{"id":157875,"date":"2026-11-01T10:21:12","date_gmt":"2026-11-01T10:21:12","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=157875"},"modified":"2026-11-10T11:26:44","modified_gmt":"2026-11-10T11:26:44","slug":"payroll-sheet-viewing-editing-and-all-available-actions","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/payroll-sheet-viewing-editing-and-all-available-actions\/","title":{"rendered":"Payroll Sheet: Viewing, Editing, and All Available Actions"},"content":{"rendered":"
\n

Payroll Sheet<\/strong> is a screen that shows the payslips of a pay run (or the payslips you selected) in one Excel-like table: each row is an employee\u2019s payslip, and each column is a salary component, with the totals and net pay. This guide explains how to open the sheet, how to read it, and every action available in it.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> Required permission:<\/strong> View Pay Run<\/strong>. To edit values, you also need Edit Payslips<\/strong> or Edit His Department Payslips<\/strong> or Manage Payroll Settings<\/strong>. These are set from Roles<\/strong><\/a>.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Opening the Payroll Sheet<\/strong><\/a><\/li>\n
  2. Sheet sections and columns<\/strong><\/a><\/li>\n
  3. Totals and scrolling<\/strong><\/a><\/li>\n
  4. Sorting<\/strong><\/a><\/li>\n
  5. Full screen<\/strong><\/a><\/li>\n
  6. Filtering rows<\/strong><\/a><\/li>\n
  7. Editing salary component values<\/strong><\/a><\/li>\n
  8. Saving or discarding changes<\/strong><\/a><\/li>\n
  9. Adding or deleting a salary component from the sheet<\/strong><\/a><\/li>\n
  10. Showing and hiding columns<\/strong><\/a><\/li>\n
  11. Deleting payslips from the sheet<\/strong><\/a><\/li>\n
  12. Exporting the Payroll Sheet<\/strong><\/a><\/li>\n
  13. Approving and paying payslips<\/strong><\/a><\/li>\n
  14. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Opening the Payroll Sheet<\/h2>\n

    You can open the sheet in two ways:<\/p>\n\n\n\n\n\n
    From<\/th>\nSteps<\/th>\nWhat appears in the sheet<\/th>\n<\/tr>\n
    Pay run page<\/td>\nOpen the pay run, then click the Payroll Sheet<\/strong> button.<\/td>\nOnly this pay run\u2019s payslips, with a fixed chip Payslips: [name]<\/strong>.<\/td>\n<\/tr>\n
    Payslips list<\/td>\nFrom the payslips list, apply the filters you want, then choose Payroll Sheet<\/strong>.<\/td>\nThe payslips that match the list filters.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    To go back, click View Pay Run<\/strong> or View Payslips<\/strong> at the top of the page.<\/p>\n

    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> The Payroll Sheet button appears only to users with the View Pay Run<\/strong> permission. The payslips\u2019 status doesn\u2019t prevent opening the sheet.<\/p>\n<\/div>\n

    Sheet sections and columns<\/h2>\n\n\n\n\n\n\n\n\n\n
    Part<\/th>\nContent<\/th>\n<\/tr>\n
    Employee<\/strong><\/td>\nThe employee\u2019s name, which stays fixed when you scroll horizontally.<\/td>\n<\/tr>\n
    Employee Information<\/strong><\/td>\nDepartment<\/strong>, Designation<\/strong>, and Role<\/strong>.<\/td>\n<\/tr>\n
    Earning<\/strong><\/td>\nA column for each earning component (such as basic salary and allowances).<\/td>\n<\/tr>\n
    Deduction<\/strong><\/td>\nA column for each deduction component; its values appear in parentheses, such as (SAR 500).<\/td>\n<\/tr>\n
    Net Pay<\/strong><\/td>\nThe net pay for each payslip.<\/td>\n<\/tr>\n
    Payment Information<\/strong><\/td>\nStatus<\/strong> and Pay Date<\/strong>.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    At the top of the sheet, the payslip counts by status appear: Generated<\/strong>, Approved<\/strong>, and Paid<\/strong>.<\/p>\n

      \n
    • \u2014<\/strong> (dash): the component isn\u2019t in this employee\u2019s payslip.<\/li>\n
    • 0<\/strong>: the component is in the payslip with a zero value.<\/li>\n
    • Gray rows: approved or paid payslips, or payslips outside your permission; they appear read-only.<\/li>\n<\/ul>\n

      Totals and scrolling<\/h2>\n
        \n
      • At the bottom of the sheet, the Total (N payslips)<\/strong> row shows each column\u2019s total, for each currency separately<\/strong> without conversion.<\/li>\n
      • The total row appears when there are 5,000 payslips or fewer.<\/li>\n
      • Payslips load gradually as you scroll down, so you don\u2019t need to move between pages.<\/li>\n<\/ul>\n

        Sorting<\/h2>\n

        Click a column header to sort ascending or descending. You can sort by: Employee<\/strong>, Department<\/strong>, Designation<\/strong>, Role<\/strong>, or any salary component. The default order is newest created first.<\/p>\n

        \n

        \ud83d\udec8<\/span><\/p>\n

        Note:<\/strong> Changing the sort clears the selected rows.<\/p>\n<\/div>\n

        Full screen<\/h2>\n

        Click Full Screen<\/strong> to show the sheet on the whole screen, and Exit Full Screen<\/strong> to go back.<\/p>\n

        Filtering rows<\/h2>\n

        When you open the sheet from the payslips list, the list filters are applied to the sheet automatically, such as employee, department, designation, branch, shift, currency, payslip status, start and end date, and posting date. To change the filters, go back to the payslips list, edit them, then open the sheet again.<\/p>\n

        \n

        \ud83d\udec8<\/span><\/p>\n

        Coming soon:<\/strong> A Filters<\/strong> button inside the sheet to change the filters directly. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

        \n

        \ud83d\udec8<\/span><\/p>\n

        Note:<\/strong> Filters and sort order aren\u2019t saved when you leave the screen; when you open the sheet again, it shows the default settings or the payslips list filters.<\/p>\n<\/div>\n

        Editing salary component values<\/h2>\n

        You can edit salary component values directly in the sheet cells:<\/p>\n

          \n
        1. Click the component cell in the employee\u2019s row.<\/li>\n
        2. Type the new value (a positive number with up to 3 decimal places).<\/li>\n
        3. Press Enter<\/strong> to confirm, Tab<\/strong> to confirm and move to the next component, or Esc<\/strong> to cancel.<\/li>\n<\/ol>\n
            \n
          • The edited cell appears in orange, and the totals and net pay in the row are recalculated.<\/li>\n
          • Leaving the cell empty (\u2014) means removing the component from the payslip.<\/li>\n
          • If you enter an invalid value, the message Invalid Value<\/strong> appears: Please enter a positive number with up to 3 decimal places.<\/strong><\/li>\n<\/ul>\n

            What can and can\u2019t be edited<\/h3>\n\n\n\n\n\n\n\n\n\n
            Case<\/th>\nResult<\/th>\n<\/tr>\n
            A payslip with the status Generated<\/strong><\/td>\nIts components can be edited.<\/td>\n<\/tr>\n
            A payslip that\u2019s Approved<\/strong> or Paid<\/strong><\/td>\nRead-only: You cannot edit in the payslip as it\u2019s status approved or paid<\/strong><\/td>\n<\/tr>\n
            Basic Salary<\/strong><\/td>\nIts value can be edited, but it can\u2019t be deleted: The Basic Salary Component cannot be removed from a payslip<\/strong><\/td>\n<\/tr>\n
            Loans<\/strong> and Commissions<\/strong><\/td>\ncomponents: their values can\u2019t be typed manually: This salary component cannot be edited<\/strong><\/td>\n<\/tr>\n
            A component calculated by a formula<\/td>\nYou can type a value instead of the formula, and the typed value is used for this payslip.<\/td>\n<\/tr>\n
            A payslip outside your department (with department permission only)<\/td>\nYou do not have permission to edit this payslip<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

            Saving or discarding changes<\/h2>\n
              \n
            • The number of unsaved changes<\/strong> appears at the top of the sheet.<\/li>\n
            • Click Save<\/strong> to save the changes to the payslips, or Discard Changes<\/strong> to cancel them and return to the saved values.<\/li>\n
            • On saving, each payslip is saved separately; if a payslip can\u2019t be saved (for example, it falls in a closed financial period or contains a disabled component), the other payslips are saved and the reason for the unsaved payslip appears.<\/li>\n
            • After saving, Last saved<\/strong> appears with the date and time of the last save.<\/li>\n<\/ul>\n
              \n

              \ud83d\udec8<\/span><\/p>\n

              Coming soon:<\/strong> Saving and discarding changes from the sheet. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

              \n

              \ud83d\udec8<\/span><\/p>\n

              Important:<\/strong> Don\u2019t leave the page before saving; unsaved changes aren\u2019t saved to the payslips.<\/p>\n<\/div>\n

              Adding or deleting a salary component from the sheet<\/h2>\n
                \n
              • Add Salary Component<\/strong>: adds a salary component to the sheet\u2019s payslips, with the component\u2019s value set in its settings or a fixed value, for the selected payslips or all payslips.<\/li>\n
              • From a component column\u2019s actions menu, you can clear the component\u2019s values, delete the component from all the pay run\u2019s payslips, or discard the component\u2019s changes.<\/li>\n
              • A component can\u2019t be deleted from the sheet if some payslips are approved or paid: This salary component cannot be deleted because \u2026 payslip(s) cannot be updated.<\/strong><\/li>\n
              • These actions require the Manage Payroll Settings<\/strong> or Edit Payslips<\/strong> permission.<\/li>\n<\/ul>\n
                \n

                \ud83d\udec8<\/span><\/p>\n

                Coming soon:<\/strong> Adding a salary component and component column actions from the sheet. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

                Showing and hiding columns<\/h2>\n

                From the Columns<\/strong> button, you can choose which columns appear in the sheet, such as employee, contract, or payment data.<\/p>\n

                \n

                \ud83d\udec8<\/span><\/p>\n

                Coming soon:<\/strong> Choosing columns from the Columns button. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

                Deleting payslips from the sheet<\/h2>\n
                  \n
                • Select the payslips with the checkboxes, or use the delete icon in the payslip row.<\/li>\n
                • This requires the Delete Payslips<\/strong> permission.<\/li>\n
                • Approved or paid payslips aren\u2019t deleted.<\/li>\n<\/ul>\n
                  \n

                  \ud83d\udec8<\/span><\/p>\n

                  Coming soon:<\/strong> Deleting payslips from the sheet. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

                  Exporting the Payroll Sheet<\/h2>\n
                    \n
                  • From the Export<\/strong> button, export the sheet to Excel, CSV, or PDF, with the visible columns and all payslips matching the filters, plus the total row.<\/li>\n
                  • The maximum is 20,000 payslips<\/strong> for an Excel or CSV file, and 5,000 payslips<\/strong> for a PDF file; if you exceed it, narrow the filters or use Excel.<\/li>\n
                  • The file name is: Payroll Sheet \u2013 date.<\/li>\n<\/ul>\n
                    \n

                    \ud83d\udec8<\/span><\/p>\n

                    Coming soon:<\/strong> Exporting from the Export button. This feature may not be available in your account yet; this guide will be updated when it is.<\/p>\n<\/div>\n

                    Approving and paying payslips<\/h2>\n

                    Payslips can\u2019t be approved or paid from the sheet; these actions are done from the payslips list page.<\/p>\n

                    FAQs<\/h2>\n

                    Why can\u2019t I open the Payroll Sheet?<\/h3>\n

                    You need the View Pay Run<\/strong> permission. The pay run status doesn\u2019t prevent opening the sheet.<\/p>\n

                    Why can\u2019t I edit some rows?<\/h3>\n

                    Because the payslip is approved or paid, or outside your permission; editing is available only for payslips with the Generated status.<\/p>\n

                    Are my changes saved if I leave the page?<\/h3>\n

                    No. Save your changes before leaving.<\/p>\n<\/div>\n","protected":false},"author":39,"featured_media":0,"template":"","categories":[10389,10391],"tags":[29833,29831,29836,29834,29830,29829,29835,29832,4455,29838,29828,8342,29837],"class_list":["post-157875","tutorial","type-tutorial","status-publish","hentry","category-payslips","category-payslips-en","tag-add-salary-component","tag-deduction","tag-delete-payslips","tag-discard-changes","tag-earning","tag-edit-payslips","tag-export-payroll-sheet","tag-net-pay","tag-pay-run","tag-payroll-sheet-en","tag-payslips","tag-salary-components","tag-view-pay-run"],"yoast_head":"\nPayroll Sheet: Viewing, Editing, and All Available Actions - Daftra Knowledge Base<\/title>\n<meta name=\"description\" content=\"Learn how to open the Payroll Sheet, read its columns and totals, edit salary component values, save changes, and use every action available in it.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/payroll-sheet-viewing-editing-and-all-available-actions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Payroll Sheet: Viewing, Editing, and All Available Actions - 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