How to Add Notes to Employee Payslips in Quikchex HRMS?

In Quikchex HRMS, we’ve introduced a feature that allows HR administrators to add notes to employee payslips. This feature enables you to include important messages or reminders that will be visible to the employee when the payslip is downloaded. These notes will be reflected in Payslips, Detailed Payslips, and FnF Payslips (if added manually). The note can be a general message that appears on every payslip or specific notes tailored to individual employees.

Step-by-Step Guide to Adding Generic Notes to Payslips

1. Log in as an Admin:

To begin, log in to HRMS with admin / licensor credentials. Only users with admin / licensor access can add or modify notes on payslips.

2. Navigate to the Payroll Module:

Once logged in, go to the Payroll module. This is where all payroll-related settings and configurations are managed.

3. Access Payroll Settings:

Within the Payroll module, select Payroll Settings. This section contains the necessary options to add and manage payslip notes.

4. Go to Payslip Settings:

In the Payroll Settings, find and click on Payslip Settings. Here, you’ll be able to add notes that will appear on every employee's payslip.

5. Adding a Generic Note:

• For All Employees:
  • In the Payslip Settings, locate the section for adding notes.
  • Enter the text for the note you want to appear on all payslips. This could be a standard message, such as "Please review your payslip carefully. Contact HR if you have any questions."
  • Once you save this note, it will automatically be included on every new payslip, visible to employees when the payslip is viewed or downloaded. This note will appear right below the payslip information on each document.
  • Please note : Payslip Notes will be visible in the current and upcoming payrolls, previous payslips will not include this note

Bulk Uploading Notes

To add notes for multiple employees at once:

• Go to the Run Payroll section and click on the specific month the notes should be visible in.
• Click on Payroll Inputs, then click on Actions and select Upload Notes.
• Download the bulk upload template.
• Fill in the required details, including the notes for each employee.
• Upload the completed Excel file back into the system.
• The notes will be automatically added to the respective employees’ payslips.

Adding Notes for Specific Employees

If you need to add a unique note for individual employees, you can do so by following these steps:

• Individual Employee Notes:
  • In the Run Payroll section, click on the specific month you want to add the note to, then search for the specific employee by name or employee ID.
  • Enter the note specific to that employee in the designated field.
  • Save the note, and it will be visible only on that employee’s payslip.

The ability to add notes to payslips is a powerful tool for enhancing communication between HR and employees. Whether you’re adding a generic note that applies to all employees or customizing messages for specific individuals, this feature ensures that important information is always visible on the payslip.