Salary Slip

The Salary Slip is the employee payslip in Smooth HR — a submitted record of earnings, deductions, payment days, and net pay for one pay period. Salary Slips are created individually or in bulk via Payroll Entry, and they drive employee communications, tax reporting, and accounting journal entries.

Help URL: smoothhiring.com/help/hrms/payroll/salary-slip

Table of Contents

1. Overview
2. Where to find it
3. How salary slips are created
4. Understanding the payslip
5. Key fields
6. Payment days explained
7. Income tax on the slip
8. Submitting and emailing
9. Accounting entries
10. Employee self-service
11. Corrections and cancellations
12. Tips
13. Troubleshooting
14. Related guides

Overview

Each submitted slip is immutable — corrections require cancel and regenerate, preserving audit history.

Where to find it

HR and finance typically work from the list view filtered by Start Date, End Date, Company, and Status.

How salary slips are created

Bulk (recommended)

1. Create and submit Payroll Entry for the period.
2. Payroll Entry generates one Salary Slip per employee.
3. See Payroll Entry guide.

Manual (exceptions)

1. Salary Slip → Add Salary Slip.
2. Select Employee — structure loads from active assignment.
3. Set Posting Date, Start Date, End Date.
4. Click Pull or refresh to load earnings/deductions from structure.
5. Adjust if permitted, then Submit.

Use manual creation for single off-cycle payments when a full Payroll Entry is unnecessary.

Understanding the payslip

A typical submitted slip contains:

Net Pay = Σ Earnings − Σ Deductions (rounded per currency settings).

Key fields

Payment days explained

Payment days drive proration of Depends on Payment Days components:

Payment Days = Working Days − Leave Without Pay − Absent Days (attendance-based)

Verify Monthly Attendance Sheet if payment days look wrong before disputing structure formulas.

Income tax on the slip

TDS appears as a deduction row when:

1. Income Tax Slab is configured for company/country.
2. Employee submitted Employee Tax Exemption Declaration (or default regime applies).
3. Earning components marked Tax Applicable roll into taxable income.

Expand Income Tax Breakup on the slip to see:

See Tax Exemption Declaration.

Submitting and emailing

Encrypted PDF passwords (if enabled) typically use employee date of birth or custom format — document your policy for employees.

Accounting entries

On submit (when enabled):

Journal Entry link appears on the slip. Finance completes payment via Payment Entry debiting payroll payable.

Ensure every component has an Account mapped on Salary Component master.

Employee self-service

Employees with portal access view their own submitted slips:

1. Log in to desk or employee portal.
2. Navigate to Salary Slip list — filtered to self.
3. Open slip → Print or download PDF.

Restrict Draft slip visibility to HR roles only via permissions.

Corrections and cancellations

Cancelled slips remain in system with cancelled status for audit — do not delete.

Tips

• Compare to Salary Register — export report matches sum of individual slips.
• Print sample before bulk submit — one employee PDF review catches structure errors.
• Communicate TDS changes — when declarations update mid-year, warn affected employees.
• Archive PDFs — even with email, HR should store period-end register export.
• Check bank details — net pay disbursement fails if employee bank account missing.

Troubleshooting

Related guides

• Payroll overview
• Payroll Entry
• Salary Structure
• Tax & Benefits overview
• Attendance overview

Last updated: May 2026