Updating Deducted Amount After Payroll Lock in StaffingGo

Help Guide: Updating Deducted Amount After Payroll Lock in StaffingGo

This document outlines the steps to update deduction amounts after payroll has been locked and ensure accurate payroll and invoice generation.

✅ Scenario

Once payroll is locked, manual updates to deduction amounts are restricted. However, users with special access can import updated deductions via a defined process.

✅ Step 1: Enable Special Access for Deduction Update

Only users with the appropriate role permissions can import deductions after the payroll is locked.

• Grant Access via Company Settings:

1. Navigate to Settings > Company Setup
2. Click on User Role Template
3. Select the relevant User Role Template (e.g., Payroll Admin)
4. Enable the option:

✅ “Allow to update deduction after Payroll Lock”

Note: This setting must be enabled before attempting the import process.

✅ Step 2: Import Deducted Amounts After Payroll Lock

Manual entry is not permitted after payroll lock. You can only import via Excel.

Steps to Import Payroll Deduction:

1. Go to the Payroll module
2. Click on Import button 
3. Select Import Payroll Deduction from Excel

• Download & Use the Sample Sheet:

• Click on Download Sample Template
• ⚠ Only use this sample sheet. Do not modify format or use other Excel templates.
• Fill in the required deduction details in the sample sheet.

Ensure accuracy of:

• Employee ID
• Deduction Header
• Amount
• Payroll Transaction No

4. Upload the completed sheet via the Import option
5. System will validate and process the entries

Step 3: Verify Updated Payroll Information

Once the sheet is successfully imported:

• Navigate to Payroll Reports
• Re-download the Pay Register Report
• The deduction header will reflect the updated amount
• The Net Payable Amount and CTC will adjust accordingly

Invoice Module: Same Process Applies

The same deduction update process applies while generating or modifying invoices.

Note:

This process ensures financial data consistency post-payroll lock.

Always validate Excel sheet format and data before importing.

Only users with correct permissions can access this functionality