WiseWage Admin Manual

01 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Overview

Introduction

This manual explains the main WiseWage payroll workflows a client payroll administrator or HR/payroll operations user needs to set up payroll data, maintain employee records, run payroll, approve payroll, and review payroll outputs with confidence.

Where to find itWiseWage website ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Help Centre ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Admin manual

Steps

1
Use this manual as the browser-based operating reference for payroll administrators and payroll reviewers.
2
Follow the manual in sequence when setting up a new company payroll workspace.
3
Use the section navigation to jump directly to the workflow you need during payroll operations.
4
Treat this manual as product-behavior guidance, not a replacement for client-specific payroll policy.
5
Review the Reference sections before major uploads, first payroll runs, and month-end report reviews.

Field Reference

Field name	Status	Notes
`manualScope`	required	Covers the main payroll path only: setup, employees, payroll, approval, reports, and review.
`salaryComponentsLabel`	required	The application navigation label is Salary Components.
`clientPolicy`	recommended	Keep company-specific rules beside this manual where the product requires policy judgment.

Supported behavior only

Do not assume hidden settings, future features, or client-specific payroll rules not visible in the current product.

Manual scope

Unrelated HR modules are excluded unless they directly affect payroll setup, eligibility, approval, or reporting.

Use section links

Each section updates the URL hash, so you can share direct links such as /manual#run-payroll.

Common Mistakes

Using the manual as a substitute for company payroll approval policy.
Skipping setup sections before importing employees.
Assuming a PDF download is required to train users.

Best Practices

Read Introduction and Setup Overview before the first company payroll setup.
Use the sidebar as a live checklist during payroll operations.
Share hash links for targeted training and issue resolution.

02 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Overview

Payroll Setup Overview

Payroll in WiseWage depends on a clear setup sequence: master data organizes employees, salary components define pay and deduction behavior, employee records hold payroll details, and payroll runs pull those records into approval and reporting.

Where to find itPayroll setup sequence

Steps

1
Create locations so employee work locations and location-scoped components have a controlled source.
2
Create departments so payroll preparation and reports can be filtered and grouped reliably.
3
Create grades to support internal employee level or band review.
4
Create salary components before assigning pay or deduction values to employees.
5
Add or import employees with department, grade, location, bank, pension, and salary component data.
6
Review employee assignments before the first payroll run.

Field Reference

Field name	Status	Notes
`location`	required	Create before employee import when location filtering or scoped components matter.
`department`	recommended	Used heavily in payroll filtering, review, and reporting.
`salaryComponent`	required	Defines earnings, deductions, formula behavior, tax flags, and pension flags.
`employeeMasterData`	required	Controls staff identity, eligibility dates, bank details, pension, and component assignment.

Sequence matters

If master data and salary components are weak, payroll filters, tax behavior, pension treatment, and reports become unreliable.

Payroll run dependency

Payroll pulls selected employees, assigned components, eligibility dates, variable inputs, claims, loans, and advances.

First setup order

Locations, departments, grades, salary components, employees, then payroll eligibility review.

Common Mistakes

Importing employees before the company has stable departments and locations.
Creating salary components without reviewing tax and pension flags.
Running payroll before employee assignments are reviewed.

Best Practices

Keep master-data names consistent before the first import.
Review the component catalog with the payroll policy owner.
Use payroll eligibility checks before the deadline, not during final approval.

03 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Master data

Departments

Departments organize employees, support payroll preparation filters, and group selected payroll reports and approval reviews.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Departments

Steps

1
Open HR > Departments.
2
In the Add Department panel, enter the department name.
3
If required, choose a department head from the employee list.
4
Set the department status.
5
Click Add Department.
6
Review the saved department in the department list and confirm the employee count when employees are assigned.

Field Reference

Field name	Status	Notes
`departmentName`	required	Department label used across employee records, payroll filters, and reporting.
`headOfDepartment`	optional	Selects a named employee as the department lead.
`status`	required	ACTIVE is available in workflows; INACTIVE is hidden from active usage patterns.

Duplicate handling

If you save the same normalized department name again, WiseWage saves the existing record rather than creating a duplicate.

Downstream usage

Departments become available for employee assignment, payroll preparation filters, and report filtering.

Naming convention

Use one convention, such as Finance, Operations, or Commercial, instead of mixed abbreviations.

Common Mistakes

Creating duplicate names with only spacing or capitalization differences.
Marking a department inactive before confirming no active workflow depends on it.
Assigning a head before the correct employee profile exists.

Best Practices

Use clear department names that match company reporting language.
Do not create departments just for temporary payroll groupings.
Use report filters rather than extra department names for one-off analysis.

04 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Master data

Grades

Grades provide a controlled internal level or banding structure for employees and can support employee setup, payroll grouping, and internal review.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Grades

Steps

1
Open HR > Grades.
2
Enter the grade name.
3
Click Add Grade.
4
Confirm the grade appears in the grade list.
5
Use the grade in employee setup or employee edits where the company tracks internal levels.

Field Reference

Field name	Status	Notes
`gradeName`	required	Reusable internal level or band label.
`role`	optional	Use employee Role for job title; do not overload Grade with job titles.
`gradeDirectory`	recommended	Keep grade labels controlled and reusable.

Avoid near duplicates

Labels such as Manager, Mgr, and MGR create confusion in employee records and reporting.

Save behavior

Saving the same normalized grade name updates the existing entry instead of creating a duplicate.

Separate role and grade

Use Role for actual job title and Grade for internal level structure.

Common Mistakes

Using job titles as grades when Role already captures job title.
Creating too many near-duplicate grade labels.
Changing grade labels without reviewing affected employee records.

Best Practices

Keep grades short and standardized.
Use grades only when they support real review or reporting needs.
Review grade options before employee upload.

05 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Master data

Locations

Locations classify employees, support payroll reporting and filtering, and affect salary components that are scoped to a location.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Locations

Steps

1
Open HR > Locations.
2
Enter the location name.
3
Select the status.
4
Click Add Location.
5
Confirm the location appears in the location list.
6
Use the location during employee setup, employee edits, and report filtering.

Field Reference

Field name	Status	Notes
`locationName`	required	Used in employee records, report filters, and component scope where applicable.
`status`	required	ACTIVE is available for assignment; INACTIVE is hidden from active workflows.
`componentScope`	recommended	Location-scoped percentage components only match employees assigned to that location.

Rename impact

If an existing location is renamed, WiseWage updates linked employee location assignments to the new name.

Duplicate handling

Saving the same normalized location name updates the existing record rather than creating a duplicate.

Source of truth

Use the location directory as the source of truth and avoid temporary labels like Lagos - Payroll Team.

Common Mistakes

Using temporary payroll group names as locations.
Forgetting location scope when a salary component does not apply to an employee.
Marking a location inactive before reviewing active employee assignments.

Best Practices

Create stable location labels before employee upload.
Use department or report filters for analysis rather than location clutter.
Review location scope when troubleshooting missing components.

06 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Master data

Salary Components

Salary components are the foundation of payroll calculation in WiseWage. They define what can be paid or deducted, how formula items work, and how taxable and pensionable treatment appears in payroll outputs.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Salary Components

Steps

1
Open HR > Salary Components.
2
Choose the component structure: Regular, Percentage, or Formula, then Income or Deductible.
3
Enter the component name.
4
Choose Staff Scope: All employees, Specific location, or Specific department.
5
For deductible components, choose FIXED when the amount is saved on the employee record or VARIABLE when the amount is entered/imported during the payroll run.
6
Set Deduction Type to Statutory when the deduction should appear alongside PAYE on the customer invoice remittance page; otherwise leave it as Non-Statutory.
7
Set Track in Benefit Filing to Yes when the deduction should be monitored in Benefit Filing instead of Tax Filing. Pension, NHF, and NHIS default to Yes; other components default to No.
8
Complete the rules that appear for that component type.
9
Save the component.
10
After save, review whether it appears in Income Unit or Deductible Unit.
11
If prompted to sync salary components, review the sync preview before confirming.
12
Download the preview workbook and check the Component Changes sheet before applying the sync.

Field Reference

Field name	Status	Notes
`componentType`	required	Regular uses employee-level amounts; Percentage calculates from selected source components; Formula calculates from Formula Builder logic.
`salaryType`	required	Income increases earnings; Deductible reduces pay or relief basis.
`componentName`	required	Line item label used in payroll logic, employee setup, reports, and templates.
`staffScope`	recommended	Use one condition only: all employees, one location, or one department.
`incomeCategory`	recommended	FIXED uses stored amount; VARIABLE uses uploaded usage x rate; TIME_TRACKING uses approved synced hours x rate.
`deductionRule`	recommended	For deductible components, FIXED uses the saved employee amount and VARIABLE is entered or imported during payroll.
`deductionType`	required	Statutory includes the deduction with PAYE in customer invoice remittance; Non-Statutory excludes it. Existing deductions default to Non-Statutory.
`benefitFiling`	required	Yes routes the component to Benefit Filing and out of Tax Filing. Pension, NHF, and NHIS default to Yes; other components default to No.
`deductionSelection`	required	Controls whether the deduction appears on the payslip, tax computation slip, or both; it is separate from Deduction Type.
`pensionableStatus`	recommended	Controls whether regular income is included in pensionable base.
`taxableStatus`	recommended	Controls whether regular income is included in taxable income and PAYE basis.
`componentSources`	optional	Used by percentage components as the formula base.
`syncPreview`	recommended	Shows employees that will update, employees already in sync, preview errors, and component-level changes before confirmation.

Do not create PAYE or Pension components

PAYE is calculated automatically from components marked Taxable = TRUE. Statutory pension is calculated automatically from the employee pension percentage/rates in Employee Details and income components marked Pensionable = TRUE. Create the actual pay items, then set the flags correctly.

No exempt create flow

The current create flow does not allow end users to create Exempt salary components.

Time tracking limit

WiseWage allows only one time-tracking income component per company.

Staff scope

Regular, formula, and percentage components can be scoped to all employees, one location, or one department.

Statutory remittance

Deduction Type does not change payroll calculations. Statutory deductions are surfaced with PAYE on customer invoice remittance pages so WiseWage can help remit them.

Sync confirmation

Salary component sync starts only after the confirmation modal is reviewed and confirmed. It assigns each configured income or deductible component to employees who match its Staff Scope, whether the component is Regular, Percentage, or Formula.

Small catalog

Keep the component catalog small, intentional, and recognizable to payroll reviewers.

Common Mistakes

Creating a percentage component before source components exist.
Marking a component taxable or pensionable incorrectly.
Using TIME_TRACKING when the component should not pull approved synced hours.
Expecting users to type percentage or formula component amounts directly on employee records.
Confirming a component sync without downloading and reviewing the preview workbook.
Forgetting scope restrictions and then wondering why a component does not apply.
Trying to use location and department scope on the same component instead of choosing one condition.

Best Practices

Use clear component names that make sense on journals, payslips, and upload templates.
Review tax and pension flags with the payroll policy owner before first use.
Create source components before formula components.

06A ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Master data

Formula Builder

Formula Builder is used when a salary component should calculate from named source components instead of a manually entered employee amount.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Formula Builder

Steps

1
Open Payroll > Formula Builder.
2
Create a formula name and expression using component tokens such as [Basic Salary].
3
Save the formula and confirm it appears in the saved formula list.
4
Use the edit action on a saved formula when the formula name, description, or expression needs to change.
5
Confirm the modal when editing a formula that is already assigned to components, because assigned component expressions are refreshed.
6
Create or edit a salary component with Component Type set to Formula.
7
Choose Staff Scope if the formula component should apply only to one location or one department.
8
Assign the saved formula to the formula component.
9
To remove an assignment, use Unassign Formula or the unlink action beside the assigned component in the saved formula list, then confirm the modal.
10
If WiseWage prompts for salary component sync, review the sync preview and download the workbook before confirming.
11
Before approval, generate a Custom Component Report for the formula component to review source values, final output, and calculation notes.

Field Reference

Field name	Status	Notes
`formulaName`	required	Short label reviewers can recognize during payroll review.
`formulaExpression`	required	Expression built from component tokens and arithmetic rules.
`editFormula`	recommended	Updates an existing saved formula and refreshes assigned component expressions after confirmation.
`sourceComponents`	required	Components referenced by the formula must exist and be assigned where needed.
`formulaComponent`	required	The salary component that receives the saved formula.
`unassignFormula`	recommended	Removes a formula assignment from a component after in-app confirmation.
`staffScope`	recommended	Formula components can be scoped to all employees, one location, or one department.
`syncPreview`	recommended	Shows what employee component setup will change before sync is confirmed.

Formula impact

Formula changes can affect many employees, so review the sync preview before applying them.

Report review

Custom Component Report shows formula source columns, final output, and calculation notes.

Name clearly

Use formula and component names that finance reviewers can understand in reports.

Common Mistakes

Creating formulas before the source components exist.
Forgetting to assign the formula to a Formula salary component.
Deleting a formula when the intended change was only to unassign one component.
Confirming sync without checking the Component Changes workbook sheet.
Approving payroll without reviewing formula output in a report.

Best Practices

Create source components first.
Keep formulas simple enough to explain during approval.
Use Salary Changes and Custom Component Report after major formula updates.

07 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Employees

Add Employees Manually

Manual employee creation is best when adding a small number of staff or when each employee record needs careful review before payroll starts.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employees ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Add Employee

Steps

1
Open HR > Employees.
2
Click Add Employee.
3
Complete Personal details, Pension details, Bank details, and Salary component.
4
Click Save.
5
Review the saved employee in the employee directory.
6
On General Info, review WiseWage Creation Date and Employment Date together; Employment Date appears directly below WiseWage Creation Date.
7
Confirm payroll-related fields before the employee is included in a run.

Field Reference

Field name	Status	Notes
`staffId`	required	Unique staff identifier required by the current form.
`firstName`	required	Required employee identity field.
`lastName`	required	Required employee identity field.
`role`	required	Required employee role or job title.
`department`	recommended	Used in payroll filtering and reports.
`employmentDate`	recommended	Key payroll eligibility date; review directly below WiseWage Creation Date on General Info.
`creationDate`	optional	Use only if the employee was added into WiseWage later than employment date.
`bankName`	recommended	Required for bank schedule output.

Creation date caution

Eligibility cannot start before the WiseWage creation month when creation date is entered.

Component amounts

Regular components need employee-level amounts; percentage components are calculated during payroll.

Use manual for exceptions

Use manual creation for low-volume onboarding and exception cases.

Common Mistakes

Entering WiseWage Creation Date for employees who should already be payroll-eligible.
Assigning a salary component but forgetting the amount for a regular component.
Expecting percentage components to accept manual amounts.

Best Practices

Use uploads when adding many staff.
Review state, pension, bank, and component fields before payroll.
Confirm department and location values exist in the company directory.

08 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Employees

Add Employees by Upload

Employee upload is the fastest way to onboard multiple employees into WiseWage and assign payroll-related fields in a controlled import.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employees ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Import Employees

Steps

1
Open HR > Employees.
2
Click Import Employees.
3
Download the Excel employee import template. Use CSV only when you already have a compatible CSV workflow.
4
Complete one row per employee.
5
Keep phone numbers, account numbers, BVN, NIN, and other identifier fields as text so leading zeros are preserved.
6
For pension filing readiness, complete PFA Name and Pension ID. Existing files using pensionFundAdministrator, pfaName, pfaNumber, or PFA Number remain compatible.
7
Upload the file.
8
If required, turn on invite emails for newly imported employees.
9
Start the import and review success or row-level failure messages.

Field Reference

Field name	Status	Notes
`staffId`	required	Employee unique identifier.
`role`	required	Employee role or job title.
`firstName / lastName`	required	Employee name fields; alternatively use fullName.
`employmentDate`	recommended	YYYY-MM-DD start date used in payroll eligibility.
`creationDate`	optional	YYYY-MM-DD date used to delay eligibility where appropriate.
`PFA Name / Pension ID`	recommended	Required before an employee can be selected and recorded as remitted in Pension Filing.
`income:Component Name`	optional	Assigns a regular fixed or variable income component using exact component name. Formula components are calculated during payroll and are not employee-import fields.
`deductible:Component Name`	optional	Assigns a regular deductible component using exact component name. Formula components are calculated during payroll and are not employee-import fields.
`phone / accountNumber / BVN / NIN`	recommended	Use the Excel template where possible. These columns are formatted as text so leading zeros are preserved.
`accountNumber`	recommended	Bank detail for payment schedule output.

Required headers

The upload requires staffId and role headers, plus an employee name using firstName + lastName or fullName.

Import behavior

WiseWage creates or updates employee records by staffId and synchronizes salary components against current setup.

Start small

Validate a small sample in WiseWage before relying on the full import for payroll.

Common Mistakes

Missing staffId header.
Missing role header.
Uploading a row without staffId, role, or employee name.
Using a spreadsheet-exported CSV that has already converted phone or account numbers to scientific notation.
Using component names that do not match current setup.

Best Practices

Use upload for initial migration and high-volume onboarding.
Use the Excel template for employee import. If CSV is used, format identifier columns as text before entering values.
Review row-level messages after import.

09 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Employees

Edit Employees Manually

Manual editing is best for individual corrections, targeted payroll adjustments, salary component assignment changes, and status changes that require careful review.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employees ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employee record

Steps

1
Open HR > Employees. After the latest payroll is marked Paid, the page defaults to the next payroll month for the upcoming eligibility review.
2
Open the employee record.
3
Use General Info, Income, Deductibles, Pensions, or Bank Details depending on the correction.
4
On General Info, compare Employment Date directly below WiseWage Creation Date before changing eligibility-related dates.
5
Update the relevant fields.
6
Save changes from the active tab.
7
Recheck payroll impact before running or approving payroll.

Field Reference

Field name	Status	Notes
`generalInfo`	recommended	Staff ID, full name, email, location, department, role, grade, WiseWage Creation Date, Employment Date, State of Origin, State of Residence, and statutory details. Select Abuja for FCT.
`income`	optional	Add, remove, or edit regular income component amounts.
`deductibles`	optional	Add, remove, or edit regular deductible component amounts.
`pensions`	recommended	Pension status, employee rate, employer rate, PFA Name, and Pension ID.
`bankDetails`	recommended	Bank name, account number, account name, account type, and BVN.
`departureRecord`	required	Inactive or Terminated status requires effective date, reason, and optional remarks.

Status changes affect payroll

Inactive or Terminated status and effective date affect future payroll eligibility and approval review.

Formula restrictions

Percentage and formula components are calculated during payroll and are not directly editable from the employee page.

Use for exceptions

Manual edit is best for one-off corrections and exceptions.

Abuja and FCT

Select Abuja for State of Origin or State of Residence when the jurisdiction is the Federal Capital Territory.

Common Mistakes

Updating status without understanding payroll eligibility effect.
Expecting percentage or formula component amounts to be editable.
Changing organization fields without rechecking component scope.

Best Practices

Use manual edit for exceptions and one-off corrections.
Use bulk update only when the same change must be applied at scale.
Review component scope after changing department or location.

10 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Employees

Edit Employees by Upload

The bulk update flow updates existing employees by staffId without recreating them one by one.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employees ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Manage Current Employees

Steps

1
Open Manage Current Employees.
2
Choose the template type.
3
Download the template for the currently filtered employee directory page.
4
Update the rows you need.
5
Save the file as .csv.
6
Upload the file.
7
Start the import.
8
Review success and error messages.

Field Reference

Field name	Status	Notes
`staffId`	required	Required for every update row; this flow only updates existing employees.
`generalDetailsTemplate`	optional	Broad employee master data, pension, and bank fields.
`stateAliases`	optional	For State of Origin and State of Residence, Abuja, FCT, Federal Capital Territory, and Federal Capital Territory (FCT) are accepted and saved as Abuja.
`incomeOnlyTemplate`	optional	Income component columns only.
`deductiblesOnlyTemplate`	optional	Deductible component columns only.
`cleardata`	optional	Removes a saved general-detail value or clears an uploaded income/deductible component.
`blankCell`	recommended	Keeps the current value.

Template scope

The downloaded template is generated for employees shown on the current directory page. Apply filters and navigate to the correct page first.

Latest row wins

If the same staffId appears more than once, the latest row wins.

Use narrow templates

Income only and Deductibles only templates are safer when maintaining payroll values.

Common Mistakes

Using the General details template for a payroll-value-only change.
Uploading a staffId that does not exist.
Mixing unrelated field changes into one upload close to payroll.

Best Practices

Use the narrowest template possible.
Review the affected page and filters before downloading.
Keep evidence of uploaded update files for payroll audit support.

11 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Payroll

Run Payroll

Running payroll prepares a WiseWage payroll output for a selected period and selected employees. The prepared run becomes the basis for approval and reporting.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll

DRAFTAUTHORIZEDAPPROVEDPAIDREJECTED

Steps

1
Open Payroll > Payroll.
2
Select department, month, year, and week setting if applicable.
3
Review the staff table.
4
Select the employees you want to include.
5
Use the status filter or Select all in filter where needed.
6
For selected staff, tick Include Claims, Include Loans, and Include Advances only where required.
7
Click Run Payroll.
8
If WiseWage detects variable components, complete the variable usage step.
9
Review the Draft payroll run before authorization.

Field Reference

Field name	Status	Notes
`department`	optional	All Departments or a specific department.
`month`	required	Payroll month.
`year`	required	Payroll year.
`week`	optional	Only available when weekly payroll reporting is enabled.
`includeClaims`	optional	Include approved claims only where required.
`includeLoans`	optional	Include approved loans only where required.
`includeAdvances`	optional	Include approved advances only where required.

Eligibility blockers

Inactive or terminated employees without an effective date are blocked from payroll eligibility until completed.

Employee inclusion

Employees remain selectable through their departure month and are excluded after that month.

Review before run

Review the staff table carefully before clicking Run Payroll.

Common Mistakes

Wrong employment date or WiseWage creation date.
Employee not selected.
Component amount missing or outdated.
Variable usage not uploaded or defaulted to zero.
Claim, loan, or advance inclusion box not selected.
Approved synced hours not available for time-tracking payroll.

Best Practices

Confirm master data, component assignment, dates, and leavers before the run.
Use payroll eligibility checks before the payroll deadline.
Review draft output before authorization.

12 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Payroll

Variable Components

Variable component payroll handles run-sensitive inputs for components explicitly marked Variable, such as usage-based income, variable formula triggers, and variable deductibles.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Variable usage modal

Steps

1
Start payroll preparation from the main payroll page.
2
If the variable usage modal appears, click Download Template.
3
Open the CSV template.
4
Enter values using staffId, income:Component Name, and deductible:Component Name.
5
Save the file as .csv.
6
Upload the file.
7
Click Prepare Payroll.
8
If no variable values are needed, click Prepare with 0 Usage.

Field Reference

Field name	Status	Notes
`staffId`	required	Required row identifier in the variable usage template.
`income:Component Name`	optional	Run-specific income usage or value input.
`deductible:Component Name`	optional	Run-specific deductible usage or value input.
`blankUsage`	optional	Blank or missing usage values are treated as 0.
`timeTrackingHours`	recommended	Pulled automatically from approved synced hours and excluded from the CSV.

Zero behavior

Selected eligible staff remain in the payroll run even if their variable row is blank.

Formula-driven items

Fixed percentage and fixed formula components are calculated by payroll without variable usage. Variable formula components use this CSV only as the trigger or quantity input. Time-tracking pulls approved synced hours automatically.

Reconcile before approval

Confirm expected staff had variable entries and review unusually large or zero values.

Common Mistakes

Forgetting to upload the variable file and assuming values will appear automatically.
Entering values for the wrong staff ID.
Treating a blank value as an error instead of deliberate zero.
Forgetting that time-tracking hours are not entered in the CSV.

Best Practices

Prepare variable files before payroll day.
Review same-month inactive or terminated employees for proration-related variable inputs.
Compare variable ledger output before authorization.

13 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Payroll

Approval Workflow

The approval workflow controls payroll review, authorization, final approval, payment marking, rejection, request changes, and rollback handling.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Prepared run

DRAFTAUTHORIZEDAPPROVEDPAIDREJECTED

Steps

1
Open the draft payroll run.
2
Review the run summary, totals, and exception counts.
3
Download the review reports your company requires before approval.
4
Use the Review Reports panel to download Payroll Journal, General Ledger By All Departments, and Salary Changes before authorization where available.
5
Tick I confirm I have reviewed this payroll run.
6
Click Authorize.
7
Open the authorized run and review again if required.
8
Click Final Approve.
9
In the approval confirmation modal, tick I understand this action locks editing.
10
Confirm approval.
11
After payment is completed externally, click Mark as Paid.

Field Reference

Field name	Status	Notes
`payrollOfficer`	recommended	Creates the draft payroll run.
`financeAuthorizer`	recommended	Authorizes the run.
`finalApprover`	recommended	Performs final approval.
`reviewCheckbox`	required	Must be ticked before authorization.
`approvalConfirmation`	required	Required because final approval locks editing.
`rejectComment`	required	Reject and request-changes actions require a comment.
`salaryChangesReport`	recommended	Compares the current run with the prior approved month before payroll is approved.

Lock and freeze

Approved payroll runs cannot be rejected. Paid payroll runs cannot be edited.

Departure warnings

WiseWage performs additional review when employees have inactive or terminated records.

Pre-approval reports

Payroll Journal, General Ledger By All Departments, and Salary Changes can be reviewed from the prepared run before authorization.

Review before authorization

Download the reports your company requires before approving the run.

Common Mistakes

Trying to final approve before authorization.
Skipping the review checkbox.
Rejecting or requesting changes without a clear comment.
Ignoring proration statuses such as MISMATCH or NOT CONFIGURED.

Best Practices

Review summary, totals, exception counts, and required reports before authorization.
Use comments to preserve the reason for rejection or changes.
Mark as paid only after payment is completed externally.

14 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reports

Download Reports

The payroll reports area provides payroll review outputs, payment outputs, statutory views, exception reports, and combined workbook exports.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll Reports

Steps

1
Open Payroll > Payroll Reports.
2
Select the payroll period or payroll run.
3
Apply department, location, or other filters where the report supports them.
4
Choose the report needed for the review stage.
5
For Custom Component Report, select the component, click Generate Preview, then Export XLSX after reviewing the preview.
6
For Payslip and PAYE Tax Computation, choose a department, then view the WiseWage version or download the department output.
7
View other in-app reports where available or download the output.
8
Review the downloaded file before forwarding it.

Field Reference

Field name	Status	Notes
`Multi-Sheet Report`	optional	Combines selected payroll reports into one workbook.
`Payroll Provision - CFS`	recommended	Primary payroll provision review before authorization.
`General Ledger`	recommended	Accounting review by department, location, or state.
`Custom Component Report`	recommended	Use Generate Preview first, then Export XLSX after reviewing the selected component output.
`Salary Changes`	recommended	Component-level comparison between the selected run and the prior approved month; includes new and removed employees and excludes unchanged employees.
`Variable Ledger`	recommended	Review variable component impact.
`Bank Schedule`	recommended	Payment-ready bank output using the same approved net pay basis as payslips, payroll journal, and general ledger.
`PAYE Tax Computation`	recommended	PAYE computation view before filing or approval.
`Terminated Employees Report`	optional	Review terminated and inactive output context.

Export precaution

Confirm correct period, location, and department filters before sharing a file.

Report stages

Before authorization use journals, ledgers, generated component reports, Salary Changes, and variable ledger; before payment use bank schedule and payslip review to confirm the final net pay after approved variables and deductions.

Month-end pack

For reconciliation, keep payroll journal, general ledger, pension contribution, PAYE report, and YTD output.

Common Mistakes

Downloading a report for the wrong period.
Sharing a file without reviewing filters.
Using a payment report before final payroll review is complete.

Best Practices

Review downloaded files before forwarding to finance, management, or external reviewers.
Use exception reports for investigation.
Keep report outputs with payroll approval evidence.

15 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reports

Reviewing Reports

A payroll reviewer must confirm the payroll run is complete, accurate, explainable, and ready for approval or payment, not merely download files.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll Reports and prepared run

Steps

1
Review the run summary on the payroll approval page.
2
Download the payroll journal and general ledger.
3
Download Salary Changes to explain component movement from the prior approved month.
4
Review payslips and PAYE computation.
5
Review bank schedule if the run is moving to payment.
6
Review variable and exception reports.
7
Compare key totals against prior payroll periods.

Field Reference

Field name	Status	Notes
`grossToNet`	required	Confirm total earnings less deductions and tax equals net pay.
`netPayToBankSchedule`	recommended	Confirm bank schedule reflects the approved payment population and the same net pay after variables and deductions used in payroll journal and general ledger.
`taxViewToPayeReport`	recommended	Confirm tax computation and state PAYE output are consistent.
`employeeCount`	recommended	Compare against previous payroll, new joiners, and leavers.
`variableMovement`	recommended	Investigate unusually large variable movements.
`salaryMovement`	recommended	Use Salary Changes to review changed components, new employees, and removed employees.

Do not review one report only

Payroll approval requires reconciling totals across journals, payslips, tax views, and bank output.

Period-over-period checks

Compare employee count, net pay, tax, leavers, new joiners, bank changes, and deductions.

Explainability

A payroll run is ready when large movements and exceptions can be explained.

Common Mistakes

Reviewing only net pay and ignoring tax or deduction movement.
Skipping variable and exception reports.
Ignoring new joiners and leavers in period-over-period review.

Best Practices

Use the same report order each payroll cycle.
Document explanations for large changes.
Retain review notes with approval evidence.

15A ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reports

Report Access Settings

Report access settings control which payroll report tiles appear in Payroll Reports, including newly automated reports and generated component reports.

Where to find itAdmin ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Settings ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Firm ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Reports

Steps

1
Open Admin > Settings.
2
Select the Firm tab and scroll to Reports.
3
Enable the reports the company should use in Payroll Reports.
4
Enable CFS/provision reports only for companies that specifically need those client-specific outputs.
5
Keep Salary Changes enabled when reviewers need month-over-month component movement before approval.
6
Keep Custom Component Report enabled when reviewers need Generate Preview then Export XLSX for selected components.
7
Review weekly payroll reporting if weekly selectors should appear.
8
Save changes and refresh Payroll Reports if needed.

Field Reference

Field name	Status	Notes
`salaryChanges`	recommended	Automated report that compares the selected run to the prior approved month.
`customComponentReport`	recommended	Generated report with in-app preview and XLSX export for selected components.
`generalLedgerReports`	recommended	General ledger outputs by all departments, department/location, or state where enabled.
`cfsProvisionReports`	optional	Client-specific CFS/provision reports are off by default and must be selected intentionally.
`weeklyPayrollReporting`	optional	Controls whether weekly payroll reporting selectors are visible.

Visibility depends on settings

A report may be implemented but hidden from Payroll Reports if report access is disabled.

Automated reports

Salary Changes and Custom Component Report are designed for pre-approval review.

Review after releases

After new payroll reports are added, confirm the intended report tiles are enabled.

Common Mistakes

Assuming a missing report tile means the report does not exist.
Enabling reports without telling reviewers when to use them.
Leaving Salary Changes disabled when approval reviewers need movement analysis.
Enabling CFS/provision reports for companies that do not use those report formats.

Best Practices

Align report access with the company approval checklist.
Keep report names consistent in training and review notes.
Review access after payroll report updates.

16 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Management Accounts Overview

Management Accounts gives company admins a finance workspace for monthly books review, source intake, posting, diagnostics, approvals, backups, Excel report packs, PowerPoint packs, and Executive Email Summary Drafts without exposing the Super Admin portfolio.

Where to find itManagement Accounts

Steps

1
Open the Company Admin workspace.
2
Use the Management Accounts section near the top of the sidebar.
3
Open Customers, immediately before Chart of Accounts, to maintain customer codes, names, aliases, contact details, receivables accounts, and status for the selected managed business.
4
Confirm the company and selected accounting period at the top of the workspace.
5
Review the dashboard cards for COA accounts, sources, GL entries, open issues, diagnostics, and trial balance difference.
6
Use the left menu to move through Companies & periods, Customers, Chart of Accounts, Source Intake, Processing Runs, Diagnostics, Issues, and Backups & Reports.
7
Return to the Company Admin workspace when payroll or HR work is needed.

Field Reference

Field name	Status	Notes
`companyScope`	required	Company admins can only work inside their active WiseWage company.
`selectedEntity`	required	The managed business or subsidiary whose books are being reviewed.
`selectedPeriod`	required	The accounting period being uploaded, posted, approved, or reported.
`periodStatus`	recommended	Shows whether the period is setup, posted, generated, reviewed, or locked.

Company scope is enforced

A company admin should not see or switch into unrelated WiseWage companies from the Management Accounts workspace.

Separate from Super Admin

Super Admins still use the portfolio route for cross-client oversight. Company admins use /management-accounts for their own company.

Start from the period

Before uploading files, confirm the period and entity so source files and outputs are attached to the right books.

Common Mistakes

Uploading source files while the wrong period is selected.
Treating the Super Admin portfolio as the company admin workspace.
Reviewing output totals before confirming the selected managed business.

Best Practices

Use one entity and period at a time during review.
Check dashboard counts before and after posting.
Keep approval decisions inside the Management Accounts workflow.

16A ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Managed Businesses and Periods

A parent WiseWage company can manage subsidiary or related business books separately, then use consolidated reporting when group-level Management Accounts are required.

Where to find itManagement Accounts ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Companies & periods

Steps

1
Open Companies & periods.
2
Create or select the managed business entity being reviewed.
3
Use the parent entity for the main WiseWage company and subsidiary entities for other businesses managed under the same account.
4
Create the accounting period before source intake and posting.
5
Use the period selector to switch between saved periods.
6
Delete an empty period only when no sources, runs, GL entries, diagnostics, issues, or outputs are linked to it.

Field Reference

Field name	Status	Notes
`entityName`	required	The business name used in templates, exports, backups, Excel report packs, PowerPoint packs, and Executive Email Summary Drafts.
`entityCode`	recommended	Short code used to distinguish parent and subsidiary entities.
`entityType`	recommended	Parent, subsidiary, branch, or other managed business classification.
`periodCode`	required	P1 to P12 accounting period code.
`fiscalYear`	required	The accounting year attached to the period.

Do not mix entities

Each entity should keep its own COA, source files, posting runs, diagnostics, and outputs so subsidiary books remain clean.

Group reporting

Where group reports are required, consolidate after each entity has been reviewed rather than mixing subsidiary entries in one upload.

Use clear entity names

Use the actual business name users expect to see in downloaded Management Accounts packs.

Common Mistakes

Posting a subsidiary upload under the parent entity.
Creating periods before agreeing the fiscal year and period naming convention.
Deleting period history that has accounting activity attached.

Best Practices

Create the entity first, then the period, then the COA and source files.
Review each subsidiary separately before group consolidation.
Keep entity names stable once reports have been shared.

16A.1 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Currencies and FX Rates

Use Management Accounts Settings to set the group consolidation currency, each managed business reporting currency, and the FX rates used when creating the parent/group report pack.

Where to find itManagement Accounts ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Settings

Steps

1
Set the group consolidation currency for the parent company, such as NGN.
2
Select each managed business and save its reporting currency, such as USD.
3
Select the period being reviewed.
4
Save an FX rate for each non-group-currency managed business.
5
Use average rate for P&L conversion, closing rate for assets and liabilities, and historical rate for equity where needed.
6
Generate entity-level packs from each business when reviewing that business alone.
7
Generate the parent/group pack from the parent entity after FX rates and entity periods are ready.

Field Reference

Field name	Status	Notes
`groupConsolidationCurrency`	required	Currency used in the parent/group Management Accounts pack.
`managedBusinessCurrency`	required	Currency used by the selected subsidiary or managed business.
`averageRate`	required	Used for revenue, income, cost of sales, and expense accounts.
`closingRate`	required	Used for asset and liability accounts.
`historicalRate`	optional	Used for equity where a separate historical conversion rate is needed.

Entity packs stay local

A subsidiary report pack stays in that managed business currency. The parent/group pack converts subsidiaries into the group currency.

Missing FX blocks group output

If WiseWage cannot find the required period FX rate for a non-group-currency subsidiary, parent/group generation stops with a clear diagnostic.

Keep FX auditable

Generated workbooks include FX_Conversion and FX_Rates sheets when conversion is used.

Common Mistakes

Saving USD source data under an NGN managed business currency.
Generating the parent/group pack before saving period FX rates.
Using one source workbook to mix multiple subsidiaries instead of posting each managed business separately.

Best Practices

Agree the FX policy before close starts.
Save rates per period before final group reporting.
Review the FX_Conversion and FX_Rates sheets in the generated backup or report pack.

16B ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Source Intake and Templates

Source Intake is where reviewers download controlled templates, upload completed source workbooks, and keep source evidence tied to the selected company, entity, and period.

Where to find itManagement Accounts ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Source Intake

Steps

1
Select the company, managed business, and accounting period.
2
Create active customer records before downloading the monthly register template.
3
Download the MA monthly register template when posting operational registers.
4
Download the inventory tracker template when reviewing inventory movement.
5
In Settings, set Inventory Business to Yes for a managed business that holds inventory. WiseWage then requires both the Operational Register and Inventory Tracker for every period.
6
Download the Value Added Service Ops Details template when capturing VAS subscriber, billing, revenue, and uptime operating data.
7
Complete the workbook without renaming required sheets or headers.
8
When an Inventory Tracker is uploaded, WiseWage stores the rows from Monthly Tracker, Monthly Imports, Journal Log, and Closing Stock Confirm and displays them on the matching Inventory pages.
9
Inventory page rows and formula results are read-only. Replace the Inventory Tracker in Source Intake to correct them; the latest upload becomes the displayed snapshot for the selected managed business and period.
10
Inventory status progresses from Needs Reconciliation before posting, to Needs Review when values are missing or mismatched, and to Validated only after Cost of Sales and Closing Inventory match the posted GL.
11
Use genuine Excel dates, YYYY-MM-DD, or Nigerian DD/MM/YYYY. WiseWage treats slash dates as day-first and normalizes every supported date to YYYY-MM-DD before validation, display, and posting.
12
Use Customer Name and, when available, Customer Code for invoices and customer receipts posted to Accounts Receivable. WiseWage matches the Customers master by code, normalized name, and aliases, then automatically creates identifiable unmatched customers when a valid receivables account is supplied. If both customer fields are blank, invoices and receipts use the same shared AUTO-ACCOUNTS-RECEIVABLE customer; WiseWage records an informational note and allows posting, approval, and final reports to continue. Unknown codes without a usable name and invalid receivables accounts remain blocked.
13
Customer Master records can be edited, made inactive, or deleted through an in-app confirmation. Deleting does not remove historical import or journal snapshots, and an automatic customer is recreated if a later register still requires it.
14
Upload the completed source file under the correct source type.
15
Review the Chart of Accounts badge count and select at least one BS, P&L, or CF classification for highlighted unmapped COA rows.
16
In the parent Group view, use the Managed company column after Status to identify the managed business that owns each COA row.
17
Use Chart of Accounts row checkboxes to select COA records during review or reconciliation, or delete selected records after confirming the removal modal.
18
After posting, open the relevant Operations register to review uploaded rows as editable table data while the period remains unlocked.
19
Download prior uploaded source files when reviewers need to inspect the exact submitted workbook.
20
If the period is approved, roll back approval before attempting to replace source files.

Field Reference

Field name	Status	Notes
`monthlyRegisterTemplate`	required	Operational register workbook for invoice, receipt, expense, payment, transfer, journal, VAT, GL mapping, COA reference, and list tabs.
`inventoryTrackerTemplate`	required	Required each period when Inventory Business is Yes; otherwise optional. Monthly Tracker Cost of Sales and Closing Inventory must reconcile to posted GL.
`valueAddedServiceOpsDetailsTemplate`	optional	VAS operations workbook for subscriber base, churn, ARPU, billing success, revenue build-up, and uptime details.
`sourceType`	required	Choose the source type that matches the workbook being uploaded.
`coaClassificationBadge`	recommended	Shows the count of active unmapped COA records with no BS, P&L, or CF classification selected.
`coaRowSelection`	optional	Checkboxes let reviewers select COA rows while checking mappings, classifications, reconciliation notes, or records to delete after modal confirmation.
`inventorySheetRows`	recommended	Read-only stored snapshots from Monthly Tracker, Monthly Imports, Journal Log, and Closing Stock Confirm. Replace the source workbook to update them.
`uploadedSourceFile`	required	The exact workbook used for validation, posting, diagnostics, and audit trail.
`operationsRegisterRows`	optional	Posted operational register rows are visible inside the matching register page for review and unlocked-period amendments.
`approvalLock`	recommended	Approved periods lock source removal until approval is rolled back.

Do not rename template sheets

WiseWage depends on fixed operational sheet names and headers when reading uploaded workbooks.

Templates are prepared from WiseWage data

Downloaded templates use the selected entity, period, and Chart of Accounts where available.

Use source download for review

Download uploaded source files when you need to confirm what was actually submitted.

Common Mistakes

Uploading the inventory tracker, VAS ops details workbook, or monthly register under the wrong source type.
Using an old template after the COA has changed.
Trying to remove uploads after the period has been approved.

Best Practices

Download a fresh template after COA changes.
Upload one completed source file per entity and period unless a replacement is required.
Keep uploaded source files available for reviewer inspection.

16C ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Posting, Approval, Backups, and Reports

Processing Runs convert reviewed source files into GL entries, Diagnostics explain issues, and Backups & Reports produce the final files used for management review.

Where to find itManagement Accounts ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Processing Runs / Diagnostics / Backups & Reports

Steps

1
Open Processing Runs after uploading the monthly register.
2
Click Post operational registers and confirm the modal only after the selected period and entity are correct.
3
WiseWage rounds currency amounts to two decimal places using standard half-up rounding before journal balance validation and GL posting; rates and percentages retain their entered precision.
4
Review Diagnostics and Issues for errors or warnings before approving the period.
5
Approve the period when diagnostics, classifications, and the trial balance have been reviewed and the accounting records are final.
6
For an Inventory Business, correct every inventory diagnostic before approval. Cost of Sales must match the Monthly Tracker and feed the P&L; Closing Inventory must match the Monthly Tracker and feed the Balance Sheet.
7
Open Backups & Reports after approval and generate the final backup, Excel report, PowerPoint, and Executive Email Summary Draft outputs.
8
Download the backup workbook for detailed GL, COA, trial balance, entity contribution, FX conversion, and supporting schedules.
9
Download the Management Accounts report pack for management-facing review. The Balance Sheet is rebuilt from posted YTD GL and BS classifications, with entity contribution and FX conversion schedules included.
10
Download the PowerPoint pack for owner or management review; it uses posted Management Accounts values and flags pending KPI/source data clearly.
11
Review and edit the Executive Email Summary Draft, then export it as TXT, DOCX, or HTML for management circulation.
12
Use Rollback approval only when corrections are needed after approval; approve again before generating replacement outputs.

Field Reference

Field name	Status	Notes
`postOperationalRegisters`	required	Creates journals and GL entries from the uploaded operational register workbook.
`diagnostics`	recommended	Explains posting issues and review warnings before approval.
`backupWorkbook`	recommended	Detailed workbook used for finance review and audit support.
`reportPack`	recommended	Formatted Management Accounts output for management review.
`powerPointPack`	recommended	Presentation-style Management Accounts pack for owner and management review.
`executiveEmailSummaryDraft`	recommended	Editable executive advisory email generated from the same Management Accounts data and exportable as TXT, DOCX, or HTML.
`approvePeriod`	required	Stamps the period as reviewed and locks source removal.
`rollbackApproval`	optional	Reopens an approved period, keeps source/posting/diagnostic history, and clears generated output file records so stale approved packs are not reused.

Approval is a control point

Do not approve a period until diagnostics, classifications, and the trial balance have been reviewed. Inventory businesses must also pass Cost of Sales and Closing Inventory reconciliation. Final backup and report packs are generated after approval.

Backups and reports are different

The backup workbook is the detailed finance file. The Excel report pack is the structured Management Accounts file. The PowerPoint pack is the management-facing presentation. The Executive Email Summary Draft is the editable message for circulation.

Use rollback deliberately

Rollback approval when correction is needed, then repost, review, approve again, and generate fresh outputs.

Common Mistakes

Approving immediately after upload without posting and reviewing diagnostics and the trial balance.
Treating warnings as final blockers without reading their explanation.
Sharing the backup workbook when the management-facing Excel, PowerPoint, or executive email output is required.
Downloading fresh outputs without checking whether the source file changed.

Best Practices

Post, review diagnostics and the trial balance, approve, then generate final outputs.
Keep backup, Excel report, and PowerPoint files for the reviewed period.
Use confirmation modals to make approval and rollback decisions deliberate.

16D ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Management Accounts

Management Accounts AI Assistant

The Management Accounts AI Assistant is scoped to the selected company, managed business, and period so finance reviewers can ask questions without leaving the workspace.

Where to find itManagement Accounts ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº AI Assistant

Steps

1
Open Management Accounts from the Management Accounts section near the top of the Company Admin sidebar.
2
Select the correct company, managed business, and accounting period.
3
Open AI Assistant from the Management Accounts workspace menu.
4
Ask about revenue, revenue drivers, expenses, gross profit, net profit, cash and bank, receivables, payables, VAT, journals, source lineage, prior-period movement, diagnostics, trial balance difference, COA readiness, posting status, backups, reports, or approval readiness.
5
Ask for an Accounts Receivable customer breakdown workbook when you need a customer-level XLSX review artifact attached to the chat.
6
Press Enter to send the question, or Shift+Enter when you need a new line.
7
Use shortcut prompts for common review questions.
8
Use New chat to begin a separate conversation while preserving the current chat in Your chats.
9
Select a saved conversation in Your chats to reopen it after refresh, sign-out, or from another device.
10
Delete a saved chat only when it is no longer required and confirm the deletion in the WiseWage modal.
11
When the assistant recommends an action, perform the action from the relevant workspace section and confirm any modal shown by WiseWage.

Field Reference

Field name	Status	Notes
`assistantScope`	required	The assistant uses the selected company, entity, period, COA, GL entries, journals, source files, source lineage, runs, diagnostics, issues, outputs, and prior-period comparison where available.
`selectedCompany`	required	Company admins can only ask within their active company context.
`selectedEntity`	required	Controls which managed business the assistant reviews.
`selectedPeriod`	recommended	Required for period-specific diagnostics, posting, outputs, and approval guidance.
`assistantArtifacts`	optional	Supported artifact requests can create a downloadable review workbook in chat, such as an AR customer breakdown.
`savedChats`	optional	Conversations are private to the signed-in user and scoped to the selected company, managed business/group view, and period.
`confirmationActions`	required	The assistant does not approve, delete, post, upload, roll back, or generate the main backup/report packs by itself.

No silent actions

The assistant can explain and recommend next steps, but destructive or approval-changing actions must still be performed through the workspace confirmation modal.

Scoped context

The assistant reads Management Accounts workspace records and selected-period ledger facts only. It is separate from the broader HR and payroll AI assistant, and it will not cross into another company, managed business, or period.

Assistant artifacts

When asked for a supported workbook, the assistant can attach a scoped XLSX review artifact. If source rows do not expose a customer or counterparty field, the workbook flags those balances as unspecified for follow-up.

Ask review questions

Useful prompts include: Explain this period's P&L, what changed from last period, explain cash and bank movement, summarize diagnostics, show top account movements, and what should I fix before approval.

Common Mistakes

Asking the Management Accounts assistant for unrelated HR or payroll employee questions.
Assuming an assistant recommendation has already posted or approved the period.
Forgetting to switch to the correct managed business before asking period-specific questions.

Best Practices

Confirm company, managed business, and period before asking.
Use the assistant to explain diagnostics before editing source files.
Keep approval decisions in the normal Processing Runs and Backups & Reports workflow.

17 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Next Payroll Period

Terminated Employees

Terminated and inactive employee records should be reviewed before the next payroll period so leavers are either excluded from future payroll, included correctly for final pay, or reviewed against proration warnings before approval.

Where to find itHR ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Employees ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Terminated/Inactive Employees

Steps

1
Open HR > Employees, then open Terminated/Inactive Employees.
2
Review employees marked inactive or terminated since the last payroll period.
3
Confirm each employee has the correct departure status, effective date, reason, and remarks.
4
When adding records in sequence, reuse the last saved inactive or terminated values for employees without their own saved departure record.
5
Check whether the employee should be excluded from the next payroll period or included only for same-month final pay.
6
Confirm the preferred proration variable component is still correct for the company.
7
Review salary components, claims, loans, advances, leave treatment, and deductions before preparing the next run.
8
Keep termination notes and final-pay decisions with the payroll review evidence.

Field Reference

Field name	Status	Notes
`employeeStatus`	required	Inactive or Terminated status controls leaver review and future payroll eligibility.
`effectiveDate`	required	The departure date used to decide whether the employee remains eligible for a payroll period.
`terminationReason`	required	Explains why the employee was marked inactive or terminated.
`remarks`	recommended	Adds audit context for payroll reviewers and future HR review.
`prorationComponent`	recommended	Company preference used when WiseWage compares final-period values for leavers.
`finalPayDecision`	recommended	Internal decision on whether the employee is excluded, included for final pay, or held for correction.

Do not leave effective date blank

An inactive or terminated employee without an effective date can block payroll eligibility until the departure record is completed.

Departure month treatment

Employees can remain selectable through their departure month, but should be excluded after that month unless a correction is required.

Review before payroll starts

Leaver review should happen before the next payroll period is prepared, not during final approval.

Common Mistakes

Marking an employee terminated without an effective date.
Forgetting to review final salary components, claims, loans, advances, or leave treatment.
Ignoring same-month departure warnings during payroll approval.
Changing proration preferences without confirming payroll policy.

Best Practices

Review terminated and inactive records immediately after payroll close.
Document final-pay decisions before the next payroll run.
Confirm the proration component before preparing payroll with leavers.
Keep termination notes complete for audit review.

18 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Next Payroll Period

Payroll Eligibility

Payroll eligibility review confirms which employees should be included or excluded in the next payroll period based on employment dates, WiseWage creation date, departure records, setup completeness, and selected payroll period.

Where to find itPayroll ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Payroll Eligibility

Steps

1
Open Payroll > Payroll Eligibility before preparing the next payroll run.
2
Select the payroll period being reviewed.
3
Review eligible, excluded, inactive, terminated, and setup-warning counts.
4
Open employee records for staff who are missing unexpectedly.
5
Check employment date, WiseWage creation date, department, location, salary components, pension, and bank details.
6
Review inactive or terminated employees against their effective dates and final-pay decisions.
7
Correct setup issues before running payroll.
8
Repeat the eligibility review after major uploads or employee status changes.

Field Reference

Field name	Status	Notes
`employmentDate`	required	Employee start date used in payroll eligibility checks.
`creationDate`	optional	WiseWage creation date can delay eligibility where the employee was added later.
`selectedPeriod`	required	The month, year, and week setting being reviewed.
`departureStatus`	recommended	Inactive or terminated status and effective date affect inclusion.
`salaryComponents`	required	Employees need assigned components with valid amounts where applicable.
`bankAndPensionReadiness`	recommended	Bank and pension details should be reviewed before payroll approval.

Eligibility is period-specific

An employee can be eligible in one month and excluded in the next because of employment dates, creation date, or departure date.

Selection still matters

Payroll eligibility explains who can be included, but the payroll table selection controls who is actually included in the run.

Review after uploads

Run eligibility checks after employee imports, bulk edits, salary component changes, or leaver updates.

Common Mistakes

Waiting until approval to find missing employees.
Using WiseWage creation date when the employee should be eligible from employment month.
Forgetting that component scope can depend on department or location.
Assuming selected employees are eligible without checking dates and status.

Best Practices

Run eligibility review before payroll preparation.
Resolve missing employee issues before uploading variable usage.
Check leavers and same-month terminations before authorizing payroll.
Recheck eligibility after large employee or component updates.

19 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reference

Billing, WiseWage Filing, and Advancly Visibility

Company settings and workspace onboarding flags affect billing visibility, Tax Filing and Benefit Filing monitoring, payroll-backed invoices, and whether E-Payroll or Advancly tools appear.

Where to find itSuper Admin ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Clients ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Edit client profile ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº WiseWage Filing

Steps

1
Open Admin > Settings > Billing to review plan, usage, status, and available invoices.
2
Remember that payroll-backed invoices become available after payroll has been run for the billing month.
3
Review the invoice remittance page for PAYE and any salary deductions classified as Statutory.
4
Use the Tax Filing Monitor cards and the Combined Remitted and Combined Outstanding columns to compare PAYE plus every displayed statutory deduction with all recorded remittances. A withholding-type filing still shows its own gross amount, amount due, remitted, outstanding, beneficiary/TIN readiness, and selected state.
5
In the Super Admin client profile editor, open WiseWage Filing and set Tax Filing to Yes only for clients that should appear in the Tax Filing monitor.
6
Set Tax Filing to No to hide the client from the Tax Filing monitor and Tax Remitted Tracker without deleting payroll or filing records.
7
Set Benefit Filing to Yes only for clients that should appear in the Benefit Filing monitor; set it to No to stop active benefit tracking without deleting payroll records.
8
Within Benefit Filing, open Pension or another enabled benefit type separately. You may combine periods for the same client and benefit type, then record payment date, reference, service fee, VAT, note, and evidence in one confirmation; employee state is not used.
9
Pension Filing displays Pension ID and PFA Name and provides PFA filter pills plus Group by PFA. Select individual employee-period rows or use Select all displayed before marking them remitted.
10
An employee missing either PFA Name or Pension ID is disabled in Pension Filing. Complete both fields in Employee Details > Pensions or through the employee import template before remitting.
11
To review several paid months together, select periods for one company in the Tax Filing monitor and choose Open Selected Periods. If only one tax filing type is available, it opens directly; a selector is shown only when multiple filing types are available. Selecting the first row temporarily disables other companies.
12
When opening one or several periods, choose PAYE or a configured statutory deduction. PAYE keeps its state-specific template, while withholding-type deductions use the standard WHT remittance columns for every selected state. Both PAYE and withholding taxes support multi-month remittance.
13
Company Admin users see Tax Filing and Benefit Filing under Payroll, immediately after Payroll Reports, only when the corresponding Company Profile > WiseWage Filing setting is enabled. Their filing actions use the same records as Super Admin and are restricted to the active company.
14
The company Tax Filing and Benefit Filing screens support the same single-period, multi-period, mark remitted, undo, shared confirmation, fee, VAT, note, evidence, template, and export workflows as Super Admin.
15
In Company Admin > Payroll Reports, use Download XLSX for Remittance Confirmations or Tax Remitted Tracker. Both downloads are restricted to the active company; the all-client in-app report view remains a Super Admin function.
16
The combined view lists each employee once, sums earnings and the selected filing amount across the selected months, shows # of periods, and supports a combined schedule and state template. Select employees and choose Mark remitted; WiseWage submits each employee's original month-level amount and creates one remittance record per employee and month.
17
Review the confirmation modal's month-by-month employee counts and totals before submitting. One payment reference, service fee, VAT, note, and PDF or image payment evidence is shared by all employee-month records in that confirmation. Undo affects only the manually remitted employee-month records selected.
18
In the PAYE view of Tax Filing, select one state to download its state template. The same inclusion rule applies to every state.
19
Include employees with zero PAYE even when no TIN is recorded. Exclude only employees who have PAYE greater than zero and no TIN, then add the TIN and regenerate the template or remit that employee separately.
20
When Lagos is selected, use Submit to LIRS to open the official LIRS e-Tax login page in a new tab. Opening the portal does not submit data or change WiseWage remittance statuses.
21
Super Admin users can open Reports immediately after Consultants. Remittance Confirmations remains the first employee-level report, and Tax Remitted Tracker appears second; choose View in app for either report or Download XLSX for its workbook. The tracker Records value refreshes automatically and counts the current company-period-tax-type rows, including unrecorded outstanding obligations. The tracker starts with all available PAYE and non-benefit withholding obligations from paid payroll periods, keeps obligations with no recorded remittance visible as outstanding, and merges recorded payments, service fees, VAT, payment evidence, references, notes, summary formulas, and an Employee Detail exception list. Employee Detail includes only employees with a missing Tax ID, missing state of residence, or outstanding PAYE/non-benefit WHT. Pending Tax Items lists each affected employee's outstanding paid-payroll periods and tax types, while Pending Tax Amount totals the unpaid balance after recorded remittances. It actively tracks only companies whose Company Profile Tax Filing setting under WiseWage Filing is enabled; setting Tax Filing to No excludes that company from the tracker and workbook totals.
22
Remittance Confirmations.xlsx and Tax Remitted Tracker.xlsx are restricted to Super Admin. They record WiseWage status and uploaded evidence; the presence of a record or attachment does not itself prove that WiseWage filed a return or paid a tax authority.
23
Open Admin > Advancly only for Advancly-enabled workspaces.
24
Use standard Payroll when the company has not been onboarded for Advancly.
25
If E-Payroll is expected but not visible, confirm the company wallet onboarding flag before treating it as a permission issue.
26
If E-Payroll appears for a non-Advancly workspace, refresh and confirm the workspace onboarding status.

Field Reference

Field name	Status	Notes
`billingInvoices`	recommended	Invoices are tied to billing cycles and payroll activity.
`invoiceRemittance`	recommended	Shows PAYE and configured Statutory deductions calculated from the payroll-backed billing period.
`billingUsage`	recommended	Shows company usage visibility in Settings.
`Tax Filing`	required	WiseWage Filing flag that controls whether the company appears in the Tax Filing monitor and Tax Remitted Tracker; the default is No.
`Benefit Filing`	required	WiseWage Filing flag that controls whether the company appears in the Benefit Filing monitor; the default is No.
`PFA Name / Pension ID`	required	Pension Filing identifiers shown in both Company and Super Admin views; both must be complete before a pension row can be selected for remittance.
`createWallet`	required	Company onboarding flag that controls Advancly and E-Payroll visibility.
`standardPayroll`	required	Used by companies that are not Advancly-enabled.

Filing is opt-in

Tax Filing and Benefit Filing each default to No. Enable the required workflow separately under WiseWage Filing.

TIN required for positive PAYE

Every state template includes zero-PAYE employees even when their TIN is blank. Only employees with PAYE greater than zero and no TIN are excluded from the template.

One company per combined review

Multi-period PAYE selection is restricted to one company so employee totals, period counts, schedules, and state templates are not mixed across clients.

Do not force E-Payroll

E-Payroll is only for Advancly-enabled workspaces and should stay hidden for standard payroll companies.

Billing timing

Billing invoices may not appear until payroll has been run for the relevant month.

Check onboarding first

When E-Payroll visibility looks wrong, confirm the company Advancly onboarding setting before changing user permissions.

Common Mistakes

Assuming every client should appear in the Super Admin Tax Filing monitor.
Assuming all payroll companies should see E-Payroll.
Looking for billing invoices before the payroll-backed billing month exists.
Troubleshooting E-Payroll as a role issue before checking Advancly onboarding.

Best Practices

Use standard Payroll for non-Advancly workspaces.
Review billing status after monthly payroll activity.
Enable Tax Filing only after confirming WiseWage should manage or monitor the client's filing workflow.
Keep Tax Filing, Advancly, and billing checks in the admin review workflow.

20 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reference

Troubleshooting

Most payroll issues trace back to upload format, missing employee eligibility data, component assignment, component scope, or approval state requirements.

Where to find itReference ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Troubleshooting

Steps

1
For upload issues, confirm the file is saved as .csv and uses the WiseWage template.
2
For missing headers, re-download the template and avoid renaming required headers.
3
For row failures, review the row-level message and correct the source file.
4
For missing employees in payroll, check employment date, WiseWage creation date, departure status, effective date, and selection state.
5
For missing salary components, confirm the component exists and is assigned to the employee.
6
For approval blockers, confirm authorization state, review checkbox, comments, and conflicts.

Field Reference

Field name	Status	Notes
`csvFormat`	required	Uploads must be saved as .csv.
`requiredHeaders`	required	Use WiseWage templates and do not rename required headers.
`eligibilityDates`	recommended	Employment date and optional creation date affect payroll inclusion.
`departureEffectiveDate`	required	Required when status is inactive or terminated.
`componentAssignment`	recommended	Employee must have the component assigned and match any scope restrictions.
`approvalComment`	required	Reject or request changes requires a comment.

Payroll conflicts

Resolve approved payroll conflicts for the same staff and period before rerunning payroll.

Missing components

Check component existence, employee assignment, and department or location scope.

Troubleshoot from source data

Start with the employee record and component setup before rerunning payroll.

Common Mistakes

Uploading files in the wrong format.
Renaming template headers.
Checking payroll after approval instead of before running.
Ignoring component scope restrictions.

Best Practices

Keep original templates and uploaded files for audit support.
Use row-level errors to correct the source file.
Review eligibility and component assignment before payroll cut-off.

21 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reference

Best Practices

A stable WiseWage payroll process follows a repeatable order: maintain master data, update employees, review eligibility, prepare variable inputs, run payroll, review reports, approve, pay, and archive evidence.

Where to find itReference ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Best Practices

Steps

1
Maintain master data.
2
Maintain salary components.
3
Add or update employees.
4
Review payroll eligibility.
5
Prepare variable inputs.
6
Run payroll.
7
Review journals, ledgers, payslips, and tax outputs.
8
Authorize and final approve.
9
Mark as paid after external payment is complete.
10
Archive working files and review notes.

Field Reference

Field name	Status	Notes
`prePayrollChecklist`	required	Departments, grades, locations, components, new joiners, leavers, bank, pension, and variable files.
`postPayrollChecklist`	recommended	Journal, general ledger, PAYE, payslips, bank schedule, and approval comments.
`dataGovernance`	recommended	Keep master-data names consistent and retain evidence.
`uploadEvidence`	recommended	Keep evidence of uploaded files and exported reports for audit support.

Cut-off discipline

Do not use uploads casually close to payroll cut-off without review.

Pre-payroll checks

Confirm leavers have effective dates and reasons before payroll is prepared.

Repeatable review

Use the same review order every month to make exceptions easier to spot.

Common Mistakes

Combining unrelated changes into one payroll-period upload.
Running payroll before leavers and bank details are reviewed.
Failing to archive exported reports and review notes.

Best Practices

Keep master-data names consistent.
Review salary components and tax treatment before first use.
Archive working files, exports, and approval notes after payroll.

22 ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â Reference

Glossary

This reference defines key payroll terms and lifecycle statuses used across WiseWage setup, payroll preparation, approval, reports, and templates.

Where to find itReference ÃƒÂ¢Ã¢â€šÂ¬Ã‚Âº Glossary

DRAFTAUTHORIZEDAPPROVEDPAIDREJECTED

Steps

1
Use the glossary to align payroll, HR, finance, and reviewer language.
2
Check status definitions when explaining where a payroll run is in the lifecycle.
3
Use upload and template notes to choose the right import flow.
4
Refer to component terms when reviewing formula, fixed, variable, time-tracking, or deductible behavior.

Field Reference

Field name	Status	Notes
`department`	recommended	Employee grouping used for assignment, payroll filtering, and reporting.
`grade`	optional	Internal level or band label.
`location`	recommended	Employee work location used in filters, reports, and component scope.
`salaryComponent`	required	Payroll earning or deduction definition.
`fixed`	recommended	Paid from a stored employee amount.
`variable`	optional	Depends on run-time usage or value inputs.
`timeTracking`	optional	Uses approved synced hours.
`percentageComponent`	optional	Calculated as a percentage of selected source components.
`deductionSelection`	recommended	Determines whether a deduction appears on payslip, tax computation, or both.

Use the right upload flow

Employee onboarding uses Import Employees; existing employee updates use Manage Current Employees.

Variable payroll template

Variable payroll usage uses the payroll variable import modal during payroll preparation.

Template source

Salary component value uploads should always start from the downloaded WiseWage template for that component.

Common Mistakes

Using onboarding import when trying to update existing employees only.
Mixing fixed, variable, and percentage component behavior.
Treating DRAFT, AUTHORIZED, APPROVED, PAID, and REJECTED as interchangeable states.

Best Practices

Use glossary terms consistently in payroll review notes.
Confirm the payroll status before taking an approval or payment action.
Choose the narrowest template or upload flow for the task.