How to Add Fixed Transaction

Before adding a fixed transaction, make sure you've created the payroll item for that renumeration first. You can refer to Creating/Edit Payroll Items

• Fixed Transaction – A payroll item processed every month with the same amount and same cycle (e.g. Fixed Allowance, Transport Allowance).
• Individual Transaction – A payroll item processed for a specific month or recurring months, but with varying amounts (e.g. Bonus, Overtime, Commission).

Step 1

On the left menu, go to Payroll(a) > Transaction (b) > Fixed Transaction (c).

Step 2

Select the employee you want to add a recurring transaction for, then click Add New.

Step 3

You’ll be brought to the Add Transaction screen. Below is an explanation of each field:

* = Compulsory field

a) Payroll Item Type* – Select whether the transaction is an Earning or Deduction.

b) Payroll Item* – Link this transaction to the relevant payroll item you created earlier.

c) Start Date* – Select the payroll month when this fixed transaction should start being applied.

d) End Date* – Select the payroll month when this transaction should stop being applied.

e) Regular Amount* – Enter the recurring amount for each month. This will be the default amount applied every month.

f) Regular Pay Cycle* – Choose the payroll cycle in which the transaction will be processed.

g) Last Amount* – If the last month’s amount differs (e.g., for deductions that don’t divide evenly), enter it here.

Example:

• Total Deduction: RM 1,300
• Duration: 4 months (June – September 2022)
• Regular Amount: RM 400
• Last Amount: RM 100

RM 400 × 3 months = RM 1,200

RM 1,200 + RM 100 = RM 1,300

h) Last Amount Pay Cycle* – Optionally, set a different payroll cycle for the last amount. Otherwise, it will use the Regular Pay Cycle.

i) Enable Prorate – Toggle this on if the transaction should be prorated for resigning employees.

If not prorated automatically, you can edit the fixed transaction End Date to match the employee’s resign date and re-process payroll.

j) Remark – Optional notes for reference or record-keeping.

Click Save.

The system will automatically include all fixed transactions under the employee in each payroll process period until the end date.

Related:

• How to Manage Salary Advance, Deduction, and Backpay Using Individual Transaction
• Add Additional Transaction into Payslip before process payroll (Individual Transaction)

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.