# 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 ```

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## 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