> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sellfern.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Payroll

> Manage recurring expenses and employee payroll — frequency, social insurance, currency, and payout history.

**Payroll** (Admin only) manages your organization's recurring expenses — primarily employee salaries, but it works for any repeating cost such as office rent or annual software subscriptions. Each entry automatically generates an [Operating Expense](/features/operating-expenses) on schedule, so net-profit reporting always reflects staffing costs without monthly manual entry.

<Frame caption="The Payroll page — recurring expenses and staff salaries">
  <img src="https://mintcdn.com/sellfern-0fb1d536/K_oh9xsjWoJRZez3/images/screenshots/payroll.png?fit=max&auto=format&n=K_oh9xsjWoJRZez3&q=85&s=f3fc04892aabb9377d9989745db9fdc5" alt="Payroll" width="2880" height="1800" data-path="images/screenshots/payroll.png" />
</Frame>

## Creating a recurring entry

<Steps>
  <Step title="Open Payroll">
    Go to **Payroll** in the sidebar (requires the Admin role).
  </Step>

  <Step title="Add a new entry">
    Click **Add** and fill in:

    * **Category** — for example Salary or Office Rent. Payroll-group categories are configured in **Settings → Expense Categories**.
    * **Employee name** — for salary entries.
    * **Base amount** and **currency** (multi-currency is supported, e.g. VND).
    * **Frequency** — Monthly, Annually, Weekly, or One-off.
    * **Store** (optional) — assign the cost to a specific store, or leave blank to treat it as a general expense.
  </Step>

  <Step title="Configure insurance (if applicable)">
    For salary entries, add **social insurance** in one of two ways:

    * **Percentage** — enter a rate; the system computes the insurance amount from the base salary.
    * **Fixed amount** — enter the insurance amount directly.

    Total cost = base salary + insurance.
  </Step>

  <Step title="Save and check the next generation date">
    After saving, each entry shows its **next generation date**. On that date, Sellfern automatically creates the corresponding expense record.
  </Step>
</Steps>

## Managing existing entries

* **Activate / deactivate** — inactive entries stop generating expenses but keep their history.
* **Edit** — changes to amount, frequency, or insurance apply to future generations only; history is not rewritten.
* **Delete** — removes only the recurring entry; previously generated expenses remain in Operating Expenses.
* **Search and filter** by category, employee, and store.

## Payout history

The history tab lists generated payouts per period, with a per-currency summary table:

| Column          | Meaning                            |
| --------------- | ---------------------------------- |
| Total base      | Sum of base salaries in the period |
| Total insurance | Sum of computed social insurance   |
| Total cost      | Base + insurance                   |

The history can be **exported** for accounting reconciliation.

## Effect on reporting

Expenses generated from Payroll count as **Operating Expenses**, and are therefore subtracted from Gross Profit when computing **Net Profit** in [Analytics](/features/analytics). If a month's payroll has not been generated (for example, the entry was deactivated), that month's net profit will appear higher than reality.