QBM Payslip User Guide

How to generate, review, and print a payslip for an employee using the Employees module. This guide focuses on the Payslip screen (Earnings, Deductions, Net Salary, Print/Preview).

Module: Employees
Feature: Payslip
Audience: Payroll Admins / HR

1. Overview

The Payslip screen provides a clear summary of an employee’s payroll amounts for a selected period. It organizes payroll totals into two sides: Earnings (amounts paid to the employee) and Deductions (amounts withheld or recovered).

Earnings Salary, hourly pay, overtime, allowances, reimbursements, etc.
Deductions Loan repayments, advances, penalties, any deduction payroll items.
Net Salary What the employee receives after deductions are applied.
Important: Payslip is an output and review screen. It depends on payroll data already recorded through payroll processing screens (e.g., Payroll Entry / Payroll Transactions Entry). If nothing has been entered/posted for the employee in the selected period, the payslip will be empty.

2. Before You Start

2.1 Required data

  • The employee must exist and be selectable in the Employee list.
  • Payroll items must be configured correctly (especially whether each item is an earning or a deduction).
  • Payroll entries/transactions must already be recorded for the selected date range.

2.2 Security access

If the current user does not have Payslip view permission, the screen may disable employee selection and processing. If the user does not have Payslip print permission, Print/Preview actions should be blocked.

2.3 Recommended preparation

  1. Confirm the employee’s pay setup is correct (rates, hours, pay period).
  2. Confirm payroll items are configured correctly (Income vs Deduction).
  3. Confirm payroll was processed/entered for the target period (so the payslip has data to summarize).

3. Generate a Payslip (Process)

The Payslip screen typically has an Employee selector, a Date / Period selector (often including quick options such as “This Month”), and a Process button.

  1. Open Employees → Payslip (menu name may vary depending on your QBM build).
  2. Select the Employee.
  3. Select the Date/Period (for example: “This Month”, or a From/To range if available).
  4. Click Process.
  5. Review the results in Earnings and Deductions.
  6. Confirm Net Salary at the bottom.
Tip: If you change the employee or the period, re-run Process to refresh totals. (Some builds also auto-refresh when employee/date changes.)

4. Understanding the Payslip Screen

4.1 Header controls

Control What it does
Employee Selects which employee the payslip is generated for.
Date / Period Defines the reporting period used when summarizing payroll records (commonly “This Month” or a date range).
Process Loads and summarizes payroll data into Earnings and Deductions.

4.2 Earnings and Deductions grids

The screen shows two grids:

  • Earnings grid (left): totals that increase pay.
  • Deductions grid (right): totals that reduce pay.
What you usually see in each grid:
  • Item (payroll item name)
  • Amount (sum total for that item in the selected period)

4.3 Net Salary

At the bottom of the form, QBM shows Net Salary. Net Salary is typically computed as: Net = Total Earnings − Total Deductions

5. Earnings vs Deductions

The Payslip screen separates values based on how each payroll item is configured:

Earnings

Payroll items intended to pay the employee (salary, hourly, overtime, allowances, reimbursements).

Deductions

Payroll items intended to reduce the final pay (loan repayments, advances, penalties, any recovery items).

Common configuration issue: If a payroll item is mistakenly configured as a deduction, it will appear on the Deductions side. If it is configured as income, it will appear under Earnings. If the payslip “looks wrong”, verify the payroll item configuration first.

6. Print & Preview

Payslips are normally printed using QBM’s payslip print template. You can usually access printing from the File menu (or toolbar), such as:

  • Print — sends the payslip to the printer.
  • Preview — shows a preview of the payslip template before printing.
Template behavior: Depending on your configuration, QBM may:
  • Use a default payslip template automatically when you select Preview, or
  • Ask you to choose a template (and possibly allow copying/creating notes) when you print.
Tip: If you need a PDF, you can typically print using a PDF printer driver (e.g., Microsoft Print to PDF), then save the file and send it to the employee through your normal workflow.

7. Common Scenarios

7.1 Reprinting an old payslip

  • Select the employee.
  • Select the historical date/period.
  • Click Process.
  • Use Preview or Print.

7.2 Payslip shows totals but you need details

Payslip is a summary. If you need line-level detail (per day/job/hours), use payroll reports or payroll transaction screens, then compare totals to the payslip summary.

7.3 Employee receives multiple allowances/deductions

Ensure each allowance/deduction is a distinct payroll item. This makes payslip output readable and makes audits easier.

8. Troubleshooting

No data appears in Earnings or Deductions

  • Confirm you selected the correct employee.
  • Confirm you selected the correct date/period.
  • Confirm payroll was entered/processed for that employee during that period.
  • Confirm you clicked Process after changing filters.

Totals are wrong

  • Confirm the period selection matches your intended payroll cycle (monthly/weekly/custom range).
  • Verify payroll transactions were not duplicated for the same period.
  • Verify payroll items are correctly configured as income vs deduction.

Earnings appears under Deductions (or the opposite)

  • Open the payroll item definition.
  • Verify the item is flagged correctly as a deduction or income.
  • Re-run Process on the payslip screen.

Print/Preview is blocked

  • Confirm the current user has payslip print permission.
  • Confirm a payslip template exists and is accessible.
  • Try Preview first to validate template selection.
If you want this guide to document exactly which tables/transactions feed the payslip in your specific build:
share the final payroll posting layer (where payroll entry/transactions are saved and posted) and the payslip query logic used in production. Then the guide can be updated to describe the exact “source of truth” and posting lifecycle.
QBM Help • Employees • Payslip • End-user Guide

9. Best Practices

  • Keep payroll item naming consistent (clear payslip output, clean reporting).
  • Separate recurring deductions (loan repayment, advance repayment, penalties) into distinct payroll items.
  • Validate employee setup (rates/hours/pay period) before running payroll, then use payslip as your final review.
  • Preview before printing to ensure the correct template is used.
  • Audit totals using payroll reports when issues are suspected (payslip is summary, reports provide deeper traceability).