Payroll

Payroll turns attendance, salary structures, and adjustments into paid, compliant salaries — with GOSI contributions, WPS/Mudad payment files, and automatic posting to the ledger. Run one payroll or many, with a review chain before any riyal moves.

Who this is for: payroll admins and finance approvers.

Before you begin

• Employees have complete payroll details (basic, allowances, IBAN, GOSI) — see Employee Hub.
• The period’s attendance sheet is confirmed — see Time & Attendance.
• Your salary components and GOSI settings are configured.

Salary components

Define the building blocks once under XO People → Payroll → Salary components:

• Earnings — basic, housing, transport, and other allowances
• Deductions — GOSI employee share, loan instalments, penalties
• Variable pay — commissions, bonuses, overtime
• Recurring vs one-off — mark which repeat each cycle

Set up a payroll

1. Go to Payroll → Payrolls → New payroll (create several if you pay groups on different cycles).
2. Set the cut-off day, pay date, and the authorized bank account.
3. Assign the attendance-sheet approver and the review chain.

Run the cycle

1. Open the payroll and click Prepare for the period.
2. XO calculates each salary:
   • prorates new joiners/leavers (fixed 30-day or actual days — your choice),
   • applies attendance overtime and lateness/absence deductions,
   • applies loans, recurring/one-off additions and deductions, and
   • computes GOSI contributions.
3. Add any manual additions/deductions and reimbursements (from Expenses).
4. Review in table or summary view; use earnings-differences to see changes vs last month.

📷 Screenshot: the payroll table with the earnings-differences column highlighted.

Review & approve

1. Click Send for review — the payroll routes through your approval chain.
2. Each reviewer opens the table or summary view, or exports to Excel/PDF to review offline.
3. Each reviewer Agrees, or Rejects with a note for the admin to correct and resend.

Note: if someone in the chain rejects, your manual entries are preserved — fix the flagged items and resend without redoing everything.

Pay & file

After final approval:

• Payment file: generate the bank/WPS file or submit via Mudad for processing.
• GOSI file: export the GOSI contribution file for upload.
• Payslips: publish payslips to employee self-service (and email).
• Tracking: follow the payment transfer status to completion.

XO posts the full payroll journal (salaries, GOSI payable, deductions) to XO Books automatically.

Multi-payroll & transfers

• Run multiple payrolls for different entities/cycles.
• Transfer an employee between payrolls; suspend/unsuspend a salary; pay specific employees off-cycle when needed.

Best practices

• Confirm attendance and reconcile loans before preparing payroll.
• Use the review chain — never pay straight from prepare.
• Export and spot-check earnings differences each month to catch anomalies early.

Troubleshooting

• An employee isn’t calculating. Attendance isn’t confirmed, or payroll details are incomplete.
• GOSI figure looks off. Check the employee’s GOSI subscription details and contribution settings.
• Bank file rejected. Validate IBANs; XO flags malformed IBANs before generating the file.

Related guides

• Time & Attendance
• Settlements
• Expenses & Claims