BIPO HRMS – Payroll Module Guide

Version: 2.6
Last Updated: Apr 2026

Overview

The Payroll Module manages salary processing, statutory calculations, and payroll output generation.

It covers:

Payroll setup and configuration
Payroll processing runs
Payslip and report generation
Bank file preparation
Payroll data upload

Attachments

📎 Payroll Templates (Excel)
📎 Payslip Sample
📎 Bank File Sample

1. Payroll Process Overview

The payroll process follows:

Setup (Pay Group / Employee Assignment)
Payroll Input (fixed + variable data)
Payroll Run Execution
Validation / Reports
Payslip & Bank File Generation

2. Payroll Setup

Pay Group Setup

Menu Path:
Payroll Module > Reference > Pay Group

Purpose:

Group employees based on:

Pay frequency
Cut-off periods
Payroll calendars

3. Payroll Processing (Pay Run)

Menu Path:
Payroll Module > Payroll > Pay Run

Steps:

Select Pay Group
Select Payroll Period
Load employee data
Execute payroll calculation
Review results

Key Outputs:

Gross salary
Deductions
Net pay

4. Payroll Input (Adjustments / Upload)

Menu Path:
Payroll Module > Utility > Import Payroll Data

Purpose:

Upload:

Allowances
Overtime
Bonus
Deductions

Steps:

Download template
Fill required fields
Upload into system
Validate and process

5. Payroll Reports

Menu Path:
Payroll Module > Report

Available Reports:

Payroll Summary
Payroll by Group
Variance Report
Reconciliation Report

6. Payroll Variance & Reconciliation

Menu Path:
Payroll Module > Report > Payroll Variance / Reconciliation

Purpose:

Compare payroll across periods
Identify discrepancies
Validate final payroll

7. Payslip Generation

Menu Path:
Payroll Module > Payroll > Payslip

Output:

Employee salary breakdown
Download (PDF)
Available in ESS

8. Bank File Generation

Menu Path:
Payroll Module > Payroll > Bank File

Purpose:

Generate file for bank salary transfer

Key Data:

Employee account
Net salary
Currency

9. Common Errors & Troubleshooting

Common Issues:

Missing pay group assignment
Incorrect payroll input template
Employee excluded due to missing data
Incorrect bank details

Tips:

Always validate payroll report before finalizing
Ensure all employees are assigned to correct pay groups
Check payroll inputs before run

Need Help?

Raise a Zendesk ticket or contact Payroll Support.

✅ ✅ PART 2 — AI CHATBOT Q&A (HIGHLY IMPORTANT FOR ZENDESK AI)

This is what your Zendesk AI agent will actually use to answer users.

📌 Payroll – AI Knowledge Base (Q&A Format)

Q1: How do I run payroll in BIPO?

Answer:

Go to Payroll Module > Payroll > Pay Run
Select the pay group and period
Load employees
Click process payroll
Review output before finalizing

Q2: Where do I upload payroll inputs (allowance, OT)?

Answer:

Go to Payroll Module > Utility > Import Payroll Data
Download template
Fill in data (OT, allowance, etc.)
Upload and process

Q3: Why is my employee not showing in payroll run?

Answer: Possible reasons:

Employee not assigned to pay group
Missing payroll data
Employee inactive/resigned
Incorrect period selected

Q4: How do I generate payslips?

Answer:

Go to Payroll Module > Payroll > Payslip
Select payroll run
Generate payslips
Export or release to ESS

Q5: How do I generate bank transfer file?

Answer:

Go to Payroll Module > Payroll > Bank File
Select payroll run
Generate file
Submit to bank

Q6: What is payroll variance report used for?

Answer:

Compare payroll differences between periods
Identify anomalies or errors
Validate payroll before finalization

Q7: What should I check before finalizing payroll?

Answer:

Payroll summary report
Net pay accuracy
Variance report
Employee inclusion
Bank details

Payroll Module FAQ

How to show consolidate payslip?

System config > Payroll > Payslip > ConsoldatedPayslip = Y. And then change the system language click OK and change it back.

How do I use Flexible Report?

Flexible Report is available to all BIPO modules to give user a personalised report in accordance to their report preference. Note that all flexible report have the same workflow and process.

Field	Description
Pay Group	Specify the correct Pay Group
Month Breakdown	By Report By Column
Month Start	Month Start
Month End	Month End
Pay Run	You can tick multiple pay runs desired to appear in the report.

Template

The template varies on the user's report specification. It has given default report listed in the drop down that is already created.

To create a new template, click the "" icon. It will prompt you to enter the new template name.

The following fields depends on the user's type of report.

Field	Description
Report Title	Enter title of the report
Paper Size	A4 Portrait (6 Cols) A4 Landscape (12 Cols) A3 Landscape (18 Cols) Spreadsheet
Report Type	Detailed - This will generate the report per employee Summary - This will require the "Query" drop down to be specified since it will pick up the nature of sorting
Separate Pay Run	Separate Pay Run tickbox only appears if Detailed is selected from the Report Type.
Target Currency	Specify the Target Currency amount to appear in the report sourced from the using the exchange rate set up "Currency Exchange" menu (Access: Personnel Module > Reference > Other > Currency Exchange. If left blank, this will default to customer's currency.
Show at report header	Tick if Target Currency will show at report header.
For Self Service Users	Set to: Yes - Employee can view from Self Service portal depending on the role and role access rights No - Disabled from ESS
Sorting/Grouping	Choose from the drop down the sequence order of report result
	Click to set Sorting/Grouping to Default

Tickbox

Field	Description
Print Detail Breakdown	Tick to show detail breakdown of the report
Company as report header	Tick to show the company as the report header
Cost Centre Allocation &	Tick to show cost centre allocation and specify the drop down button to show: Normal Total With Total
Cost Centre Adjustment	Tick to show Cost Centre adjustment if applicable. Allocation Type Cost Centre Display Code Name Both
Grand Total	This will insert a grant total line for each amount column at the last page
Split Taxable and Non-Taxable	Tick to split taxable and non-taxable
Show Grouping Total &	Tick to show grouping total and select from the drop down the grouping category.
Customize Report Display	Tick to display the following selections for customisation:
Smaller Font	If checked then font size is smaller
Hide Grouping Fields in Spreadsheet	Hide Grouping Fields in Spreadsheet
Show Running Number in Spreadsheet	Show Running Number in Spreadsheet
Cost Centre Country	Tick to display Cost Centre Country and populate the free-text field
Hide Employee	Employee will be hidden in the output report
Split Run	Tick if Split Run
Hide Column With Zero Amount	Tick to hide column with zero amount

Column Header Specification

Click the "" to enter a column header.

Field	Description
No	This will be the sequence number of column. Note: You may notice that some are not arrange in straight consecutive order. This is to give allowance just in case you may add another header in between two column header.
Caption	This will be the Title Column Header in the output
Type	Amount Quantity Character Date Total Group Headcount
Sub Total	Group Count
Filter	The selection will display the filter to apply. There is also a tickbox "Not" and the "..." selection to exclude another selection
Width (cm)	Default to 0.00
Width (xls)	Set the xls column size
Format	Select from the following formatting

Specify the source. This is where is the value will be derived per column.

Field	Description
Has Transfer	Check or Unchecked
(+/-)	Default is + : Amount will display as per transaction amount If set to - (Negative) : Then amount with negative will appear as positive amount
Pay Source	Specify the pay souce from the drop down
Source	The souce amount will be derived from: PT - Payroll Transaction PM - Payroll Summary EM - Employee Details
Item	Select the Pay Code item applicable

Always click "" to save.

Query

Query is used to set the condition of the report; sort, filter, exclude, range. It has a default query intended for every flexible report.

Note: When editing "Default" query, this will affect the default for all users.

You can click on "" to add a new query and click "" to configure.

Query Configuration

Sort - Arrange the report according to user's preference. There are options such as login code, First Name, Last Name, Middle Name etc..

Range - If left blank, this means that it will include all employees. This is where to set the limit as long as selected "Opr" is correct.

How to I update YTD Previous Employer manually?

Access: Payroll Module > Year to Date > YTD Previous Employer

1. Click to add a new YTD record or to edit an existing YTD record.

2. Enter the necessary details as shown above. Details can be found in BIR-2316 that the previous employer is obliged to submit to employee upon giving the last pay.

3. Click Save to enter new details or Update.

How can i check log history?

The Data Update Log allows the administrator to review the transactions that had happened in the Payroll database.

The steps to see the logs are:

What's the purpose of Basis Allowance?

It's to retrieve the amount of other allowance processed in the same payroll summary for further calculation.

When will a payrun record be locked?

1. During bank file generation, the message will be prompted to ask if the pay run has to be locked.

2. When the payrun record of next payrun period is processed, the system will automatically lock the payrun of the previous period.

Can payslip email from system come with a password?

In Email Payslip, the system will add a password to the payslip if a password has defined in PDF Password

Difference of tax Withhold and Tax Rate menu under Reference

Payroll > Reference> Tax Withhold
- Setup for Monthly, Bi-Monthly, Weekly tax table. This is the systems' computation basis if the employee's tax method is set to Normal.

Payroll > Reference > Tax Rate
- Setup for the Annual Tax table. This is the system's computation basis if tax method is annualized.

What is the options for Run Type in Append recurring template?

Run Type :

B1 = 1st half
B2 = 2nd half
B = 1st and 2nd

Can payslip email from system come with a password?

In Email Payslip, the system will add a password to the payslip if a password has defined in PDF Password

Payroll Module User Guide V3.1.pdf
20 MB Download