Each employee can have a different amount even within the same batch.	Yes

Summary Tab

The Summary tab provides a consolidated view of the total loan amounts across all employees in the batch. It shows the aggregate commitment by location and loan type for management review before saving.

Steps

1

Click New

Open a blank Loan Entry (Multiple Employee) form. Location is pre-filled.

2

Select Loan Type and Pay Period

Choose the loan type that applies to all employees in this batch and the pay period from which instalments start.

3

Enter Document Date

Set the date this batch loan entry is being raised.

4

Add Employee Rows

In the Loan Details grid, select each Employee ID from the dropdown. Add one row per employee. Employee Name auto-populates.

5

Enter Loan Amount per Employee

Enter the individual loan amount for each employee row.

6

Review Summary Tab

Switch to the Summary tab to verify the total batch amount before saving.

7

Save

Click Save. Individual loan records are created for each employee in the batch, and instalment deductions will begin from the selected Pay Period.

ℹ️

Batch Entry Creates Individual RecordsEach row in the Loan Details grid creates a separate Loan Request record for that employee. After saving, individual loan records can be viewed and managed in the standard Loan Request screen. The Loan Payment for the disbursed amounts should still be processed via the Loan Payment screen.

16

Quick Reference

A summary of all Payroll Module screens, their navigation paths, toolbar buttons, and key mandatory fields.

Screen Summary

#	Screen	Navigation Path	Key Mandatory Fields
01	Payroll Setup	Payroll > Setup > Payroll Setup	Salary (Per Day), OT rates, CNSS %, ONEM %, IPR brackets, Category Tension
02	Department Master	Payroll > Masters > Department Master	Department Code, Department Name
03	Designation Master	Payroll > Masters > Designation Master	Designation Code, Designation Name
04	Employee Master	Payroll > Masters > Employee Master	Location, Type, Employee Name, Gender, Category, No. of Children
05	Attendance	Payroll > Transactions > Attendance	Location, Pay Period, Process Date, Employee Id, Days Present
06	Quinzaine	Payroll > Transactions > Quinzaine	Location, Pay Period, Employee ID, Amount Paid
07	Additional Payments	Payroll > Transactions > Additional Payments	Location, Pay Period, Currency, Exchange Rate, Document Date, Employee ID, Prime Amount
08	Monthly Salary	Payroll > Transactions > Monthly Salary	Location, Pay Period, Employee ID, Process Date, Days Present
09	Salary Posting (Tax Details)	Payroll > Transactions > Salary Posting (Tax Details)	Location, Pay Period, Posting Date, Dr/Cr, Ledger Name, Dr/Cr Amount
10	Conge Salary	Payroll > Transactions > Conge Salary	Location, Pay Period, Employee ID, Payperiod (Posting), Process Date, Conge Days, From Date, To Date
11	Final Settlement	Payroll > Transactions > Final Settlement	Location, Pay Period, Separation Type, Final Settlement Date, Employee Id, Separation Date
12	Loan Request	Payroll > Loans > Loan Request	Location, Document Date, Employee ID, Currency, Loan Type, Loan Amount, No. of Instalments, Loan Start Date
13	Loan Payment	Payroll > Loans > Loan Payment	Location, Payment Date, Paid From, Loan Request No, Amount
14	Loan/Advance Settlement	Payroll > Loans > Loan/Advance Settlement	Location, Employee No, Loan No, Loan/Adv. Settled, Received To, Payment Date
15	Loan Entry (Multiple Employee)	Payroll > Loans > Loan Entry (Multiple Employee)	Location, Loan Type, Document Date, Pay Period, Employee ID, Loan Amount

Required Field Badges

Yes Mandatory — cannot save without this field No Optional — can be left blank Auto System-generated or auto-calculated — read-only Cond Conditional — required depending on employee type or configuration

Key Calculation Rules

Calculation	Formula
Category Basic (per day)	Salary (Per Day) × Tension Coefficient
Gross Salary	Basic (per day) × Days Present
Logement Allowance	Basic Salary (month) × Logement Allowance %
Transport Allowance	Transport Allowance (Per Day) × Days Present
OT Jour Amount	(Basic per day ÷ 8 hours) × OT Hours × OT% Jour
OT Nuit/Ferie/Dimanche	(Basic per day ÷ 8 hours) × OT Hours × OT% Nuit
CNSS Employee Deduction	Gross Salary × CNSS Employee %
CNSS Employer Cost	Gross Salary × CNSS Employer %
ONEM Contribution	Gross Salary × ONEM %
IPR Base	Net Taxable Income (after CNSS deduction)
IPR Child Reduction	IPR Amount × (No. of Children × IPR Deduction % per child)

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Full Month-End Payroll Processing Order(1) Save Attendance for all employees. (2) Record Quinzaine advances. (3) Post Additional Payments. (4) Process Monthly Salary per employee — deductions for Quinzaine, loans, and all statutory taxes are applied automatically. (5) Run Salary Posting to transfer payroll entries to the Finance ledgers. For leave: raise Conge Salary separately. For departures: use Final Settlement. For loans: register via Loan Request → disburse via Loan Payment → settle via Loan/Advance Settlement.