Payroll Guide: Pay Periods, Payslips, and Transfer Proof

This guide covers payroll in Aerish: setting the formula, creating pay periods, calculating salaries, locking a period to issue payslips, and recording salary transfers. It is written for the HR and finance team members who run payroll.

Before you start

• The Finance → Payroll menu (/admin/payroll) requires the Payroll add-on in your school's subscription.
• The menu appears for roles with payroll permissions. By default these belong to Admin, HR, Staf HR (HR staff), and Kepala Sekolah (principal). If the Bendahara (treasurer) also runs payroll, an Admin must grant payroll permissions under Access Control.
• Your HR data is ready: positions with base salary and allowances, active employees, monthly attendance recaps, leave types that deduct salary, and employee points. See the HR Guide.

Step 1: Set the payroll formula

Most labels on this page appear in Indonesian.

1. On the Payroll page, click Pengaturan payroll (payroll settings, /admin/payroll/settings).
2. Under Kompensasi bawaan (default compensation), fill in Tunjangan jabatan default (position allowance), Tunjangan makan per hari (daily meal allowance), Tunjangan transportasi (transport allowance), Bonus per poin (bonus per point), and Potongan absen per hari (deduction per absent day).
3. Under Potongan dan masa berlaku (deductions and validity), enter the BPJS, JHT (Jaminan Hari Tua) (old-age savings), and JP (Jaminan Pensiun) (pension) percentages, then Efektif mulai (effective from) and Efektif sampai (effective until).
4. Under Lapisan tarif PPh 21 (income tax brackets), click Tambah lapisan (add bracket) and fill in Gaji kotor minimum (minimum gross salary), Gaji kotor maksimum (maximum gross salary), and Tarif (%) (rate). Order them from the lowest to the highest gross salary; the last bracket's maximum can be left empty.
5. Check the calculation preview in the side panel, then save. In the Simpan pengaturan payroll dialog, click Simpan perubahan (save changes). The new formula is used when calculating the next pay periods.

Step 2: Add a pay period

1. Go back to Payroll and click Tambah periode (add period, /admin/payroll/add).
2. Choose the Bulan (month) and Tahun (year), and add a Catatan (opsional) (note) if needed.
3. Optional: turn on Hitung gaji otomatis setelah periode dibuat (calculate right after creating). Turn on Kunci periode setelah perhitungan selesai (lock after calculating) only if the results are sure to be final.
4. Save. The new period starts as Draft.

Before generating, check the Kesiapan payroll (payroll readiness) summary. Its cards show Absensi belum direkap (attendance not yet recapped), Cuti potong gaji (leave that deducts salary), Periode draf (draft periods ready to calculate), and Terkunci / lunas (locked or paid).

Step 3: Generate payroll

1. In the period list, open the action menu on a Draft period and choose Generate.
2. Confirm Generate payroll. Aerish creates a payroll run for every active employee in that period.

Step 4: Review and adjust

1. Open the period details. The payroll run table shows each employee, transfer status, base salary, and net salary.
2. To correct a run, click Adjust on the employee's row. Enter a Manual adjustment (negative for an extra deduction, positive for an increase) and a Catatan penyesuaian (adjustment note), then click Simpan penyesuaian.

Adjustments are only possible before the period is locked.

Step 5: Lock the period and issue payslips

1. In the period details, click Lock period.
2. Confirm. The period becomes Locked and a final payslip is created for each employee.

Step 6: Upload transfer proof

1. After paying salaries, click Upload bukti (upload proof) on an employee's row.
2. Enter the Referensi transfer (transfer reference) and choose the Bukti transfer file (image or PDF, up to 10 MB), then click Simpan bukti transfer.
3. Repeat for every employee. When every payroll run shows Transfer Success, the period automatically becomes Paid.

You can still replace a proof with Ganti bukti, even after the period is Paid.

Print payslips

1. In the details of a Locked or Paid period, open the payslip list and click Lihat slip (view payslip).
2. The payslip shows the employee details, allowances, bonus, and deductions. Click Download PDF to open your browser's print dialog, then save as PDF or print.

Employees can also view their payslips in the Aerish Staf app.

Period statuses

Status	Meaning
Draft	The period exists; payroll has not been calculated.
Calculating	Payroll runs exist and can still be adjusted.
Locked	The period is locked and payslips are issued.
Paid	Every payroll run has transfer proof.

How payroll relates to the Operating Balance

The Operating Balance page has a Penggajian (payroll) card and a Penggajian ledger source, kept apart from other spending. Use that page to see recorded payroll costs against the operating cash book. See the School Funds Guide.

Troubleshooting

• "Aktifkan generate payroll sebelum lock periode" (turn on generate before lock): auto-lock requires automatic calculation.
• "Tanggal efektif wajib diisi" or "Tanggal akhir harus setelah tanggal efektif": fix the formula's effective dates.
• "Nilai maksimum tidak boleh lebih kecil dari nilai minimum" (maximum below minimum): check your PPh 21 brackets.
• No payslip yet: payslips are only issued after the period is locked.

Next steps

• HR Guide: Employees, Attendance, Leave, and Points
• School Funds Guide
• Aerish Staf App Guide