---
title: Running monthly payroll
description: The monthly payroll cycle step by step — create or open a period, calculate, verify attendance, recalculate if needed, mark as paid, then lock the period.
url: https://hris.logixbase.com/docs/en/payroll-run
lang: en
updated: 2026-10-13
alternate: https://hris.logixbase.com/docs/payroll-run.md
---

# Running monthly payroll

> The monthly payroll cycle step by step — create or open a period, calculate, verify attendance, recalculate if needed, mark as paid, then lock the period.

Salaries are calculated directly from recorded attendance — hours worked, overtime, leave, and holidays — so there is no manual recap. Every period goes through four steps: **Hitung → Verifikasi Absensi → Bayar → Kunci** (Calculate → Verify attendance → Pay → Lock), and each one is recorded in the audit trail. You still transfer the money yourself from your bank; the system records that salaries have been paid.

## Before you start

- The pay cycle and employee salary data are ready — see [Setting up payroll](https://hris.logixbase.com/docs/en/payroll-setup.md).
- Clean up attendance in the period's date range: **Absen Bermasalah** (flagged punches), **Koreksi Absensi** (correction requests), and employees who never clocked out. Wrong attendance means wrong pay — see [Attendance corrections](https://hris.logixbase.com/docs/en/attendance-corrections.md).
- You need the Admin, HR Manager, or Finance role. Only Admin and Finance can lock a period.

## Period statuses

| Status | Meaning |
|---|---|
| **Draft** | Created, not yet calculated. |
| **Diproses** (Processing) | The calculation is running. |
| **Siap Dibayar** (Ready to pay) | Calculated; figures can still change with **Hitung Ulang** (Recalculate). |
| **Dibayar** (Paid) | Marked as paid; it can no longer be recalculated. |
| **Terkunci** (Locked) | Final; attendance in the period's date range is frozen. |

On **Periode Gaji** (Pay periods), switch between the **Daftar** (list) and **Backlog** (board with Backlog, Sedang Berjalan, and Selesai lanes) views.

## Step 1: create or open the period

![Pay periods list with the Buat Periode and Hitung buttons](https://hris.logixbase.com/docs-assets/screens/admin-payroll-periods.webp "Pay periods")

1. Open **Payroll › Periode Gaji**.
2. If this month's period was already created with **Generate periode** (Generate periods), click **Hitung** (Calculate) (2) on its row, then open the period.
3. If not, click **Buat Periode** (Create period) (1). Fill in **Nama Periode** (period name), **Cutoff Mulai** (cutoff start), **Cutoff Selesai** (cutoff end), and **Tanggal Gajian** (payday), and make sure **Bulan** (month) and **Tahun** (year) are right — the employee app names the payslip after them. **Cakupan Default** (default scope: departments or employees) and **Catatan** (notes) can be left empty; empty means all employees. One period covers every brand in the company — you don't need a period per brand.
4. Click **Buat** (Create). The system runs the calculation straight away and opens the period page.

**Don't create two periods for the same month:**
If you use **Generate periode**, open the existing period — don't click **Buat Periode** for the same month. Two periods with the same date range mean the same salaries are calculated twice.

## Step 2: review, pay, and lock

![Period detail page with the Hitung and Tandai Dibayar buttons and the Slip per karyawan table](https://hris.logixbase.com/docs-assets/screens/admin-payroll-detail.webp "Period detail")

1. Review the **Slip per karyawan** (Payslip per employee) table (3): working days, **Gaji Pokok** (base pay), **Tunjangan** (allowances), **Bonus**, **Potongan** (deductions), and **Net**. Click a row for the breakdown, or **Slip** to view the payslip.
2. Click **Buka Verifikasi Absensi** (Open attendance verification) to check each employee's hours, then **Tandai terverifikasi** (Mark as verified). This step is recommended, not required, and only available to Admin and HR Manager.
3. After fixing attendance or salary data, click **Hitung** (1) — after the first calculation the button is called **Hitung Ulang**.
4. Transfer the salaries from your bank. Record each transfer and its proof of payment if you like — see [Payslips and proof of payment](https://hris.logixbase.com/docs/en/payslips-payment.md).
5. Click **Tandai Dibayar** (Mark as paid) (2), check the number of employees and the **Total Net**, then confirm.
6. Click **Kunci Periode** (Lock period; on the period list: **Kunci**), type the period name exactly as shown, then click **Kunci**.

Once locked, the status becomes **Terkunci** and attendance in the period's date range can no longer be edited.

**Absensi berubah setelah periode dihitung:**
This banner ("attendance changed after the period was calculated") means attendance was edited since the last calculation. Click **Hitung Ulang** — the system won't allow **Tandai Dibayar** until the figures are refreshed.

## Things to know when calculating

- **One period, every brand.** Employees from every brand are calculated, and hours worked at each brand are paid at that brand's rate. Someone who works at several brands gets a wage line per brand on their payslip, for example **Upah Lembur · Outlet Kemang**. The period report's **Sheet** and **PDF** downloads include a **Rekap per Brand** (per-brand summary): hours and wages at each brand, plus the base salary and allowances of the employees whose home brand it is.
- **A warning before anyone is paid twice.** If an employee about to be calculated already has a payslip in another period over the same dates — an old single-brand period, another company-wide period, or the other way round — **Hitung** stops and names that period and how many employees were already paid there. A payslip that was paid still counts even after its period is deleted. Usually this is a mistake: delete the unpaid period, change this period's dates, or take those employees out of its scope. If it is deliberate — a separate bonus period, say — answer **OK** to **Tetap hitung?** (Calculate anyway?); that choice is recorded in the audit log. Periods that share no employees, drafts not yet calculated, and [THR periods](https://hris.logixbase.com/docs/en/thr.md) never trigger the warning.
- **One calculation at a time.** While one period is being calculated, **Hitung** on another period of the same company waits: a "sedang dihitung" (being calculated) message appears — wait until it finishes, then calculate again.
- **Leavers still get their final payslip.** Employees who were terminated (**PHK**) or resigned are calculated in the period their effective date falls in: base salary is paid up to that date, hourly pay follows their attendance, and the payslip no longer disappears on **Hitung Ulang**. An employee transferred to another company gets no final payslip at the old company — the new company already pays that whole month.
- **Siap Dibayar periods recalculate automatically** every time you open them, so the figures follow the latest attendance.
- **Read the warning banners.** "**N karyawan tanpa gaji pokok**" (N employees without a base salary) means their base salary is still Rp 0. "**N karyawan punya hari hadir yang belum terhitung**" (N employees have attendance days not yet counted) usually means the brand/task on those days differs or the employee never clocked out. Fix it, then click **Hitung Ulang**.
- **Unpaid leave does not reduce pay automatically.** Check the **Cuti tdk dibayar** (unpaid leave) column in **Verifikasi Absensi**, then add a deduction through [Tambahan & Potongan](https://hris.logixbase.com/docs/en/payroll-components.md) if needed.
- **Scope.** If you pick both departments and employees, employees outside the chosen departments are not calculated — the system shows a warning.

## Unlocking a period

Admin and Finance users can click **Buka Kunci** (Unlock) on the period list and type the period name to confirm. The status returns to **Dibayar** and attendance becomes editable again, but a **Dibayar** period still cannot be recalculated. To correct pay that has already gone out, see [Corrections after payment](https://hris.logixbase.com/docs/en/payslips-payment.md#corrections-after-payment).

## Tinjau & Bayar

The **Payroll › Tinjau & Bayar** (Review & pay) page shows each employee's pay per period (gross, deductions, net) and their attendance on one screen — handy for a final check before paying. Its **Tandai Dibayar** button applies to every employee in that period, not just the employee you are viewing.

## Common problems

- **The Hitung Ulang button is disabled** — the period is already **Dibayar** or **Terkunci**.
- **You created a period by mistake** — an Admin can delete it with the trash icon. **Draft** periods are deleted permanently. Other periods are only marked as deleted (for **Dibayar** and **Terkunci**, type **HAPUS** to confirm), their payslips disappear from the employee app, and they can be restored via **Tampilkan terhapus** (show deleted) › **Pulihkan** (Restore).
- **An employee is missing from the table** — check that they are active and check the period's **Cakupan** (scope) with the **Edit** button on the period page.

## Next steps

- [Payslips and proof of payment](https://hris.logixbase.com/docs/en/payslips-payment.md)
- [Pay components: allowances, deductions, bonuses](https://hris.logixbase.com/docs/en/payroll-components.md)

Want to see a full payroll cycle run on your own company's data? Book a demo — we'll walk you from attendance to payslip.