Overview

This article explains how to manually upload, publish, and if necessary unpublish payslips in bulk with automatic payslips matching. 

The single zip file will contain the multiple employee individual PDF payslips. The number of payslips can be uploaded in a single zip is approximately 500.

Before you begin

• The required file format for individual employee PDF payslip is [Employee ID]_payslip[month][year].pdf. All the PDF files are to be compressed into a ZIP file.
  • ZIP file size must not exceed 40MB
• It is mandatory to prefix the file with Employee ID. Employee ID here refers to the client employee number. The client employee number is used as unique identifier to match the file with employee record.
  • Sample file naming: 002301_payslipdec2023.pdf or 002302_payslip122023.pdf

Note: Client employee number must exist in the employee record.

Uploading Payslips In Bulk

Step 1- Select the entity

Select the Payroll icon and then choose the correct entity.

Click payslips, select the pay cycle, and then click Upload Payslips

Step 2 - Click Upload payslips

Then specify the payroll cycle for which you will be uploading payslips.

Step 3 - Choose the bulk upload method and payslip attributes

You can upload bulk payslips in a single zip file or several pdf files.

A zip file is usually better if there is a high number of employees to compress the file using zip. Multiple pdf files are good for fewer employees, but note there is a limit of 40 MB.

Toggle on the insert logo option if you wish you add your organization's logo to the payslips. To toggle on this feature, your entity logo must already be uploaded (client admins can set this up in Organization Settings>Entity details).

Payslip attributes will apply to each payslip to be uploaded. Select the entity, country, and payroll group.

The cycle will be either monthly or bimonthly as defined during entity setup. You can then choose the payroll cycle where you want to upload the payslips, or customizethe date range.

Step 4 - Drag or drop the payslip files that you wish to upload

Please remember to use the correct naming convention. An example will also appear on your screen.

Step 5- Match payslip files

You can toggle on the option to show unmatched and error files. If toggled on, you can see unmatched or error pdfs.

You can also choose to skip unmatched & error files. When toggled on, it will skip all unmatched or error ones and show pdfs that are mapped to the corresponding employees.

Step 6 - Publish

When bulk uploading payslips via single zip file, you wil have the option to publish now to the employee home screen, or to publish later at a specified time.

Step 7 - Review published payslips

Select the Global Payroll icon and then click Payslips. 

Once the payslips are published, the log and relevant details will be moved to the "Published" tab

How to unpublish or delete payslips

Note: This feature is only possible if the payslip is uploaded via single zip file upload, and not via multiple pdf.

Select the Payroll icon, then click Payslips > Published tab.

Select the relevant pay cycle, and you will see the option to unpublish payslips in the "Payslips" tab. Click Unpublish Payslips. In separate tabs, you can view how many payslips are published and how many are unpublished.

Only  then the delete button will appear on your screen only after you click and confirm Unpublish Payslips.

When a payslip is unpublished, the respective employee(s) will not be able to view their payslips but client admins can still access them until it is permanently deleted.