Payroll Management in ClearRing POS

Managing staff payroll inside the same system you use for sales means no double entry and no spreadsheet headaches. ClearRing POS includes a built-in payroll module with a structured DRAFT → APPROVED → PAID lifecycle so you always know exactly where each pay cycle stands.

Prerequisites

Before running payroll, make sure each employee has:

1. A profile in HR → Employees with their salary/rate type set (monthly flat, hourly, or commission-based)
2. Attendance records posted for the period (if using hourly or attendance-linked pay)
3. Any advances or deductions recorded under HR → Advances

Step 1: Create a New Payroll Run

Go to Payroll → Runs and click + New Run.

Fill in the run details:

| Field | Example | |-------|---------| | Pay Period | January 2026 | | Pay Date | 31 Jan 2026 | | Payment Method | Bank Transfer |

Click Generate. The system pulls in every active employee and calculates their gross pay based on their rate type and attendance data.

Step 2: Review Line Items

The run opens in DRAFT status. You'll see a table with one row per employee:

| Column | Description | |--------|-------------| | Employee | Name and role | | Base Pay | Calculated from rate × days/hours worked | | Allowances | Transport, meal, housing additions | | Advances | Any salary advances already taken | | Deductions | Late penalties, tax, other deductions | | Net Pay | Final amount to be transferred |

Click any employee row to expand the detail panel:

• Edit individual line items (add a one-time bonus, correct an attendance error)
• Attach notes (e.g. "Q4 performance bonus")

Changes are saved in real time while the run remains in DRAFT.

Step 3: Approve the Run

Once you've reviewed all line items and the total looks correct, click Approve Run. A confirmation dialog shows the total payout amount across all employees.

Only users with the payroll.approve permission (typically Owner or Manager) can approve. After approval:

• The run status changes to APPROVED
• No further edits are possible unless you Revert to Draft
• The system locks the pay period to prevent duplicate runs

Step 4: Mark as Paid

After bank transfers or cash disbursements are made, open the approved run and click Mark as Paid. Enter the payment date and reference number (e.g. bank transaction ID).

The run moves to PAID status. This final state is irreversible — it is the permanent record that payroll was disbursed.

Step 5: Download Pay Slips

From a PAID run, click Download Pay Slips to get a ZIP file containing individual PDF pay slips for every employee. Each pay slip includes:

• Company name and logo
• Employee name, designation, employee ID
• Itemized breakdown (base, allowances, deductions)
• Net pay and payment method
• Manager signature line

You can also download a single employee's pay slip from their expanded row.

Step 6: Employee Pay Slip Access (Optional)

If you've given employees access to the Employee Self-Service Portal, they can log in and download their own pay slips under My Pay Slips without contacting management.

Payroll Reports

Navigate to Reports → Payroll Summary for an overview across all closed runs:

• Monthly payroll cost trend
• Cost by department/role
• Year-to-date total paid per employee
• Export to Excel for tax filing

Common Questions

What if I need to add a new employee mid-cycle? Open the DRAFT run, click Add Employee, search for the employee, and their pro-rated pay for the remaining days is calculated automatically.

Can I run payroll for specific departments only? Yes. When creating the run, use the Department Filter to include only selected departments.

What happens if an employee has an outstanding advance? Advances recorded in HR → Advances are automatically deducted from net pay in the next payroll run.

Summary

ClearRing's payroll module gives small-to-medium businesses a structured, auditable way to handle employee compensation inside the same POS platform they use every day. The DRAFT → APPROVED → PAID workflow ensures no run is accidentally finalized before review, while the built-in pay slip generation saves hours of manual document creation.