Payroll

#How payroll is organized

Where to find it: the Payroll section in the left sidebar.

The sidebar gives you five direct links:

A few related screens are reached from inside a cycle or by their own address rather than from the sidebar:

• Bank Files and Payment Status open from buttons on an approved or paid cycle.
• Adjustments, Salary Changes, Salary Components, Payroll Settings (country rules & social insurance), and Payroll Reports are companion screens for the same module.

Screenshot

the Payroll section expanded in the left sidebar showing Cycles, Payslips, Loans, Tax Brackets and End of Service

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#The monthly payroll run, end to end

Before diving into each screen, here is the whole run in one picture. A cycle moves through four states, and each state unlocks the next action.

Screenshot

a horizontal stepper showing Draft → Calculated → Approved → Paid with the action button at each stage

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#Payroll Cycles

Where to find it: Payroll → Cycles

A cycle is one payroll run — usually one calendar month. This is the screen you'll live in during a pay run.

#What you can do here

• See every cycle as a card with its net payroll, basic pay, allowances, deductions and tax.
• Filter by status and year.
• Create a new cycle.
• Open a cycle to calculate, approve, finalize, download payslips and generate the bank file.

#How to create a payroll cycle

1. Go to Payroll → Cycles.
2. Click + Create Cycle (top right).
3. Either fill the form or click Quick Fill to auto-populate the current month.
4. Enter a Cycle Name (e.g. "January 2026 Payroll").
5. Set the Start Date and End Date for the pay period.
6. Set the Payment Date (when staff should be paid).
7. Optionally add Notes.
8. Click Create Cycle.

The moment the cycle is created, a draft payslip is generated for every active employee automatically — you don't add people one by one.

Field guide — Create Cycle

#How to run a cycle (calculate → approve → finalize)

1. From Cycles, click the cycle card to open it.
2. In the Actions panel, click the button that matches the current status:
   • Calculate Payroll (when Draft) — computes every payslip and submits the run for approval. You'll be warned that this locks approved timesheets.
   • Approve Payroll (when Calculated) — signs off the run. This can't be undone.
   • Finalize & Pay (when Approved) — marks all payslips as paid.
3. Confirm the prompt each action shows.

Once approved or paid, extra buttons appear: Download PDF (all payslips in one file), Generate Bank File, and — after paying — Payment Status.

#Cycle statuses

#What "Calculate" actually does

For each employee it pulls together:

• Basic pay, prorated by days actually worked in the period (from attendance/leave).
• Overtime — regular, weekend and holiday hours from approved timesheets, each at its own multiplier.
• Allowances (housing, transport, food, other, plus any salary components).
• Deductions, including loan and advance repayments due this cycle, which are added automatically.
• Tax and social insurance, using the rules for the cycle's country.

It then totals the whole cycle and locks the timesheets it used.

Screenshot

a single cycle detail page showing the Actions panel, the five summary tiles (Basic, Allowances, Deductions, Tax, Net Payroll) and the payslips table

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#Payslips

Where to find it: Payroll → Payslips (or click a payslip inside a cycle)

A payslip is one employee's pay for one cycle. It shows the full earnings and deductions breakdown plus year-to-date figures.

#What you can do here

• Open any payslip to see Earnings Breakdown, Deductions Breakdown, Payslip Information and Year-to-Date.
• Download a payslip as a PDF.
• Send an approved payslip to the employee by email.

#How to send a payslip to an employee

1. Open the payslip (from the cycle's payslips table or Payroll → Payslips).
2. Make sure its status is Approved.
3. Click Send Payslip.
4. Confirm the prompt (it shows the employee name and email address).

#Payslip statuses

Screenshot

a payslip detail page with Earnings and Deductions breakdowns side by side and a Year-to-Date panel

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#Salary Components

Where to find it: the Salary Components screen (part of the Payroll module)

Salary components are the recurring extras on top of an employee's basic pay — an allowance that adds to pay, or a deduction that subtracts from it. They flow into every future cycle automatically.

#What you can do here

• Filter components by type (Allowance / Deduction) and status (Active / Inactive).
• Create a component for a specific employee.
• Edit a component's amount, end date or notes.
• Delete a component.

#How to add a salary component

1. Open Salary Components.
2. Click Create (Create Salary Component).
3. Enter the Employee ID the component applies to.
4. Choose the Type — Allowance or Deduction.
5. Enter a Name (e.g. "Transportation Allowance").
6. Enter the Amount.
7. Set the start/end dates and add optional Notes.
8. Save.

Field guide — Salary Component

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#Deductions

Deductions reach a payslip in three ways, and it helps to know which is which:

You don't enter tax or social insurance by hand — the calculation applies them from your configured rules.

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#Adjustments

Where to find it: the Payroll Adjustments screen (part of the Payroll module)

Adjustments are one-time changes to a single employee's pay — a bonus, an extra deduction, or a correction — that apply to the current run rather than every month.

#What you can do here

• See pending, approved and rejected adjustments, with running totals.
• Filter by status and type.
• Create an adjustment.
• Approve or reject a pending adjustment.

#How to create an adjustment

1. Open Payroll Adjustments.
2. Click Create Adjustment.
3. Enter the Employee ID.
4. Choose the Type — Bonus, Deduction or Correction.
5. Enter the Amount.
6. Enter a Reason.
7. Save. The adjustment starts as Pending.

#How to approve or reject an adjustment

1. Find the adjustment with status Pending.
2. Click Approve to apply it, or Reject to discard it.

#Adjustment statuses

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#Loans and Salary Advances

Where to find it: Payroll → Loans

Loans and advances are money lent to an employee and repaid through payroll over a number of installments. A salary advance is simply a loan of type Advance. Once a loan is approved, its repayments are pulled into each cycle's deductions automatically.

#What you can do here

• List loans, filtered by Employee ID, status and type.
• Create a new loan or advance.
• Open a loan to approve it and to record repayments.

#Loan types

#How to create a loan or advance

1. Go to Payroll → Loans.
2. Click to Create New Loan.
3. Search and select the employee by name or number.
4. Choose the Loan Type.
5. Enter the Loan Amount.
6. Enter the Interest Rate (%) (use 0 for interest-free).
7. Enter the Number of Installments.
8. Set the First Installment Date.
9. Optionally add Purpose and Notes. The Loan Summary panel previews the totals.
10. Create the loan. It starts as Pending.

#How to approve a loan and record repayments

1. Open the loan from the list.
2. In the Approval Required panel, click Approve. This generates the repayment schedule and moves the loan to Active.
3. As installments come due, open the loan and mark each repayment as paid (repayments are also confirmed automatically when the matching cycle is finalized).

Field guide — Create Loan

#Loan statuses

#Repayment statuses

Screenshot

a loan detail page showing the Approval Required panel, Repayment Progress bar and the repayment schedule table

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#Salary Changes

Where to find it: the Salary Changes screen (part of the Payroll module)

A salary change is a request to move an employee to a new salary, effective from a chosen date. It goes through approval before it takes effect, so pay can't be changed silently.

#What you can do here

• See pending and approved salary-change requests, with counts.
• Create a salary-change request.
• Approve or reject a pending request.

#How to request a salary change

1. Open Salary Changes.
2. Click Create Salary Change.
3. Select the Employee.
4. Enter the New Salary.
5. Enter a Reason.
6. Set the Effective Date.
7. Submit. The request starts as Pending.

#How to approve or reject

1. Find the request with status Pending.
2. Click Approve to apply it from its effective date, or Reject to discard it.

#Salary-change statuses

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#Tax Brackets and Country Rules

Tax is calculated from income tax brackets plus country payroll rules. These are set up once and reused every cycle.

#Tax Brackets

Where to find it: Payroll → Tax Brackets

Brackets are the income bands and the rate charged on each. There's also a built-in Tax Calculator to test an income figure against the current bands.

How to add a tax bracket:

1. Go to Payroll → Tax Brackets and pick the Tax Year at the top.
2. Click to Create Tax Bracket.
3. Enter a Bracket Name (e.g. "First Bracket").
4. Set the Tax Year and Bracket Order (1 for the lowest band, 2 next, and so on).
5. Enter the Min Income and max income for the band.
6. Enter the Tax Rate (%).
7. Save.

To test a figure: scroll to the Tax Calculator, enter an income amount, and it shows the tax due under the current brackets.

Field guide — Tax Bracket

#Country Rules

Where to find it: Payroll Settings → Country Rules tab

Country rules capture the statutory items that vary by country — tax, social insurance, mandatory allowances or deductions, end-of-service and other compliance rules.

How to add a country rule:

1. Open Payroll Settings and select the Country Rules tab.
2. Add a rule and give it a Name (e.g. "Income Tax Deduction").
3. Enter the Country Code (e.g. "JOR").
4. Choose the Rule Type — Tax, Social Insurance, Mandatory Allowance, Mandatory Deduction, End of Service, or Compliance.
5. Choose the Calculation Type — Percentage, Fixed Amount, Progressive / Tiered, or Formula.
6. Choose Applies To — All Employees, Nationals Only, or Expatriates Only.
7. Enter the rule's parameters (for example a rate) and an optional description.
8. Save.

Screenshot

the Payroll Settings page with the Country Rules, Social Insurance and Compliance tabs

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#Social Insurance

Where to find it: Payroll Settings → Social Insurance tab

Social insurance (social security) rules define the employee and/or employer contributions taken each cycle. There's a Preview Calculator to check contributions for a sample salary before you rely on the rule.

#How to add a social-insurance rule

1. Open Payroll Settings → Social Insurance tab.
2. Create a rule and give it a Name (e.g. "Social Security").
3. Enter the Country Code.
4. Choose who contributes — Employee & Employer, Employee Only, or Employer Only.
5. Choose the Contribution Base — Basic Salary, Gross Salary, or Total Salary.
6. Enter the Employee Rate (%) and Employer Rate (%).
7. Optionally set a contribution ceiling (a salary cap) and a description.
8. Save.

#How to preview a contribution

1. In the Preview Calculator, enter a Monthly Salary.
2. Choose the Employee Type — National or Expatriate.
3. The calculator shows the resulting contributions.

Field guide — Social Insurance rule

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#End of Service (Gratuity)

Where to find it: Payroll → End of Service

This calculator works out an employee's end-of-service gratuity (severance) based on their length of service and the gratuity rules configured for their country.

#How to calculate a gratuity

1. Go to Payroll → End of Service.
2. Select the Employee.
3. Optionally enter a termination date and a salary override (leave the salary blank to use the contract salary).
4. Read off the result — service years, daily wage, gratuity days and the gratuity amount.

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#Bank Files (salary transfer file)

Where to find it: the Bank Files screen — reach it from an approved or paid cycle's Generate Bank File button, or open the Bank Files screen directly.

A bank file is the transfer file your bank uses to pay everyone in one batch. You generate it from an approved (or paid) cycle, validate it, download it, and upload it to your bank's portal.

#What you can do here

• List all bank files with their format, cycle, currency, total amount, record count and status.
• Filter by status.
• Generate a new bank file.
• Validate, Download, Submit and Confirm a file.

#How to generate a bank file

1. From an approved or paid cycle, click Generate Bank File (or open Bank Files and click + Generate Bank File).
2. Select the Payroll Cycle.
3. Choose a File Format, or leave it on Default Format to use your country's standard.
4. Optionally set a Bank Account to pay from.
5. Click Generate.

The system builds one transfer line per employee whose net pay is above zero and who has bank details on file. Employees missing bank details are excluded (with the reason "Missing banking information") rather than blocking the file.

#File formats

The default format is chosen from your company's country. Available formats include a generic CSV plus country-specific formats (for example WPS files for Qatar and Saudi Arabia, SEPA XML, and a Jordan bank format). If your country has no specific format, CSV is used.

#How to validate, download and hand the file to your bank

1. In the Bank Files list, click Validate on the file. A message tells you how many records are valid and lists any problems.
2. Once valid, click Download to save the file.
3. Upload that file to your bank's payment portal (this step happens at the bank, outside ApixONN).
4. Back in ApixONN, click Submit to mark the file as sent to the bank.
5. When the bank confirms the batch cleared, click Confirm.

#Bank-file statuses

Screenshot

the Bank Files list showing file name, format, cycle, total amount, record count and status with Validate/Download/Submit/Confirm buttons

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#Payments (payment status & reconciliation)

Where to find it: the Payment Status screen — reach it from a paid cycle's Payment Status button, or open Payments and pick a cycle.

After a cycle is paid and the bank file is out, this screen tracks whether each employee's transfer actually succeeded, and lets you reconcile the run.

#What you can do here

• Choose a payroll cycle and see every payslip's payment status, method, reference and processed date.
• See a progress bar of how many have been paid.
• Bulk Confirm All pending payments at once.
• Per employee: Mark Paid, Mark Failed (with a reason), or Reprocess a failed one.

#How to reconcile a cycle's payments

1. Open Payment Status and choose the cycle.
2. To confirm the whole batch, click Bulk Confirm All.
3. For a single employee, use Mark Paid if their transfer succeeded.
4. If a transfer bounced, click Mark Failed and enter the reason.
5. Once the issue is fixed, click Reprocess on the failed line to try again.

#Payment statuses

Screenshot

the Payment Status page with the cycle selector, a paid-progress bar and the per-employee payments table

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#Payroll Reports

Where to find it: the Payroll Reports screen (part of the Payroll module)

A library of read-only reports for finance, tax filing and audit. Open any card to run that report.

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#Who does what (roles)

Payroll actions are gated by permission, and permissions map to roles. In practice:

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#Common questions

My bank file says "no records" or "0 records to transfer." Why? A cycle only produces transfer records for payslips that are approved with a positive net pay and whose employee has bank details on file (IBAN or account number). If nobody in the cycle has bank details, the file has nothing to send. Add bank details to the employees, then regenerate.

How do an employee's bank details end up in the bank file? Each transfer line is built from the employee's saved bank name, account number, IBAN and SWIFT code (set on the employee record in HR) together with their net pay for that cycle. Keep those fields current — the transfer file copies them exactly.

Why is one employee missing from the bank file? Most likely they have no bank details, so they were excluded with the reason "Missing banking information," or their net pay was zero. Everyone else still goes through — one missing person doesn't block the file. Add their bank details and regenerate.

Can I undo an approval? No. Approving a cycle cannot be undone. Review the numbers carefully while the cycle is still Calculated. If something is wrong after approval, correct it with an Adjustment on the next run, or contact your Admin.

Why can't I approve my own cycle? Calculating and approving are separate permissions on purpose (separation of duties). The person who runs the calculation often can't also approve it — that's usually the Finance Manager's job.

A payment bounced at the bank. What do I do? On Payment Status, click Mark Failed and record the reason. Fix the underlying issue (usually wrong bank details), then click Reprocess to try that employee again.

Where do recurring monthly deductions come from? From Salary Components of type Deduction. Tax and social insurance are applied automatically from your configured rules; loan repayments are added automatically from active loans. Use an Adjustment only for a one-off change on a single run.

Do I have to add loan repayments to each cycle myself? No. When you calculate a cycle, any loan or advance installment due that month is added to the employee's deductions automatically and confirmed when the cycle is finalized.

Gratuity shows as 0 for a long-serving employee — is that a bug? Usually it means the end-of-service rule for that country isn't configured yet (set it under Payroll Settings → Country Rules), or the employee hasn't passed the minimum service period. A zero result means "not configured / not eligible," not a calculation error.