How to Create a Payroll Transaction

Modified on Thu, 26 Oct 2023 at 06:42 AM

Discover comprehensive guidance on creating, reviewing, until releasing Payroll transactions to the recipients, covering essential aspects such as salary information input, and the generation of accurate and efficient Payroll transactions to streamline your Payroll management process.

How to Create Payroll as a Drafter
How to Review a Payroll Transaction as an Approver
- Review Payroll in Jack Portal
- Review Payroll in Jack App
How to Release a Payroll Transaction as a Releaser
- Release Payroll in Jack Portal
- Release Payroll in Jack App
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How to Create Payroll as a Drafter

Anyone who is assigned as an Authorized Personnel can create a Payroll transaction request from Jack Portal (not available in Jack App yet), which then will go through the approval workflow by Approver and Releaser. Authorized Personnel, Approver, and Releaser have been appointed since the beginning using the approval workflow (read here).

There are a few simple steps to create a Payroll transaction in Jack Portal:

Log in to your Jack Portal. Click the Create button located on the top right corner of Jack Portal.
From the dropdown button, select the Payroll menu.

Determine the Payroll period for which you are creating the Payroll and Payroll Name. This name serves as the unique identifier that you can use later on to easily search the transaction history. Next, click Continue.

You need to input your employee details. There are three (3) ways to input your employee details: (i) CSV; (ii) Empty table; (iii) Previous payroll. We will guide you one by one.

Create Payroll with CSV

Select the CSV option to input your employee details with our predefined template. Then, click Next.

Download the provided template.

Fill in the template with predefined fields with your employee data in detail.

Important guideline:

Write ‘net salary’ in number without any punctuation
‘Email’ must consist of an email prefix and an email domain, both in acceptable formats. The prefix appears to the left of the @ symbol. The domain appears to the right of the @ symbol.

When filling out the CSV template for your Payroll transaction, remember not to rename any columns, delete any columns, add new columns, or switch the positions of the existing columns. Modifying the template structure can cause compatibility issues and result in errors during data processing.

Upload the completed CSV file to the Jack portal. After you have uploaded the CSV, click Next.

Review and complete all transfer details. In this step, if you want to add new employees, you don’t need to go back to prior steps, just click the Add Empty Row (fill the table manually) or Add From Employee List (select from registered Employee users in the platform) button at the top right of the page. If you have checked the information and wish to proceed with the validation process, click on the Validate button to initiate the validation process.

You can save your transaction before submitting it for the approval process. To do that, you can simply click the Move to Draft button and you can continue editing draft later from the drafted transaction.

Once all data is correct and you want to proceed with your submission, click on the Submit button.

In case there is any invalid or missing data detected, the system will prompt you with error messages indicating the specific fields that need attention. Make the necessary corrections before resubmitting. If you ignore the error, it will lead to a failed transaction and you have to recreate the transaction from the beginning.

Finally, your Payroll transaction request is submitted! Wait a while for Approvers and Releasers to review and release the payroll payment. Monitor your transaction status in Jack Portal or Jack App by clicking on the Transactions menu (for easier tracking, filter Type = Payroll).

Create Payroll with Empty Table

Select the Empty Table option to begin creating the payroll from scratch. Then, click Next.

Enter the required employee information details into the designated fields. Click the Add Empty Row button to add new employee(s) or Add From Employee List (select from registered Employee users in the platform) button at the top right of the page. Ensure all data is input correctly.

If you have checked the information and wish to proceed with the validation process, click on the Validate button to initiate the validation process.

Once all data is correct and you want to proceed with your submission, click on the Submit button.

Finally, your Payroll transaction request is submitted! Wait a while for Approvers and Releasers to review and release the payroll payment. Monitor your transaction status in Jack Portal or Jack App by clicking on the Transactions menu (for easier tracking, filter Type = Payroll).

Create Payroll from Previous Payroll

Select the Previous Payroll option to input data from the previous transaction. Then, click Next.

Choose the specific previous payroll that you wish to use as the basis for the current payroll run. Then, click the Select button.

If you have checked the information and wish to proceed with the validation process, click on the Validate button to initiate the validation process.

If all data is already correct, click on the Submit button to finalize the payroll creation process.

Finally, your Payroll transaction request is submitted! Wait a while for Approvers and Releasers to review and release the payroll payment. Monitor your transaction status in Jack Portal or Jack App by clicking on the Transactions menu (for easier tracking, filter Type = Payroll).

How to Review a Payroll Transaction as an Approver

After the Authorized Personnel submitted the request, the transaction status will remain Pending Approval. It means there’s the action required from Approver and Releaser to approve and release the payment for that request. Approver, and Releaser have been appointed since the beginning using the approval workflow (read here). Approve or reject a transaction can be done easily via Jack Portal and Jack App.

Review Payroll in Jack Portal

Log in to Jack Portal, then navigate to the Task menu located on the left sidebar. Within this section, you will find the “Require Approval” section, which provides a list of transactions that need to be reviewed and approved by you as the approving authority. Select a transaction or several transactions (tick the box to select some) to start reviewing. In this article, we’ll only guide the approval process for one request, you can read here if you want to review several requests at once.

If you determine that a particular transaction needs to be rejected, click on the Reject button. This action will prompt a pop-up page where you can enter a clear and concise reason for the rejection. After that, click the Reject Request button.

If the Approver chooses to reject the request, the request status will be updated to "Cancelled."

If you decide to approve it, make sure the transaction details and the total amount is correct. Then, proceed by clicking the Approve button and enter your unique Personal Identification Number (PIN). After entering your PIN, click Confirm to give the approval.

The Payroll request status will remain in "Pending Approval" until it is approved by the Releaser. Only then the transaction will be paid to the recipient, the request status will be updated to "Success."

Review Payroll in Jack App

Open the Jack App, in the Home menu, you will be able to see the pending tasks, as well as alerts and and attention items. Click on See all to view all pending tasks.

Select Require Approval.

Choose the Payroll Transaction that you wish to review.

You can see the details of Payroll transactions request. Decide whether to Approve or Reject it

If you choose to approve the Payroll transaction request, a confirmation slider will appear from the bottom of the screen, click Approve to confirm the Payroll transaction approval.

Input your Jack PIN correctly.

Congratulations! You have successfully approved the Payroll transaction request.

However, if you choose to reject the request, click the Reject button, then you will be prompted to fill in the rejection reason for the Payroll transaction. Click Reject to proceed to the next step.

You have successfully rejected the Payroll transaction request.

Approve or reject a transaction request can also be done via the Transactions menu by selecting the transaction you want to approve or reject, then do the similar approval process from there.

How to Release a Payroll Transaction as a Releaser

After getting the approval from Approvers, the transaction status is still Pending Approval and the last step is getting the approval from Releasers. Releaser is a special type of Approver who possesses the authority to release funds for approved transactions, enabling the completion of the financial transaction. Learn the difference between Approver and Releaser here. Approve and pay or reject a transaction can be done easily via Jack Portal and Jack App.

Release Payroll in Jack Portal

Click the Task menu located on the left sidebar. Within this section, you will find the “Release Payment” section, which provides a list of transactions that need to be reviewed and approved by you as the approving authority. Select a transaction or several transactions (tick the box to select some) to start reviewing. In this article, we’ll only guide the approval process for one request, you can read here if you want to review several requests at once.

A transaction details will pop up on your window, review it thoroughly. If you decide to reject the transaction, click the Reject button. Next, you can fill in the reason for rejection before clicking the Reject request button. This action can not be undone, be careful!.

If the Releaser chooses to reject the request, the request status will be updated to "Canceled."

If you decide to approve and pay the transaction (release the transaction), make sure the transaction details and the total amount is correct. You can not edit the amount once released. If your company balance is insufficient, you can top up your balance first by following the guidelines here. In Jack Portal, you are also prompted to set the payment schedule. You can see how to schedule a transaction by reading this article. Finally, click the Approve & Pay or Approve & Schedule button.

You are prompted to input your PIN, then click Confirm to confirm your approval to release the payment for the Payroll transaction request.

Finally, you have approved and released the payment for one Payroll request successfully. Click the Close button and start reviewing other approval requests.

The Payroll request status will be updated to "In Progress" and will be updated to "Success" when the Payroll is paid to your employees according to the SLA.

Release Payroll in Jack App

Open the Jack App, in the Home menu, you will be able to see the pending tasks, as well as alerts and attention items. Click on See all to view all pending tasks.

Select Release Payments.

Choose the Payroll transaction that you wish to review.

You can see the details of the Payroll transaction request. Decide whether to Approve & Pay or Reject.

If you choose to approve & pay, a confirmation slider will appear from the bottom of the screen, click the Approve & Pay button to confirm your approval. Ensure the total payment is correct because you can not edit the amount once released. If your company balance is insufficient, you can top up your balance first by following the guidelines here. Then, enter your Jack PIN, and the payment will be released.

Congratulations! You have released the Payroll transaction.

However, if you choose to reject the request, click the Reject button on the Payroll transaction details page.

After that, you will be prompted to fill in the rejection reason for the Payroll transaction. Click Reject to finish the process.

Your Payroll transaction release has been rejected.

Release payment for a transaction request can also be done via the Transactions menu by selecting the transaction you want to approve or reject, then do the similar approval process from there.

Embarking on Payroll transfers may appear daunting, but fear not! We have equipped you with the knowledge and tools to navigate the process seamlessly. Don't let borders limit your financial aspirations. Start maximizing your Payroll transactions with us today!