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Payroll Transaction

Purpose

The Payroll Transaction module manages all employee-related financial and approval activities within the payroll system. It includes claim processing, leave approvals, payroll entries, and payroll execution. This module ensures proper validation, approval workflows, and accurate payroll calculation.

Module Components

1. Claim Approval

Purpose

The Claim Approval module is used to manage and process employee reimbursement claims. It allows HR or authorized personnel to review, approve, or reject claims submitted by employees, ensuring proper validation and control of company expenses.

Dashboard Components

1. Claim Approval 

Type
Table

Description
Displays all employee reimbursement claims submitted for approval.

Example Columns

Column Description
Claim No Unique claim reference number
Date Claim submission date
Code Internal system code
Employee Name Name of the employee
Ref No External or document reference number
Claim Code Specific claim identifier
Claim Category Category of expense (e.g. Travel, Medical)
Amount Claimed amount
Status Current approval status (Pending / Approved / Rejected)
Branch Employee’s branch/location
Created Record creation timestamp

Purpose
Provide a centralized view of all claim submissions for review and processing.

2. Claim Status Indicator

Type
Status Badge

Description
Shows the current approval status of each claim.

Status Options

  • Pending
  • Approved
  • Rejected

Purpose
Allow HR to quickly identify claims requiring action.

Create New Claim

Type
Form

Description
Allows employees or HR users (depending on permission) to submit a new reimbursement claim.

Required Fields

Field Description
Claim No Unique claim number generated or manually assigned
Employee Employee submitting the claim
Date Claim date
Ref No Supporting reference number (receipt/invoice)
Claim Category Type of claim (Travel / Medical / Meal / Transport / Others)
Amount Claimed reimbursement amount
Purpose Description of the claim reason
Attachment Supporting documents (receipt/invoice image or file)

Purpose
Enable structured submission of reimbursement claims with supporting evidence.

Claim Approval Workflow

Create Claim
     │
     ▼
Submit for Approval
     │
     ▼
Pending Review
     │
     ├── Approved
     │        │
     │        ▼
     │   Process Payment
     │
     └── Rejected
              │
              ▼
        Return to Employee (Optional)

Business Rules

  • Claim No must be unique for each record
  • Only authorized HR/Finance users can approve or reject claims
  • Claims in Approved status cannot be edited
  • Attachments are mandatory for verification purposes (based on policy)
  • Status changes must be logged for audit purposes
  • Branch field determines organizational location of the claim

User Impact

  • Employees can submit reimbursement claims easily with supporting documents
  • HR/Finance can efficiently review and validate expenses
  • Ensures transparency and control over company reimbursements
  • Reduces manual claim tracking via spreadsheets or emails


2. Leave Approval

Purpose

The Leave Approval module is used to review and manage employee leave applications. It enables authorized personnel to approve or reject leave requests while ensuring compliance with the organization's leave policies. The module also includes an Authorization Setup feature to define users who are permitted to approve leave applications.

Dashboard Components

1. Leave Approval List

Type
Table

Description
Displays all submitted leave applications and their current approval status.

Example Columns

Column Description
Doc No Unique leave application document number
Reason Reason for the leave request
Ref No Reference number (if applicable)
Status Current approval status (Pending / Approved / Rejected)
Requester Employee who submitted the leave application
Approved By Approver assigned to the request
Branch Employee's branch or office location
Created Date and time the application was created

Purpose
Provide HR and managers with a centralized view of all leave applications awaiting review or already processed.

2. Leave Approval Actions

Type
Action Buttons

Description
Allows authorized users to review and process leave applications.

Available Actions

  • Approve – Approves the leave application.
  • Reject – Rejects the leave application.

Purpose
Ensure leave requests are processed efficiently by authorized personnel.

3. Authorization Setup

Type
Configuration

Description
Allows administrators to configure the users who are authorized to approve leave applications.

Configuration Options

Field Description
Company Select the company for the authorization setup
Authorized User User assigned approval authority
Add New Line Add additional authorized users for the selected company

Purpose
Define and maintain the list of users responsible for approving leave applications.

Leave Approval Workflow

Employee Submits Leave Application
                │
                ▼
          Pending Approval
                │
        ┌───────┴────────┐
        ▼                ▼
    Approve           Reject
        │                │
        ▼                ▼
Approved Leave     Application Closed

Leave Approval Workflow

 

Business Rules

  • Only authorized users can approve or reject leave applications.
  • Each leave application is assigned a unique Doc No.
  • Authorization Setup is maintained at the company level.
  • Multiple authorized users can be assigned to the same company.
  • Approved or rejected applications are recorded for audit purposes.
  • Employees cannot approve their own leave applications unless explicitly permitted by company policy.

User Impact

  • Streamlines the leave approval process.
  • Ensures only authorized personnel can process leave requests.
  • Improves transparency by recording approver information.
  • Supports multi-user approval configuration for different companies.


3. Payroll Entry

Purpose

The Payroll Entry module is used to create and manage payroll records for a specific payroll period. It allows HR or payroll administrators to generate payroll entries by defining the payroll year, month, and description before payroll processing begins.

Dashboard Components

1. Payroll Entry List

Type
Table

Description
Displays all payroll entries that have been created in the system.

Example Columns

Column Description
Code Unique payroll entry code
Year Payroll year
Month Payroll month
Description Description of the payroll entry
Branch Branch associated with the payroll entry
Created Date and time the payroll entry was created

Purpose
Provide an overview of payroll entries for different payroll periods and branches.

2. Create Payroll Entry

Type
Form

Description
Allows payroll administrators to create a new payroll entry for a selected payroll period.

Required Fields

Field Description
Year Select the payroll year
Month Select the payroll month
Description Enter a description or remarks for the payroll entry

Purpose
Create a payroll entry that serves as the basis for payroll processing during the selected period.

Payroll Entry Workflow

Select Payroll Year
        │
        ▼
Select Payroll Month
        │
        ▼
Enter Description
        │
        ▼
Create Payroll Entry
        │
        ▼
Payroll Entry Available for Payroll Process

Business Rules

  • Each payroll entry is associated with a specific Year and Month.
  • A unique Code is automatically assigned to each payroll entry.
  • Payroll entries can be created only by authorized payroll users.
  • The Branch is assigned based on the user's organization or selected company branch.
  • Payroll entries are used as the source record for the Payroll Process module.

User Impact

  • Organizes payroll records by payroll period.
  • Simplifies payroll preparation before salary calculation.
  • Provides a structured record for payroll management and reporting.
  • Ensures payroll processing is performed on the correct payroll period.


4. Payroll Process

Purpose

The Payroll Process module is used to execute payroll calculations for a selected payroll period. It processes employee earnings, deductions, and other payroll components to generate payroll results before they are released and posted.

Dashboard Components

1. Payroll Process List

Type
Table

Description
Displays all payroll process records that have been created and executed.

Example Columns

Column Description
Date Payroll process date
Description Description of the payroll process
Process From Start date of the payroll period
Process To End date of the payroll period
Release Payroll release status
Type Payroll processing type
Entry Related payroll entry
Posting Payroll posting status
Branch Branch associated with the payroll process
Created Date and time the payroll process was created

Purpose
Provide an overview of payroll processing activities and their current status.

2. Create Payroll Process

Type
Form

Description
Allows payroll administrators to create a new payroll process for a selected payroll period.

Required Fields

Field Description
Date Payroll processing date
Description Description of the payroll process
Process Period Select the payroll period to be processed

Purpose
Create a payroll process that calculates employee salaries for the selected payroll period.

3. Payroll Processing Type

Type
Configuration

Description
Defines how payroll should be processed.

Available Options

  • Month End – Processes the complete monthly payroll for all eligible employees.
  • Ad Hoc – Processes only selected payroll components without running a full monthly payroll.

Purpose
Provide flexibility for both regular monthly payroll and special payroll adjustments.

4. Ad Hoc Processing Options

When Payroll Processing Type is set to Ad Hoc, users can select one or more payroll components to process.

Process Option Description
Process Wages Calculate employee wages
Process Allowances Process employee allowances
Process Commissions Calculate commission payments
Process Claims Include approved reimbursement claims
Process Bonus Process bonus payments
Process Deductions Apply payroll deductions
Process Advances Deduct employee salary advances
Process Director Fees Process director remuneration
Process Overtime Calculate overtime payments
Process Unpaid Leave Deductions Deduct salary for unpaid leave

Purpose
Allow payroll administrators to process only specific payroll components when adjustments or special payments are required.

Payroll Process Workflow

Create Payroll Process
          │
          ▼
Select Process Period
          │
          ▼
Choose Processing Type
          │
     ┌────┴─────┐
     ▼          ▼
Month End    Ad Hoc
     │          │
     │     Select Payroll Components
     │          │
     └────┬─────┘
          ▼
Run Payroll Calculation
          │
          ▼
Review Payroll Results
          │
          ▼
Release Payroll
          │
          ▼
Post Payroll

Business Rules

  • Each payroll process is linked to a specific payroll period.
  • Only authorized payroll users can create and execute payroll processes.
  • Month End processes all payroll components automatically.
  • Ad Hoc processing allows only the selected payroll components to be calculated.
  • Payroll should be reviewed before it is released.
  • Released payroll can be posted to finalize payroll records.
  • Payroll processing activities are recorded for audit purposes.

User Impact

  • Automates payroll calculation for employees.
  • Supports both full monthly payroll and special payroll adjustments.
  • Improves payroll accuracy by processing only approved payroll data.
  • Provides clear tracking of payroll processing, release, and posting status.

 


5. Forms/ Data

Purpose

The Forms / Data module is used to generate statutory payroll forms and data files required for submission to government agencies. Users can select a form type and generate the corresponding report or export file based on payroll records.

Dashboard Components

1. Forms / Data List

Type
Table

Description
Displays the history of generated payroll forms and data files.

Example Columns

Column Description
Form Type Type of generated form or data file
Generated By User who generated the file
Generated Date Date and time the file was generated
Status Generation status
File Format Output format (PDF / CSV / TXT)

Purpose
Provide users with an overview of generated statutory forms and exported payroll data.

2. Generate Form / Data

Type
Form

Description
Allows users to generate payroll forms or statutory data files by selecting a form type.

Required Field

Field Description
Form Type Select the type of payroll form or data file to generate

Available Form Types

Form Type Output
Income Tax – CP8A EA Form PDF File
LHDN – E-Data PCB TXT File
KWSP – E-Caruman CSV File
PERKESO – SOCSO TXT File
PERKESO – EIS TXT File

Purpose
Generate payroll documents and electronic submission files required by statutory authorities.

Forms / Data Workflow

Select Form Type
        │
        ▼
Generate Form / Data
        │
        ▼
System Validates Payroll Data
        │
        ▼
Generate Output File
        │
        ▼
Download or Submit File

Business Rules

  • Only authorized payroll users can generate statutory forms and data files.
  • Generated files are based on the latest finalized payroll records.
  • Different form types produce different output formats (PDF, CSV, or TXT).
  • Payroll processing should be completed before generating statutory forms.
  • Generated files can be downloaded for submission to the relevant government agencies.

User Impact

  • Simplifies statutory reporting and compliance.
  • Reduces manual preparation of government forms.
  • Generates standardized files accepted by tax and social security authorities.
  • Improves payroll reporting efficiency and accuracy.

Summary

Section Description
Table Generated Forms / Data History
Form Generate Form / Data
Output PDF / CSV / TXT Files
Workflow Select Form Type → Generate → Download
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