In Payroll History, you can use this feature if, after running payroll, you want to lock access to run payroll (payroll data for the employee in question cannot be changed once locked), and you want employees to be able to directly access their payslips each. This feature displays a list of payrolls that are in process or have been processed for each period or month.

In Payroll History, there are features that make it easier for you to take action on the approval process, such as Request Payroll Approval, lock/unlock Payroll, publish/unpublish Payroll at the employee level, which differs from the previous view at the period level. This allows you to view payroll status in real time per employee and view reports.

Important
- You can read the guidebook Payroll History Overview here before starting to manage the Payroll History feature.
- This feature is only accessible to Super Admins.

This guide will explain how to manage the Payroll History feature in Talenta, such as Request Payroll Approval, Publish/Unpublish Payroll, Lock/Unlock Payroll, and view Approval History/Approval Details. Follow these steps:

1. You can open the options in the Payroll menu, then select Payroll processing.
   

2. Then, click Payroll history.
   

Payroll History can also be accessed via “Reports” by clicking “Go to payroll history”.

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. Select "Request approval" in one of the Payroll periods that you want to submit for approval.
   
2. Check the details on the pop-up that appears and click  “Request payroll approval”.
   
3. Therefore, the request means disapprove marked with Payroll status that changes to 0 of (Total employee) payslip published, and the "Request approval" button changes to "Proceed payslip".
   
4. To start publishing the payslip, you can click "Proceed payslip" which will take you to the Payroll detail page.

B. How to Lock/Unlock Payroll

1. On the Payroll history page, click "Proceed payslip".
   

   If this button does not appear, follow the steps in section  A. How to Request Payroll Approval.

2. Then, you will be directed to the Payroll detail page as follows.
   
   

   The following is an explanation of the settings and captions at the top of the page.
   

   No.	Name of Button/Column	Description
   1	Summary of Payroll details	There are several summaries, namely: Date and Last run by: The date and employee who last accessed the data. Total employees: The number of employees in this payroll. Payslip published: Number of payslips that have been published. Payroll locked: Payroll amount that has been locked.
   2	Filter	Payslip index filter based on: Branches, and several other categories.
   3	Index column settings	Settings for what list you want to appear in the payslip index. Check on any information that you want to display.
   4	Guidebook	Shortcut key to this guide.
   5	Search bar	A column to make it easier for you to find a particular payslip based on certain keywords, such as employee names.

3. In the Payroll period that you want to lock the Payroll. Click the "Unlock" icon.
   

   You can see the Payslip status line to determine whether the payslip has been published or has not been issued  (Ready to publish).

4. Click  "Lock payroll" to lock the payroll. This feature allows you to lock payroll without publishing a payslip. 
   
5. Then, the status will change to "Locked". You can click the icon to open a locked Payroll.
   

   You can manage Lock/Unlock payroll or Publish/Unpublish payslips for each employee with various cross-status individually (one by one) or in bulk by checking the “Name checkbox” and then clicking “Actions”.
   Example:
   - Employee A with Payroll status Locked and Payslip Published status.
   - Employee B with Unlock status, Payroll, and Unpublished Payslip status.
   Therefore, the bulk button that appears is Publish, Lock, Unpublish, or Unlock. These actions only impact eligible employees (adjusted to their status). For example, if you click Bulk Publish, only Employee B, whose status is still Unpublished, will be affected.
   

6. Select "Unlock payroll" to open Payroll.

C. How to Publish/Unpublish Payroll

1. After you do the Request payroll action, then you can Publish the payslip on the Proceed payslip page. Select "Publish payslip" in the Payroll period with the status  Ready to publish.
   
2. Click "Lock & publish payslip" to publish the payslip, which will automatically lock the payslip.
   
   

   There are 2 (two) ways to Publish Payslips, namely:
   -  With 2 (two) steps: Lock Payroll, then Publish Payslip at a different time when the payroll condition is locked.
   -  With 1 (one) step: Publish a Payslip when the  payroll condition is still unlocked, and the system will immediately  lock the payroll automatically.

3. Hence, the Payroll status changes to Published. Then, to Unpublish the payslip, click the following button. 
   
   - The “Unpublish payslip” button is only available during the Payroll period with a Published status. 
   - You can manage the Publish/Unpublish payslip for each employee individually (one by one) or in bulk by checking the "Name checkbox" then clicking "Actions".
   

D. How to View Approval History or Approval Details

1. Open the Payroll history page. To view the Approval history, click the “three dots” icon, then  Approval history.
   

   Approval history can only be clicked on the Payroll period that has already been requested for approval and has a Published/Rejected status.

2. Then, you can see the Payroll approval details as follows. 
   Description:
   1. Requested by: The name of the user who requested Payroll.
   2. Payroll period: Payroll period.
   3. Branch: Payroll implementation branch.
   4. Payment schedule: Payroll implementation schedule.
   5. Status: Payroll Status (Ready to publish, Need approval, Rejected, or Approved).
   6. Request date: Payroll request date.
   7. Request history: Payroll request history, which contains details (name of requestor or approver and time of action taken) from the request process to approval.
3. And the following is a display of Payroll history with the Approved status.
   Description:
   1. Requested by: The name of the user who requested Payroll.
   2. Payroll period: Payroll period.
   3. Branch: Payroll implementation branch.
   4. Payment schedule: Payroll implementation schedule.
   5. Status: Payroll Status (Ready to publish, Need approval, Rejected, or Approved).
   6. Request date: Payroll request date.
   7. Request history: Payroll request history, which 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.