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Orbit Finance
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App guides · Payroll

How to run and post monthly payroll

Payroll calculates monthly staff costs, including EPF, SOCSO, EIS, and PCB. You set up employee profiles, generate a draft run, and finalise it to post the gross cost to your accounts. This module handles the accounting entries for salary and employer contributions.

Checked against Orbit Finance · 6 November 2026

What is this module for?

Payroll is how you pay staff and calculate statutory deductions like EPF, SOCSO, EIS, and PCB. It prepares one run per month, creates payslips, and posts the gross cost to your accounts when finalised. Your cost is the gross pay, not the net bank transfer. When Orbit HR is connected, this screen becomes read-only history: you run payroll in Orbit HR instead, and the postings described here apply only while that link is off.

How do I set up an employee?

  1. Go to Contacts, open the person, and ensure they are marked as an employee.
  2. Open the Payroll tab and enter Basic salary, Allowances, and Designation under Pay.
  3. Enter EPF, SOCSO, and Income tax numbers under Statutory numbers.
  4. Set Marital status, Children, and other status fields under Status.
  5. Press Save to store the profile.

How do I generate a payroll run?

  1. On Payroll, press New payroll run.
  2. Pick the Month and Year, then press Generate.
  3. Review the cards for Gross, Net pay, and statutory shares.
  4. Note that only one run is allowed per month. Generating a run posts nothing; the run stays a Draft you can still correct.

How do I finalise and post the run?

  1. Open the run and press Finalize & post.
  2. Confirm the action to lock the run and post costs.
  3. Check Cash In and Out for the posted rows.
  4. Pay staff their net pay from your bank without re-keying it.

How do I export statutory files?

  1. Open the run and press the payslip action to view or print payslips.
  2. Press PCB, EPF, SOCSO, or EIS to download agency files.
  3. Use Form E and CP8D for annual employer returns.

What this does to your books

Generating or editing a draft run posts nothing. Pressing Finalize & post is the only action that reaches your accounts, on the run's pay date: debit Salary / Wages (6010) for the total GROSS pay, debit EPF / KWSP (6020) for the employer EPF share, debit SOCSO / PERKESO (6030) for employer SOCSO and EIS, and debit Staff Welfare & Training (6100) only when the HRD Corp levy is switched on. Each row credits Cash & Bank (1000). Employee deductions are not held in a liability account. Importing a file instead posts the NET pay to Salary / Wages (6010) with no employer contributions.
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Questions, answered

Why is my cash balance lower than my bank balance after payroll?

The app posts the full gross pay and employer contributions out of cash when you finalise the run. Your bank balance is higher because you have not yet sent the employee deductions to the government. Do not key these payments again in Cash In and Out.

Is net pay the cost of my staff?

No, gross pay is your cost. Net pay is what the employee receives after deductions. The books record the gross amount, so comparing net pay to your Salary / Wages figure will show a difference.

Can I use the import file if I already ran payroll?

No, use either the import file or a payroll run for a specific month, never both. Using both will post the salary cost twice, doubling your staff expenses for that period.