Search

How to Manage the Payroll History Feature

Article author
Learning Center Mekari
  • Updated
Payroll History on the Payroll Talenta menu is a feature that displays a list of payrolls that are currently in process or have been processed each period or month.
You can use this feature if, after running payroll, you want to lock payroll access (payroll data for the period in question cannot be changed again after being locked) and you want employees to be able to access their respective payslips immediately.
You can request Payroll Approval, lock or unlock Payroll, publish or unpublish Payroll, see Payroll status in real-time, and view Reports in Payroll History. 

Important
- You can read the Payroll History Overview guidebook here before starting to manage the Payroll History feature.
- This feature can only be accessed by Superadmin.

In this guide, we will explain how to manage Payroll History features on Talenta, such as Request Payroll Approval, Publish or Unpublish Payroll, Lock or Unlock Payroll, and view Approval History or Approval Details. Follow these steps:

You can open “Payroll History” via the Payroll.
pasted_image_0_-_2023-04-14T152744.982.png

Payroll History can also be accessed through “View Reports” by clicking “See Payroll History”.
PAYROLLHISTORY__2_.png

A. How to Request Payroll Approval

  1. On the Payroll history page, the “Request approval” action only applies to certain lists that still require approval, namely for the Payroll period with Rejected and Need Approval status only.
    PAYROLLHISTORY__3__-_Copy_-_Copy.png
  2. Select “Request approval” in one of the payroll periods that you wish to submit for approval.
    a. Klik “Request approval” on the payroll with Rejected status.
    PAYROLLHISTORY__4_.pngb. Or, click "Request approval" on Payroll with the status Need approval.
    PAYROLLHISTORY__18_.png
  3. Check the details on the pop-up that appears and click “Request payroll approval”.
    PAYROLLHISTORY__5_.png
  4. Hence, a successful request is marked with the status "Payroll period" changing to Ready to publish and the Request approval button changing to Publish payslip.
    PAYROLLHISTORY__6_.png

B. How to Lock or Unlock Payroll

  1. In the Payroll History list, you can see a “Lock” icon on the right side of the page.
    PAYROLLHISTORY__3__-_Copy.png
  2. Click the "unlock" icon in the payroll period you want to lock.
    PAYROLLHISTORY__12_.png

    An icon like the one above indicates Payroll has not been locked.

  3. Click “Lock payroll” to lock the payroll. This feature allows you to lock payroll without publishing a payslip.
    PAYROLLHISTORY__14_.png
  4. Then, the icon will change to “Locked”. You can click the icon to open a locked Payroll.

    The icon below indicates the payroll has been locked.
    PAYROLLHISTORY__13_.png

  5. Select “Unlock payroll” to open Payroll.

C. How to Publish or Unpublish Payroll

  1. You can publish the payslip after completing the Request payroll action by clicking “Publish payslip” in the payroll period with the status Ready to publish. 
    PAYROLLHISTORY__9_.png
  2. Click “Lock & publish payslip” to publish the payslip, which will automatically lock the payslip.
    PAYROLLHISTORY__10_.png

    There are two methods for publishing a payslip:
    - In two steps: Lock Payroll, then Publish Payslip at a different time when the payroll condition is locked.
    - In single steps: Doing Publish Payslips when the payroll condition is still unlocked, and the system will automatically lock the payroll immediately.

  3. s a result, the payroll status is changed to Complete. Then, to unpublish the payslip, click the following button.
    PAYROLLHISTORY__11_.png

    The “Unpublish payslip” button is only available during the payroll period with a Completed status.

D. How to View Approval History or Approval Details

  1. To view approval history, click the "three dots" icon, then Approval history.
    PAYROLLHISTORY__7_.png

    Approval history his only available during the Rejected payroll period.

  2. Then, you can see the payroll approval details as follows.
    PAYROLLHISTORY__8_.png
    Information:
    1. Requested by: username requesting Payroll
    2. Payroll period: Payroll period
    3. Branch: the branch that wants to process the payroll
    4. Payment schedule: A schedule that you want to process the payroll
    5. Status: Payroll Status (Ready to Publish, Need Approval, Rejected, or Approved).
    6. Request date: Payroll request date.
    7. Request history: Payroll request history contains details (name of requestor or approver and time of action taken) from the request process to approval.
  3. To view the Approval details, click the "three dots" icon, then View approval details.
    PAYROLLHISTORY__16_.png
  4. Then, you can see the payroll approval details as follows.
    PAYROLLHISTORY__17_.png
    Information:
    1. Requested by: Username requesting payroll.
    2. Payroll period: Payroll period.
    3. Branch: The branch that wants to process the payroll
    4. Payment schedule: A schedule that you want to process the payroll
    5. Status: Payroll Status (Ready to Publish, Need Approval, Rejected, or Approved).
    6. Request date: Payroll request date.
    7. Request history: Payroll request history contains details (name of requestor or approver and time of action taken) from the request process to approval.

This is a guide on how to manage the Payroll History feature on Talenta. Learn about how to access other Talenta reports here.