Run payroll and issue payslips

Every month in MJX Payroll follows the same path: DRAFT → WAITING FOR APPROVAL → PAYMENT DUE → PAID. You create the pay run, check it, approve it (which issues the payslips), pay through your bank, and record the payment. The button on screen always names the next step.

#How to run the month

#Steps

1. The top card says Process pay run for October 2026 (the current month), with People to pay and Pay day.
2. Press Create pay run. If one exists, press Open October 2026.
3. On the month's page, read Worth sorting out first — gaps such as people with no salary or no bank account. None of them stops you approving.
4. Check the summary: Payroll cost, Total net pay, People, Pay day, Payslips issued, and the lines Gross earnings, Arrears, Reimbursements, Leave encashment, Deductions, Loss of pay, PF, ESI, professional tax and income tax, Advance repayments.
5. Open Who is on this run and tap a person to see their payslip: (+) Earnings and what came off.
6. Leave Send each payslip to its person on WhatsApp and email ticked (MJX Payroll Basic and above).
7. Press Submit and approve. If your organisation uses two people, the button is Submit for approval and the owner or another admin then presses Approve October 2026 — or Send it back with a reason.
8. Pay the salaries through your bank. The bank advice sheet link on the page has every account on it.
9. Press Record payment. Fill in The day you paid, How you paid (Bank transfer, Cheque, Cash or UPI) and A note (optional) — for example a UTR or cheque number. Optionally tick Send the payslips to everyone again. Press Save the payment.

#What the statuses mean

A month that was sent back shows "This month was sent back by …" with the reason. Fix it on the Payroll or Payslips screen, then send it up again.

If pay day has passed, the page says "Pay day was … — N days ago."

#How to reopen a month

On a PAYMENT DUE month, Open this month again takes it back to draft. It is only possible once every payslip for the month has been withdrawn. A PAID month cannot be reopened — money has gone.

#The Approvals inbox

"Everything in payroll that is waiting for somebody." It counts four queues, each with Review or Open:

• Pay runs waiting for approval
• Salary increments waiting for approval
• Reimbursement claims waiting
• Tax proofs waiting to be checked

When nothing is waiting it says "Every pay run, increment, claim and tax proof has been decided."

#How to issue payslips without a pay run

The Payslips screen works on its own too. Pick the month, check the totals (People, Paid out, Taken off, In hand), and press Issue October 2026. "Issuing fixes N payslips for October 2026. After that the figures cannot change, and each person can open their own from My payslips."

If the month is already in a pay run, the screen says so and links to it instead — the run issues the payslips.

Other actions on this screen:

When statutory deductions are on, the screen also shows To remit this month (from them and from you) and Costs you (salaries plus your own contributions).

#Checks before you issue (Pro)

With MJX Payroll Pro, a Worth a look before you issue card lists things to look at, such as pay that moved a lot since the last issued month, somebody paid last month with nothing to issue now, a typed deduction or income tax as big as half the gross, arrears larger than a whole month, more than half a month unpaid, somebody with no salary, two people whose bank details look like one account, and an issued slip the figures no longer agree with. None of them stops you issuing. When all is fine it says Nothing worth a look.

#Arrears, advances, reimbursements and leave encashment

These four screens add named lines to the next payslip. Writing a line does not pay or take anything — it is settled when the payslip is issued, and withdrawing that payslip puts it back. All four need MJX Payroll Pro; without it you can read the screen but nothing can be saved.

Good to know:

• An advance's last instalment is only ever what is left, and a month without enough pay takes less or nothing — the balance carries on. It comes off after PF, ESI and professional tax and never pushes take-home below zero.
• A reimbursement is added to take-home and is never reduced. It is not a wage, so it does not change PF, ESI or professional tax.
• Arrears do not change PF, ESI or professional tax for the month they are paid in.
• Leave encashment lists only people with an accepted exit and a last working day in the month. Record the exit in HR first. Pathshala does not work out the amount — you type it, per your own policy.

#What employees see

My payslips lists "Every payslip your office has issued to you". Each month shows In hand, Paid out, Taken off, days without pay, leave taken, and Open payslip for the PDF. "No payslips yet" until the office issues a month. Employees with the MJX People app see the same in its Payslips tab. See the HR portal for employees.

#Who can do what?

#Questions people ask