Payroll & salary sheets
Pay profiles, monthly salary sheets, approval, posting, payment and payslips
What salary sheets are for
Salary sheets live inside People & Work. Each month's salary is prepared, approved, posted to your books and paid, each a separate step, by the people you choose. KhataIN doesn't work out TDS, SSF, overtime or leave deductions: you type those amounts on the sheet, each with a reason everyone checking can see.
Approved isn't posted, and posted isn't paid. Each is its own step.
Before your first month
Set these up once.
- Turn on salary sheetsOpen ↗
The owner turns on Use salary sheets in People & Work settings. People & Work must be on first.
- Choose who else works on salaryOpen ↗
Nobody but the owner sees pay until the owner gives access, admins included. See: sheets and pay profiles. Prepare: sheets and amounts. Approve: approve or return a sheet. Post: post, reverse and pay.
- Add pay profilesOpen ↗
For each person: basic pay a month and monthly allowances, from a date. A change is a new version; earlier ones stay as history. Example: Ramesh, basic NPR 25,000 plus NPR 2,000 transport allowance from 1 Shrawan.
- Record SSF and PAN
Whether someone is enrolled in SSF, and their PAN, are facts you record on the pay profile. KhataIN doesn't calculate contributions from them.
A month's salary, step by step
Each step needs its own right, and nobody approves a sheet they prepared.
- 1Prepare the month
- 2Add earnings and deductions
- 3Submit
- 4Approve
- 5Post to the books
- 6Pay
- 7Payslips
Each step in plain words
Open Salary sheets and choose the month.
- Prepare this month
Everyone working here that month with a pay profile gets one line with their basic pay and allowances. Nothing is posted or paid. Preparing the same month again opens the same sheet.
Open ↗ - Add earnings and deductions
Overtime, a bonus or other earnings; TDS, SSF (employee share), advance recovery, unpaid leave or other deductions; and the employer's SSF share. Each is typed by hand with a reason. Example: overtime NPR 1,500 for Hari, "10 extra hours in the Dashain rush". The month's attendance is shown next to each name for information only.
- Bring in current pay
If a pay profile changed after the sheet was prepared, refresh the sheet to pick it up.
- Submit for approval
Sends the sheet to whoever approves salary.
- Approve or return
The approver checks and approves, or returns the sheet with a reason. Nobody approves a sheet they prepared or edited, or one with their own line.
- Owner-managed payroll
If you run the business alone and nobody else can approve, the owner can turn on owner-managed payroll and approve the sheet themselves with a tick and a reason. It is recorded as the owner's acknowledgement, not an independent approval, and the payslip says so.
- Post to the books
Records the salary expense and what you owe each person. The posting date is usually the last day of the month and must be in an open period. A posted sheet can be reversed with a reason.
- Pay
Choose the bank or cash account you paid from. The payment is recorded against Salaries Payable, so bank reconciliation and the cash book see it.
- Payslips
Once a sheet is approved, each person downloads their own payslip from My payslips. Payslips are download-only; questions about an amount go to whoever prepares salary.
Open ↗
Run the month in one click
Run the month, on the Salary sheets page, does the usual steps one after another: it prepares (or reuses) the month's sheet, brings in current pay, submits, approves, posts and, if you choose an account, pays. Each step needs the same right as doing it by hand, so the run stops where your rights end and tells you why. Every step already done is kept.
Example: Sunita prepares salary. She chooses Kartik and presses Run: the sheet is prepared and submitted, then the run stops at approval. Bikash, the owner, approves salary and posts it. He chooses Kartik, picks the business bank account under Pay from and presses Run and pay: the sheet is approved, posted and paid.
- Someone who prepares
- Their run prepares and submits the sheet, then stops at waiting for approval. Open ↗
- Someone who approves and posts
- Their run approves and posts the sheet and, with a Pay from account chosen, pays it.
- Owner-managed approval
- The owner must tick the owner-managed box before running. Without the tick the run stops at approval.
- Without paying
- Leave Pay from empty and the run stops after posting. Pay later from the sheet.
- Running it again
- Never makes a second sheet. It carries on from where the sheet is, or says nothing is left to do.
Common mistakes
Salary is money: check before each step.
- Expecting KhataIN to calculate tax
TDS, SSF, overtime and unpaid leave are typed by hand. Check them with your accountant.
- Approving without opening the lines
Open each name to see the amounts entered and the reasons before you approve.
- Posting into a closed month
The posting date must be in an open period. Use the last day of the salary month.
- Forgetting a pay profile
Someone without a pay profile isn't on the sheet. Add the profile, then bring in current pay.
Common questions
Quick answers about salary sheets.
- Why can't my admin see salaries?
- Pay is private by default. Only the owner sees salary sheets until they give someone access in Payroll settings, admins included.
- Does KhataIN work out TDS or SSF?
- No. You type TDS, SSF and other deductions on the sheet by hand, each with a reason. Check the amounts with your accountant.
- Can I change a posted sheet?
- Not directly. Someone who posts salary can reverse it, with a reason; the reversal is recorded in your books next to the original.
- I pressed Run month twice. Is there a second sheet?
- No. A month has one live sheet. Running again picks up where it is, or says nothing is left to do.
- Can employees see each other's payslips?
- No. Each person downloads only their own, from My payslips, once the sheet is approved.
- Where does the salary payment show?
- In the bank or cash account you paid from, against Salaries Payable, like any other payment. Bank reconciliation and the cash book see it.
Still stuck? Contact support