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People & payroll

Run payroll

Gross to net, with statutory contributions, service charge, and a lock you cannot undo.

2 min read · Last reviewed 22 Oct 2026

A payroll run takes a month, gathers everything that affects pay, and produces net figures, payslips and a bank file.

A payroll run screen showing gross, statutory, net payable and service charge totals, a table of employees with basic pay, overtime, service charge, deductions and net, and a pre-lock checklist
A run ready to be checked. The checklist on the left is the part people skip.
Payroll for October 2026 at Demo Bistro Main Street, in draft: a list of things to check before approving, adjustments, totals for 7 staff — gross 16,900.00, net pay 14,922.70, cost to company 19,426.55 — and each employee with basic, allowances, OT, deductions, EPF, SOCSO, EIS, PCB and net
A run ready to be checked. The yellow box is the part people skip.
  1. Approve — locks the run. Payslips and the payment file come from it.
  2. Regenerate — recalculate the draft after you fix something.
  3. Payslips (PDF) — every payslip in one file.
  4. Check before approving — what Servora found: missing bank details, IC numbers, PCB switched off, rates not confirmed.
  5. Adjustments — one-off corrections, kept and re-applied every time it is regenerated.
  6. Net pay — what actually reaches staff — what the payment file pays.
  7. Cost to company — gross plus the employer's contributions.
  8. A warning on a person — no bank account, so they cannot be in the payment file.
  9. Payslip — one person's payslip.

Before you start

  1. Attendance marked for every employee, for every day.
  2. Overtime claims approved or rejected — not left pending.
  3. Leave approved, and unpaid leave marked as unpaid.
  4. Salary changes and new joiners entered.
  5. The service charge period closed, if you distribute one.

Running it

  1. HR → Payroll → New run. Choose the month and the outlets.
  2. Servora calculates each employee: basic, allowances, overtime, service charge, then statutory contributions and deductions.
  3. Review the list. Look at the outliers first — the biggest net, the smallest, anyone whose figure moved a lot since last month.
  4. Add adjustments where something is not in the system: a one-off bonus, an advance being recovered.
  5. Lock the run.

What locking means

A locked run stops recalculating. Payslips and the bank file are generated from the locked figures, so a later change to somebody's salary cannot silently rewrite a payslip that has already been sent. It is not reversible — check before you lock, not after.

Payslips

Generated per employee as a PDF and, where you have the addresses, emailed out. Delivery is recorded, so you can see who has received theirs.

Service charge

Where a service charge is collected and distributed, it is calculated over its own period and by points rather than headcount — so days worked, and the attendance codes behind them, decide each share. Close the period before the payroll run reads it.

EA forms

At year end, HR → EA Forms generates each employee's annual statement from the locked runs. Nothing to re-enter, provided the runs were locked as they went.

Still stuck?

Tell us what you were trying to do — a person on our team will reply. If this guide is missing a step or out of date, say so and it gets fixed in the manual, not just in an email.

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