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Payrolls: How to Calculate, Review, and Validate Employee Payments in Diamond Operations Pro

The "Payrolls" module allows you to calculate and review employee payments within Diamond Operations Pro. From this module, you can generate individual or group payrolls, validate worked hours, review pay rates, add adjustments, and consult reports related to labor costs. This module is especially important because it connects employee information, pay periods, worked hours, rates, taxes, tips, overtime, and other concepts that affect the final payment. A good review before saving or reporting payroll helps prevent payment errors, labor cost differences, and financial control issues.

Before you start

The employee exists and is active.
The pay rate is correct.
The pay period is properly defined.
The hours correspond to the selected period.
The included jobs belong to the correct range.
Overtime is calculated correctly.
Tips have been reviewed.
Taxes or deductions are as expected.
No additional concepts are missing.
The pay date is correct.

Module objective

The main purpose of "Payrolls" is to help the company calculate payments in an organized and verifiable way.

With this module, you can:

Calculate employee payments.
Review gross pay and net pay.
Create individual payrolls.
Create payrolls for multiple employees at the same time.
Review hours, rates, and overtime.
Add additional concepts.
Validate taxes, tips, and adjustments.
Consult payroll and labor cost reports.

Who should use this module

Use this module whenever payments need to be calculated, reviewed, or reported.

Common cases include:

At the close of a pay period.
When an employee payment needs to be calculated.
When payroll must be generated for multiple employees.
When adjustments or additional concepts are added.
When overtime, taxes, tips, or labor costs need to be reviewed.
When information needs to be exported or consulted for review.
When a payment difference needs to be explained.
When labor cost associated with completed jobs needs to be validated.

Information that affects payroll

Before generating payroll, it is important to review the data that may affect the result.

Employee

Each payroll must be associated with the correct employee. If the selected employee is incorrect, the calculation and history will be linked to the wrong person.

Pay period

The pay period defines the date range included in the calculation. Hours, jobs, and concepts must correspond to that period.

Pay date

The pay date indicates when the payment will be made or recorded. The main screen may group payrolls using this date.

Pay rate

The pay rate is the value used to calculate employee compensation. Before saving, confirm that the rate is correct.

Worked hours

The hours included in the period directly affect the payment. If hours are incomplete or belong to incorrect dates, the result may not match.

Overtime

Overtime should be reviewed carefully because it may modify gross pay and labor cost.

Travel time and travel distance

If the operation considers travel time or travel distance, these values should also be reviewed before confirming payroll.

Taxes

Taxes affect the final calculation and may change the difference between gross pay and net pay.

Tips

Tips may be part of the calculation or review, depending on the company’s workflow.

Additional concepts

Additional concepts allow you to add specific adjustments, such as bonuses, deductions, compensations, or other values needed to complete payroll.

Important concepts

Payroll
Payment calculation for an employee or group of employees.

Pay period
Date range included in the calculation.

Pay date
Date when the payment is recorded or made.

Pay rate
Value used to calculate the employee’s payment.

Gross pay
Amount calculated before applying deductions or adjustments that affect the final payment.

Net pay
Final amount after applying deductions, taxes, or other corresponding adjustments.

Concepts
Adjustments or additional items that may increase or reduce the payroll amount.

Labor cost
Value associated with work performed by employees within a period or set of jobs.

Main Payrolls screen

The main "Payrolls" screen shows records grouped by pay date. This organization allows you to quickly review which payments correspond to the same date.

From this screen, depending on the user’s permissions, you can:

Search existing payrolls.
Select records.
Create an individual payroll.
Create group payrolls.
Edit a payroll.
Delete a payroll.
Open reports.
Access related settings.

This review is especially important when generating group payrolls because one error can affect multiple employees at the same time.

Creating an individual payroll

Open the "Payrolls" module from the main menu.
Select the option to create an individual payroll.
Choose the corresponding employee.
Define the pay date.
Select the start date of the period.
Select the end date of the period.
Review the pay rate.
Confirm the worked hours.
Review overtime, travel time, and travel distance, if applicable.
Review taxes, tips, and additional concepts.
Confirm the gross pay.
Confirm the net pay.
Save the payroll.

After saving, review that the payroll appears correctly in the list and is grouped under the corresponding pay date.

Creating group payrolls

Open the "Payrolls" module.
Select the group payroll option.
Define the shared period.
Review the included employees.
Confirm the preloaded data.
Verify the suggested period.
Generate the payrolls.
Review the results before closing, exporting, or reporting.

Before confirming group payroll, carefully review who is included. If an employee is missing or someone appears who should not be included, correct the information before continuing.

Adding additional concepts

Additional concepts allow you to register specific adjustments within payroll.

They can be used to include values such as:

Bonuses.
Manual adjustments.
Deductions.
Compensations.
Reimbursements.
Corrections.
Other authorized amounts.

To add a concept:

Open the corresponding payroll.
Go to the concepts section.
Add the concept name.
Enter the amount.
Write a clear description.
Save the change.
Review that gross pay or net pay updates correctly.

Each concept should have a clear description to make future reviews easier.

Reviewing gross pay and net pay

Before considering payroll correct, review the difference between gross pay and net pay.

"Gross pay" represents the amount before deductions or final adjustments.

"Net pay" represents the final amount after applying deductions, taxes, or other concepts.

If the payment does not match what was expected, review:

Selected period.
Included hours.
Applied rate.
Overtime.
Taxes.
Tips.
Additional concepts.
Manual adjustments.

Using payroll reports

Reports help validate information before closing a period or explaining payment differences.

You can use them to review:

Payroll by employee.
Selected payrolls.
Labor cost by employee.
Tip report.
Differences between payments and jobs.
Information needed for financial review.

It is recommended to consult reports before finalizing a pay period, especially if there are recent changes in hours, rates, tips, or adjustments.

Labor cost validation

Labor cost can be compared with the jobs performed within the selected period.

If labor cost does not match what was expected, review:

Which jobs are included in the period.
Which employees were assigned.
How many hours were recorded.
Whether there are date differences.
Whether overtime was applied.
Whether there are additional concepts affecting the calculation.
Whether rates are up to date.

This review helps connect payroll with the real operation.

Common errors before saving

Before saving payroll, avoid these frequent errors:

Selecting an incorrect period.
Using an outdated rate.
Omitting worked hours.
Not reviewing overtime.
Duplicating additional concepts.
Including incorrect employees in group payroll.
Not reviewing taxes or tips.
Saving without validating net pay.
Not consulting reports when differences exist.

A careful review reduces later corrections.

Common issues

The payment does not match what was expected

Review the period, rate, hours, overtime, taxes, tips, and additional concepts.

Also confirm that the selected employee is correct and that no duplicate records exist.

An employee is missing from group payroll

Confirm the following:

The employee exists in the system.
The employee is active.
The employee has the required configuration.
The employee has valid information for the selected period.
No filter is excluding the employee.

If the employee still does not appear, review their configuration or contact an administrator.

Labor cost does not match the jobs

Review the assignments, hours, and dates of the jobs included in the period.

Also confirm that the correct employees are associated with those jobs and that hours were recorded properly.

I cannot create payroll

Verify that you have permission to access the "Payrolls" module and create records.

Also review that:

The employee is available.
The period is valid.
Required fields are complete.
The rate is configured.
The necessary information exists in the system.

I cannot edit or delete payroll

Your role may not have enough permissions.

Check with an administrator before modifying or deleting payroll records, since this data may be part of sensitive financial information.

Best practices

To keep payroll clear and reliable:

Review information before generating payments.
Confirm that periods are correct.
Keep pay rates up to date.
Validate hours and jobs before closing.
Use clear descriptions for additional concepts.
Consult reports when differences exist.
Limit access to authorized users.
Do not delete payrolls without approval.
Review group payrolls before confirming results.
Document important adjustments.
Compare labor cost with the real operation.

Expected result

By the end, the user should be able to:

Create individual payrolls.
Generate group payrolls.
Review pay periods.
Validate hours, rates, and overtime.
Review taxes, tips, and additional concepts.
Confirm gross pay and net pay.
Apply adjustments when necessary.
Consult payroll reports.
Review labor costs.
Detect and correct differences before reporting.
Handle payment information in an organized, secure, and responsible way within Diamond Operations Pro.