Personeelsvergoeding in FlexBookz

Introduction

The Personeelsvergoeding (Payroll) module in FlexBookz provides an integrated way to manage employee compensation, time tracking and staff loans from a single platform. It combines salary administration, attendance and loans so salon, spa and wellness business owners can process payroll accurately, keep loan records up to date and ensure worked hours are reflected in pay calculations.

This guide explains how the module works, provides step-by-step configuration and operational instructions, offers practical examples and use cases, and lists tips and troubleshooting steps to help you run payroll smoothly in FlexBookz.

How it Works

The Personeelsvergoeding feature is built around three key components that interact with FlexBookz accounting:

• Salary administration – set up salary templates, pay periods, tax and deduction rules and compute gross-to-net wages.

• Time tracking – record clock-ins/clock-outs, breaks and approvals; tracked hours automatically feed into payroll calculations.

• Staff loans – create, approve and schedule repayments for staff advances or loans and have repayments deducted from payroll.

All payroll transactions can be exported to your general ledger or included in FlexBookz financial reports, ensuring accounting and payroll remain synchronized.

Step-by-Step Guide

The following steps walk you through common tasks: salary setup, time tracking, and managing staff loans.

1. Salary Administration

1. Navigate to Accounting > Payroll > Salary Administration in the FlexBookz menu.

2. Click + Create Pay Period to start a new payroll cycle.

3. Add staff members to the period and assign salary profiles: base salary (fixed or hourly), allowances, taxes, and any recurring deductions.

4. Use the Overview, Periods, and Employee Salaries tabs to verify calculations. Review totals for gross pay, deductions and net pay.

5. Finalize and authorize payroll. Export payments or post them to your accounting ledger.

Example: Set up a part-time stylist paid hourly. Create an hourly salary template with overtime rules (e.g., 1.5x for hours beyond 40), assign it to the stylist, and create the pay period to calculate wages automatically using tracked hours.

2. Time Tracking

1. Open Accounting > Payroll > Time Tracking.

2. Employees can clock in/out using the kiosk, mobile app or web interface. Managers can also add manual time entries for corrections.

3. Review entries in the Time Tracking Dashboard to approve or adjust hours, breaks and absence records.

4. Generate Time Tracking Reports to analyze hours by employee, service type or location.

How it integrates: Once approved, hours are automatically linked to the salary module. Overtime, shift premiums and unpaid leave are included in the pay run according to the assigned salary profile.

3. Staff Loans

1. Go to Accounting > Payroll > Staff Loans.

2. Click + New Loan to add an advance or loan. Fill in loan amount, repayment term, installment amount and interest if applicable.

3. Submit the loan for approval. A manager with the correct permissions must approve it.

4. Approved loans appear in the Loan Portfolio where repayments are tracked and scheduled automatically. Loan installments are deducted in subsequent payroll runs.

Use case: A therapist requests a €500 advance. Create the loan with a 5-month repayment schedule (€100/month). After approval, the payroll run will deduct €100 as a pre-configured deduction until repaid.

Practical Examples and Use Cases

• Salon with commissions: Configure base wages plus commission rules. Commission calculations are added as allowances in salary profiles and included in the net pay. Run example pay periods to validate commission integration.

• Multi-location business: Maintain separate pay periods per location or consolidate payroll centrally. Use location filters in the Salary Administration to produce per-location payroll reports.

• Temporary staff or substitutes: Create temporary salary templates and assign only for the required pay period; delete or archive templates after use to avoid confusion.

Tips & Best Practices

• Automate time capture: Encourage staff to clock in/out each shift. Automation reduces manual errors and simplifies payroll validation.

• Standardize salary templates: Use templates for roles (e.g., stylist, receptionist) to speed onboarding and maintain consistency.

• Approve hours before payroll: Always review and approve the Time Tracking Dashboard prior to finalizing a pay period to avoid incorrect payments.

• Document loan policies: Keep a clear internal policy for staff loans and document approvals inside the loan record for auditability.

• Schedule recurring checks: Periodically reconcile payroll reports with general ledger entries and bank payments to ensure accuracy.

Troubleshooting

• Problem: Salary amounts are not displayed for some employees.
  Solution: Verify the employee has an active salary profile assigned in Accounting > Payroll > Salary Administration. Ensure the pay period includes the employee and their contract dates cover the period.

• Problem: Time entries are not reflected in payroll calculations.
  Solution: Confirm that time entries are approved in the Time Tracking Dashboard. If entries are marked as pending, approve them or resolve conflicts before running payroll.

• Problem: Loan repayments are not deducted from payroll.
  Solution: Check loan status—only approved loans with an active repayment schedule will trigger deductions. Confirm the loan is linked to the correct employee and that the repayment schedule overlaps the payroll period.

• Problem: Incorrect tax or deduction calculations.
  Solution: Review deduction rules in the salary template. Ensure tax rates and statutory deductions are correctly configured for your jurisdiction. For complex tax scenarios, consult your accountant and update templates accordingly.

Note: Always keep payroll-related permissions limited to trusted administrators. Payroll changes are sensitive and should be auditable.

If you need further assistance, contact FlexBookz support or consult your payroll administrator. Proper setup and regular reviews will help you maintain accurate and compliant payroll operations.