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Payroll & HR

Managing staff compensation requires strict adherence to statutory tax laws and internal credit policies. The Payroll & HR module in EPROS automates GRA PAYE calculations, SSNIT deductions, employee IOUs, and daily casual wage payouts directly from the till.

Managing the Staff Register​

Before you can run payroll, every employee must be properly configured in the system.

  1. Add an Employee: Navigate to the Payroll & HR module and stay on the Staff tab. Click Add staff.
  2. Assign Roles & Status:
    • Job Role: The employee's formal title (e.g., Warehouse Supervisor).
    • System Role: Controls what the user can see and do in EPROS (Owner, Manager, Cashier, or Auditor).
    • Status: Use this to temporarily suspend payroll (Inactive) or offboard staff (Terminated).
  3. Statutory Details: Enter the employee's SSNIT Number and TIN.
  4. Compensation Structure: EPROS strictly separates Basic Salary from Allowances. This is critical because SSNIT is only calculated on the basic salary, not on allowances.
  5. As you type the salary figures, a Live Statutory Preview will automatically calculate the employee's net pay and the shop's total employer liability. Click Save when finished.

Staff IOUs & Salary Advances​

It is common for staff to request mid-month cash advances or take store goods on credit. EPROS tracks these liabilities and guarantees they are recovered.

  1. Go to the IOUs & Advances tab and click New advance.
  2. Select the employee and choose the advance type: Cash advance or Store goods on IOU.
  3. Enter the GHS amount and a brief note (e.g., Emergency medical or Carton of milk).
  4. Click Issue advance. The system will flag this amount as "Outstanding" and automatically dock it from their next generated payslip.

Processing Casual Wages​

Daily laborers—such as loading boys, truck pushers, or temporary cleaners—should never be placed on your formal monthly payroll.

  1. Go to the Casual Wages tab and click Pay casual.
  2. Enter the worker's name (e.g., Musah - Loading Boy) and the task completed.
  3. Enter the amount paid.
  4. Click Pay from till. Note: Paying a casual worker through this tab automatically records a mid-shift payout on your active POS Z-Report, ensuring your daily cash count remains perfectly balanced. These wages are exempt from SSNIT and PAYE.

Running Monthly Payroll​

At the end of the month, EPROS calculates all taxes, deductions, and net payouts in a single click.

  1. Initiate the Run: Go to the Payroll Run tab, select the correct calendar month from the dropdown, and click Run payroll.
  2. Automated Tax Math: The system strictly follows GRA guidelines:
    • It calculates the 5.5% Employee SSNIT deduction based on the Basic Salary.
    • It deducts the SSNIT contribution from the Gross Pay to determine the Taxable Income.
    • It applies the tiered GRA PAYE Bands to the Taxable Income.
  3. Advance Recovery: EPROS automatically scans the employee's ledger for any outstanding IOUs and deducts that exact amount from their final net pay.
  4. Print Payslips: Click the document icon next to any employee to view and print their formal payslip, which clearly breaks down their gross pay, statutory deductions, recovered advances, and final net pay.
  5. Finalize: Once all salaries are disbursed, click Mark paid. This permanently locks the payroll period and officially clears all recovered staff advances from the system.