Salaries and the payroll bureau package
Orquiva doesn't calculate payroll: it stores salaries and bonuses, builds the monthly package for your payroll bureau and splits its payslip PDF by tax ID.
Orquiva doesn’t calculate payroll and doesn’t connect to A3, Sage or any other payroll software. What it does is store each person’s salary, collect the month’s bonus and prepare what your payroll bureau needs to run payroll. When the bureau sends back the PDF with the payslips, Orquiva splits it and files each one for the right person.
Before you start
Everything in this article is available on every plan. You need the permission for the Salaries page: the Admin role has it, and the factory HR role doesn’t. The Severance report is for admins only. Distributing payslips also requires the bulk document import permission, which the admin has.
Reviewing the month in Salaries
PeopleSalariesThe page is titled Salary management and shows The month’s employees: one row per person with Monthly gross, Expenses to reimburse (not pay), Bonus and Month’s gross pay. Expenses are listed so the bureau can pay them out, but they are not salary and are not added to gross pay.
- Pick the month with the period selector.
- Type each person’s bonus in their cell. It is saved when you leave the field.
- To see or correct the bonus for other months, open that person’s month-by-month bonus from their row.
Monthly gross isn’t typed here: it comes from the salary on the person’s profile.
Changing someone’s salary
- Open the person’s profile, go to the HR tab and find the Salary block.
- Enter the Fixed annual gross. If you work with sub-companies, enter the amount for each company.
- Under Scope of the change, set the Start date. It is required: without it Orquiva can’t tell when the new salary applies.
- Save the profile.
Each change is recorded in the person’s salary history and in the audit trail, and the history can’t be edited. If the date is in the past, the months already gone are recalculated and their payroll figures change.
Loading many salaries from a CSV
In Salaries, click Import CSV. The file has five columns, in this order: employee email, annual fixed gross, variable gross, effective date and company (by name or tax ID, optional). Every row needs a date.
Start from Download template: it brings the people you can edit, their current salary and the header the importer recognizes. Before anything is applied, Orquiva shows you which rows go in and which are rejected. Anyone not in the file is left alone.
Preparing the month for the payroll bureau
In Salaries, with the month selected:
- Payroll bureau package downloads a ZIP with four files for the month: the working-time register (Excel), the payroll variables (tax ID, social security number, name, monthly gross, bonus and expenses to reimburse), approved absences with their working days in the month, and hires and leavers.
- Export CSV downloads the month’s list.
- Export PDF produces the Personnel expense detail, broken down by sub-company.
Downloads cover the whole month and aren’t stored in Orquiva: you send them to the bureau yourself.
Without a tax ID, the bureau can't match the data
The NIF and Social security number come from the Personal data tab of each profile. If they are missing, the package has those cells empty and payslip distribution won’t find that person.
Distributing the payslips the bureau sends back
CompanyDocumentsDocument upload- In Documents, click Upload documents or open the Document upload tab.
- Choose the Distribute payslips card.
- Upload the Payslip PDF and pick the Month.
- Check the preview: each run of pages shows its person and Will be saved, or Won’t be saved if the tax ID belongs to nobody on the payroll or can’t be read.
- Click the distribute button, which shows how many payslips will be saved.
Orquiva reads the tax ID printed on each page and saves one PDF per person in their Pay stubs folder. Pages without a readable tax ID are left out. The PDF can have up to 2,000 pages.
The reports
In the Executive section of the menu:
- Salary report: the year’s figures, such as Estimated total payroll, the average and median salary, the distribution by bracket and the split by department and by position. From Professional up it includes the salary budget.
- Severance report: pick a person, click Preview and export a PDF with hire and termination dates, seniority, vacation to settle and salary. The severance itself is calculated by your payroll provider.
- Working-time register: the register for the whole workforce, for labor inspectors or the bureau. See Reports and exports.
What happens next
Distributed payslips sit in each person’s Pay stubs folder, which they see in My documents (Your payslips). Distribution sends no notification: if you want people to know, tell them.
If something goes wrong
A page of the PDF shows «Won’t be saved». The printed tax ID doesn’t match any profile, or can’t be read. Fill in the NIF under Personal data and upload the PDF again.
The import rejects rows because of the date or the amount. Dates go as dd/mm/yyyy or yyyy-mm-dd and can’t be missing. Amounts go without a thousands separator and with a decimal point.
Someone is missing from the month, or has no gross pay. Only people employed during that month are listed. If they appear with no gross pay, they have no salary on their profile or its start date is later: check the Salary block on their HR tab.
What the other side sees
The same feature, from the other side:
Related articles
- Reports and exportsWhich report to use and what each one needs: people, expenses, salaries, severance, working-time register, payroll bureau package and exporting clock-ins from Employees.
- Documents: library, folders and importCompany › Documents: folders, uploading to one person, ZIP import, splitting payslips by tax ID, the company library and who gets notified of what.
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