Payroll Sheet: Viewing, Editing, and All Available Actions

Payroll Sheet is a screen that shows the payslips of a pay run (or the payslips you selected) in one Excel-like table: each row is an employee’s payslip, and each column is a salary component, with the totals and net pay. This guide explains how to open the sheet, how to read it, and every action available in it.

Opening the Payroll Sheet

You can open the sheet in two ways:

From	Steps	What appears in the sheet
Pay run page	Open the pay run, then click the Payroll Sheet button.	Only this pay run’s payslips, with a fixed chip Payslips: [name].
Payslips list	From the payslips list, apply the filters you want, then choose Payroll Sheet.	The payslips that match the list filters.

To go back, click View Pay Run or View Payslips at the top of the page.

Sheet sections and columns

Part	Content
Employee	The employee’s name, which stays fixed when you scroll horizontally.
Employee Information	Department, Designation, and Role.
Earning	A column for each earning component (such as basic salary and allowances).
Deduction	A column for each deduction component; its values appear in parentheses, such as (SAR 500).
Net Pay	The net pay for each payslip.
Payment Information	Status and Pay Date.

At the top of the sheet, the payslip counts by status appear: Generated, Approved, and Paid.

• — (dash): the component isn’t in this employee’s payslip.
• 0: the component is in the payslip with a zero value.
• Gray rows: approved or paid payslips, or payslips outside your permission; they appear read-only.

Totals and scrolling

• At the bottom of the sheet, the Total (N payslips) row shows each column’s total, for each currency separately without conversion.
• The total row appears when there are 5,000 payslips or fewer.
• Payslips load gradually as you scroll down, so you don’t need to move between pages.

Sorting

Click a column header to sort ascending or descending. You can sort by: Employee, Department, Designation, Role, or any salary component. The default order is newest created first.

Full screen

Click Full Screen to show the sheet on the whole screen, and Exit Full Screen to go back.

Filtering rows

When you open the sheet from the payslips list, the list filters are applied to the sheet automatically, such as employee, department, designation, branch, shift, currency, payslip status, start and end date, and posting date. To change the filters, go back to the payslips list, edit them, then open the sheet again.

Editing salary component values

You can edit salary component values directly in the sheet cells:

1. Click the component cell in the employee’s row.
2. Type the new value (a positive number with up to 3 decimal places).
3. Press Enter to confirm, Tab to confirm and move to the next component, or Esc to cancel.

• The edited cell appears in orange, and the totals and net pay in the row are recalculated.
• Leaving the cell empty (—) means removing the component from the payslip.
• If you enter an invalid value, the message Invalid Value appears: Please enter a positive number with up to 3 decimal places.

What can and can’t be edited

Case	Result
A payslip with the status Generated	Its components can be edited.
A payslip that’s Approved or Paid	Read-only: You cannot edit in the payslip as it’s status approved or paid
Basic Salary	Its value can be edited, but it can’t be deleted: The Basic Salary Component cannot be removed from a payslip
Loans and Commissions	components: their values can’t be typed manually: This salary component cannot be edited
A component calculated by a formula	You can type a value instead of the formula, and the typed value is used for this payslip.
A payslip outside your department (with department permission only)	You do not have permission to edit this payslip

Saving or discarding changes

• The number of unsaved changes appears at the top of the sheet.
• Click Save to save the changes to the payslips, or Discard Changes to cancel them and return to the saved values.
• On saving, each payslip is saved separately; if a payslip can’t be saved (for example, it falls in a closed financial period or contains a disabled component), the other payslips are saved and the reason for the unsaved payslip appears.
• After saving, Last saved appears with the date and time of the last save.

Adding or deleting a salary component from the sheet

• Add Salary Component: adds a salary component to the sheet’s payslips, with the component’s value set in its settings or a fixed value, for the selected payslips or all payslips.
• From a component column’s actions menu, you can clear the component’s values, delete the component from all the pay run’s payslips, or discard the component’s changes.
• A component can’t be deleted from the sheet if some payslips are approved or paid: This salary component cannot be deleted because … payslip(s) cannot be updated.
• These actions require the Manage Payroll Settings or Edit Payslips permission.

Showing and hiding columns

From the Columns button, you can choose which columns appear in the sheet, such as employee, contract, or payment data.

Deleting payslips from the sheet

• Select the payslips with the checkboxes, or use the delete icon in the payslip row.
• This requires the Delete Payslips permission.
• Approved or paid payslips aren’t deleted.

Exporting the Payroll Sheet

• From the Export button, export the sheet to Excel, CSV, or PDF, with the visible columns and all payslips matching the filters, plus the total row.
• The maximum is 20,000 payslips for an Excel or CSV file, and 5,000 payslips for a PDF file; if you exceed it, narrow the filters or use Excel.
• The file name is: Payroll Sheet – date.

Approving and paying payslips

Payslips can’t be approved or paid from the sheet; these actions are done from the payslips list page.

FAQs

Why can’t I open the Payroll Sheet?

You need the View Pay Run permission. The pay run status doesn’t prevent opening the sheet.

Why can’t I edit some rows?

Because the payslip is approved or paid, or outside your permission; editing is available only for payslips with the Generated status.

Are my changes saved if I leave the page?

No. Save your changes before leaving.