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Recommend, approve or disapprove payslips

A draft payslip is recommended, then an approver approves it or sends it back. An approved payslip is locked: it cannot be edited, deleted or disapproved, and it is ready to post.

  • HR & payroll Running payroll
  • 4 min read
  • Updated October 20, 2026

For Payroll officer Accountant Manager Administrator

The idea

Approval is the gate between working out pay and recording it. Until a payslip is approved you can delete it and generate it again; once it is approved it is locked.

StatusMeaningWhat you can do
DraftJust generatedView, Delete, Recommendation for approval
Approval ProcessRecommended, waiting for the approverApprove, Disapprove (approver); Delete
ApprovedLockedView and post it (What payroll posts to Accounting)
DisapprovedSent backView, Delete, Recommendation for approval again

The steps

  1. Recommend
    Who
    Payroll officer
    Where
    Payroll generate › Payroll, select the payslips, then Recommendation for approval request; or Recommend on one payslip's sheet
    What changes
    The payslips are Approval Process. The screen asks "Do you want to recommend for payslip approve ?". It refuses payslips that were already recommended: "Some of the records are previously recommended for approval".
  2. Approve
    Who
    Salary approver
    Where
    Approve on a row, or select rows and Approve all
    What changes
    The payslips are Approved and locked. The screen asks "Do you want to approve payslip?" first and refuses payslips that were not recommended: "Selected records are not forwarded for approval". An alert is sent.
  3. Or disapprove
    Who
    Salary approver
    Where
    Disapprove on a row
    What changes
    The payslip is Disapproved. Correct what was wrong, delete it and generate again, or recommend it again.

The Approve and Disapprove buttons show only for a user who is a salary approver for the branch. Approvers are chosen on the Company page, Approver tab (Who approves what).

Common questions

The Approve button does not show.

You must be a salary approver for the payslip's branch, set on the Company page under Approver, and have the approve permission. Ask your administrator.

I approved a payslip by mistake.

Approval cannot be undone from the screens. Do not post it; tell support. If it is already posted, your accountant reverses the journal.

Delete did nothing.

The payslip is approved. Approved payslips cannot be deleted.

Who recommends and who approves?

The payroll officer recommends; a salary approver approves or disapproves. One person can do both if your company gives them both roles.

Can I approve some of the payslips and leave the others?

Yes. Press Approve on one row, or select the rows you want and press Approve all. The rest stay in Approval Process.

Is an alert sent when payslips are approved?

Yes. An alert is sent when payslips are approved, and also when they are disapproved.

When can an approved payslip be posted?

Straight away. The Payroll JV tab lists payslips that are approved and not yet posted (What payroll posts to Accounting).

Related guides

Run the month's payroll Choose the pay period, tick the checklist, select the employees and generate. Each gets a draft payslip you can view, print or… What payroll posts to Accounting Approved payslips are posted as one journal voucher. Salary and the company's contributions are debited; the amount payable to… Who approves what Each kind of request has its own approver: the person the request is sent to, the manager of the department, the supervisor for… Reading a payslip The payslip lists income, deductions and net salary for one month, with year-to-date totals and the leave and absence that… A month as the payroll officer Before the pay run, enter what changed this month. Generate, check, recommend and get the payslips approved, post the journal… Setup checklist: before the first employee, leave request and pay run The order to set things up, with what goes wrong when a step is missed. Company page first, then employees, then attendance and…

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