Payroll: How to Calculate Payments, Distribute Salaries, and Correct Errors

Payroll Statement in Torgsoft: How to Calculate Salaries, Process Payments, and Verify Earnings

In a store, an employee's salary may consist of a fixed base salary, payment for shifts worked, sales bonuses, additional payments, and other earnings. During the month, an employee may receive advance payments, while the final amount may be paid in installments from a cash register or bank account. A payroll statement in Torgsoft brings together this information for a selected period and shows how much has been accrued, paid, and remains payable to each employee. Business owners most often need to understand how to calculate a payroll statement correctly, verify salary amounts, process partial payments, and identify the cause when the result differs from expectations.

What Is a Payroll Statement?

A payroll statement is a summary calculation of employee salaries for a specified period.

In Torgsoft, payroll calculation is part of the «Employee Salaries and Motivation» option. The software can account for various payment methods: fixed base salary, payment for shifts or hours, individual and team bonuses, additional payments for product sales, recurring earnings, and amounts owed to employees. 

A payslip shows the components of an individual employee's salary: earnings, deductions, the amount already paid, and the remaining amount payable. 

The payroll calculation archive stores salary settings from closed payroll statements. This prevents calculations for previous periods from changing when current payroll settings are updated. 

How to Create and Calculate a Payroll Statement

Open Payroll Calculation → Payroll Statement, create a statement, and specify the period for which salaries need to be calculated.

Then select «Calculate Payroll Statement». 

Before calculating, make sure that the software contains all the data on which salaries depend. In particular, Torgsoft documentation specifies actual attendance according to work schedules, calculated product costs, and sales targets for retail locations for the relevant period. 

During calculation, Torgsoft also includes the following in the payroll statement:

• recurring earnings;

• earnings entered manually for the relevant period;

• employee advance payments;

• calculated salaries by job position;

• if necessary — deductions from official salaries. 

This means business owners do not need to collect every salary component in a separate spreadsheet: the payroll statement uses information already entered into the payroll accounting system.

What to Check Before Making Payments

Before paying employees, review the payroll statement breakdown.

For each employee, the software displays:

• earnings;

• deductions;

• recurring earnings and deductions;

• outstanding debts;

• total earnings;

• the amount already paid;

• the amount remaining to be paid. 

This is the first place to check if a salary amount seems incorrect.

For example, a salesperson expects a larger payment. Before changing the amount manually, check whether their shifts, advance payments, bonuses, and other earnings were included in the calculation.

How to Verify Sales Bonuses

If salary depends on sales, you can use the «Breakdown by Products, Work, and Operations» feature in the payslip.

The report shows the products and transactions that affected an employee's salary. It may display personal sales, team sales, and retail location sales if the relevant earnings depend on them. 

This helps answer a practical question from a salesperson: «Which sales was this bonus calculated from?»

How to Pay an Entire Salary or Only Part of It

The «Payment Planning» feature is used to pay individual salary components.

In this feature, you can select which earnings to pay now. For example, you can first pay for shifts worked and pay the team bonus later.

Torgsoft allows payments to be planned for earning types such as fixed base salary, scheduled shift or hourly pay, bonuses, additional payments for product sales, recurring earnings, and amounts owed to employees. You can also include deductions and manually adjust the «Amount Payable». 

For example, an employee is owed UAH 10,000, but only UAH 4,000 is paid from the cash register today. You can enter the actual payment amount of UAH 4,000 in payment planning.

How to Process a Payment from a Cash Register or Bank Account

Select the employee and click «Pay».

In the payment window, you can:

1. specify the date;

2. choose «From Cash Register» or «From Bank Account»;

3. select the required cash register or account;

4. change the payment amount;

5. add a comment if necessary.

By default, the payment is assigned to the «Salary» financial analysis category. Another category can be selected if necessary. After saving the transaction, the software offers to print a salary receipt. Once an employee's payment has been processed, the software does not allow another payment to that employee within the same statement. 

What Happens to the Unpaid Amount?

If a salary is not paid in full, the outstanding balance must be accounted for when closing the statement.

The «Close Payroll Statement» action checks payments and allows outstanding balances to be transferred to the next statement. You can select which statement will receive the balance.

When closing the statement, the unpaid amount can be carried forward to the next payroll period.

Why Close a Payroll Statement?

Closing a statement finalizes the payroll calculation for the period.

After closing, changes to the data used for calculation are blocked: work schedules, earnings included in the statement, and sales targets. Payroll data is stored in the archive. 

Therefore, before closing the statement, check:

• whether salaries have been calculated correctly;

• whether advance payments and deductions have been included;

• whether the required payments have been processed;

• whether unpaid amounts need to be carried forward.

Why an Employee May Not Appear in the List

One documented reason is the user's access permissions for retail locations.

The employee list in the payroll statement is limited to those working at retail locations accessible to the current user. If an owner or administrator cannot see all employees, they should check access permissions for the relevant accounting centers. 

If access permissions are configured correctly but an employee is still missing from the calculation, avoid changing data at random. First check the period and source data used for calculation. If you cannot identify the cause, contact technical support.

How Employees Can View Their Own Payroll Calculations

Torgsoft includes the Payroll Calculation → My Payslip feature.

If an employee's role has the necessary access permissions, they can identify themselves using a badge and password, then view or print their payslip. 

This allows employees to check their salary components without accessing other employees' payroll information.

If the Salary Amount Does Not Match Expectations

Check the calculation step by step:

1. The payroll statement period.

2. The employee's actual working time.

3. The configured salary calculation methods.

4. Sales targets, if bonuses depend on them.

5. Advance payments, manual and recurring earnings, and deductions.

6. The payroll statement breakdown and, if necessary, the breakdown by products and operations.

7. Payments already processed and the remaining amount payable.

Do not change the final amount simply because it differs from what was expected. First identify which component produced the result.

The Main Rule for Working with Payroll Statements

The sequence is straightforward: create a statement → verify the source data → calculate → review the breakdown → process payments → close the statement and carry forward any remaining debts.

If the reason for a discrepancy remains unclear after checking the data, contact Torgsoft technical support. Current contact details are available on the official support page: +38 (067) 558 37 84, Telegram @torgsoft_help, info@torgsoft.ua.