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Salary slips hold member- and position-level period data. Payroll brings selected members’ approved salary slips together for one month, calculates the displayed total from those selected slips, and begins as a draft. Use the detail views to review data before changing payroll status. Approval in this area changes the payroll record’s status. It is not evidence of bank payment, tax or insurance filing, statutory approval, legal compliance, or final disbursement.

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When to use it

Use salary slips to review the monthly data for a member and position: work/leave days, net salary, overtime, bonuses, deductions, totals, notes, amount to be paid, and project percentages when those fields are configured. Create a payroll only after the intended members have approved salary slips for the selected month. The creation screen rejects a payroll with no matching approved slips and warns about a member already included in another payroll for the same month.

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Configuration

The payroll creation flow reads approved salary slips for selected members in the selected month. It sums amount-to-be-paid when available, otherwise the slip total, and stores the payroll as draft.

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Workflow

  1. Review each salary slip’s member, position, month, status, work/leave data, adjustment fields, and notes.
  2. Confirm the intended slips are approved before creating a payroll.
  3. Select the members, then select the month and year.
  4. Resolve any conflict shown for a member who is already included in a payroll for that month. Remove the member only when that is the correct operational decision.
  5. Create the payroll. KayanOS creates it as draft and links the selected approved salary slips.
  6. Review the payroll’s period, total, per-member entries, position/location context, and project view where available.
  7. A member with payroll update capability can confirm the approval action. Re-open the record and verify that its status changed to approved.

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Worked example

The Directorate prepares the September payroll review for the Damascus Regional Service Centre.
Members selected: Rania Haddad and Omar Saleh Month: September Prerequisite: both selected members have approved September salary slips Result: a September draft payroll with linked slips and a calculated total Review: compare per-member amount, position, leave/work-day context, notes, and any project percentage before approval
If Rania already appears in another September payroll, KayanOS reports the conflict. The reviewer must investigate why rather than creating a duplicate. If no selected member has an approved slip for the month, create/review the slips first; the payroll flow does not create a payroll from unapproved or absent slips.

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Testing

Use a training or draft workspace with temporary members and non-sensitive values.
  1. Create temporary salary slips for one month and mark only the intended test slips approved.
  2. Create a payroll for those test members and confirm it begins as draft.
  3. Attempt a second payroll with the same member/month and verify the conflict path appears.
  4. Try a member with no approved slip and verify the no-salary-slip message.
  5. Review the detail before and after an authorized test approval.
  6. Retire the temporary payroll/slips according to the organization’s approved cleanup process.
Do not test duplicate detection or approval against a live payment period.

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Troubleshooting

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Permissions and data-quality limits

Salary slips and payroll have separate entity capabilities. Payroll approval in the supplied screen requires payroll update capability. Existing records can also be limited by scope, so a broad job title is not sufficient evidence of access. Payroll and salary-slip data are sensitive. Use least privilege, review source records before approval, and do not infer legal, tax, insurance, banking, or payment outcomes from a displayed status or total. Approved KayanOS payroll detail with illustrative Syrian-pound data for example public-service organization staff.