Pay Employees & Distribute Payslips

Goal: submit the payroll, post it to the accounts, pay staff by EFT, and send payslips.

1. Submit the slips and the Payroll Entry

With the draft slips reviewed, submit each Salary Slip (or use the Payroll Entry's submit action for the batch).
Submit the Payroll Entry. This posts the accounting entries — earnings, the statutory liabilities (PAYE, UIF, SDL), other deductions, and net pay to Payroll Payable.

2. Check the posting

Open the General Ledger for the period and confirm the payroll accounts balance.
PAYE Payable – SARS should equal the month's total PAYE (this becomes your EMP201 PAYE).
Payroll Payable should equal total net pay (this is what you pay out).

3. Generate the bank payment file (EFT)

The localisation can produce a bank payment file from the submitted Payroll Entry (Standard Bank and FNB formats; other banks prepared manually).

From the Payroll Entry, run the EFT export and choose your bank format.
Download the file and upload it to your banking portal.
The total in the file should equal the Payroll Payable amount from the posting.

Employees must have valid banking details and not be marked Not Paid Electronically to be included. Access to generate the file requires permission on the Payroll Entry, since it contains banking details and net pay.

4. Distribute payslips

Print or email the SA Salary Slip print format to each employee. It reflects the SA earnings, deductions, employer contributions and statutory figures.

Corrections

If you find an error after submitting, cancel and amend the salary slip (and re-post if needed) rather than editing posted data. Posted documents can't be deleted, by design.

Declare the month to SARS: Submit the Monthly EMP201.