Report

List

This page displays all payroll reports that have been created. Here is an explanation of the report statuses:

Status	Description
Processing	The payroll report is being generated by the system. This process takes some time depending on the number of employees. If the status does not change after a while, click the "Set as draft" button in the "Actions" column to change the payroll report status, allowing users to check the results.
Draft	The payroll report has been successfully created and users can edit this report.
Send to approver	The payroll report has been sent to the approver and will be reviewed according to the set approver level.
Approved	The payroll report has been approved by the final level approver.
Paid	The payroll report has been approved and turned into pay slips that can be accessed by all employees through the employee page.
Revoked	The payroll report has been revoked. Users cannot open the details of a revoked report.

To support clearer tracking of payroll periods, greater transparency, and improved accuracy and reliability of payroll reporting, the report displays the following information:

• Period
  Displays the payroll period covered by the report. This helps ensure you are viewing data for the correct time frame.

• Last Update
  Shows the date and time when the report was last refreshed, providing confidence that the data is up to date.

Generate

Click the Generate button located at the top right corner of the Report page to create a new payroll report.

A form will appear displaying the selected Payroll Profile along with all available Accounts, where users can input or adjust the values manually as needed.

When generating the report, users can:

• Add a name in the Payroll Report Name field.
• Select a specific Working Status (if not selected, the system will include all working statuses).
• Optionally choose Employment Level and Placement filters to narrow down the generated report.

These filtering features allow units to process payroll reports only for employees with a specific status, level, or location, including salary slip generation, tax summary, and journal voucher creation.

Selecting both Period and Timesheet Period is mandatory, as the system uses these values to calculate salaries, especially for daily workers, whose payroll is based on attendance data recorded within those periods.

The Expected Working Days field is currently optional.
Later, this field will be used to calculate prorated salaries for employees whose working days differ from the standard period.

The Accounts section can be adjusted according to each company’s payroll scheme.
There is an optional toggle that can be enabled or disabled as needed.
The values entered in this form will also be applied to all employees according to the Account name.
For example, if the value for Service Charge is set to 1,000,000 (in Rupiah), all employees will receive 1,000,000 in the Service Charge account.
If an employee has an Employee Payroll Profile, the value will be taken from that profile instead.

NOTE

The Employee Payroll Profile is linked to the selected Payroll Profile.
When you change the Payroll Profile, the Employee Payroll Profile settings will revert to default or follow the new profile.
This means the Employee Payroll Profile always inherits the configuration of the active Payroll Profile.

Employee salaries and FPSC (Fixed Pay Salary Components) are taken from employee allowance data for those with an active contract status.
Employees with an inactive contract status can be added to the payroll report after the report is created (status: Draft).

Additionally, users can check the option “Automatically generate salary slip when payroll report is marked as paid” to automatically send salary slips to each employee once the payroll report is marked as Paid.

The payroll report generation process may take time depending on the number of employees, and the report cannot be accessed until the process is complete.
Users will receive an email notification once the report has been successfully generated.

NOTE

Users can only create one report per month and year.
If an error occurs and the report needs to be recreated, the previous report must first be revoked.
However, if an additional report is required for the same period (for example, when separating reports for daily workers and contract employees), you can contact the Sentec EMS Support Team to request access for creating more than one report within the same period.

For a visual guide, watch the tutorial video on how to Generate a Payroll Report below:

View

To view the details of the created payroll report and its status, you can select one of the report templates. The timeline section will display the history of the payroll report.

Action button:

• Send to approver: Sends the payroll report to the lowest level approver (Approvers will receive a notification via email).
• Revoke: Revokes the report (All approvers will receive a notification via email).

Download button:

• Employee Tax Summary: Downloads the report to display tax information for all employees.
• Journal voucher: Downloads the journal voucher.

NOTE

Download button will be active once the report is set to Paid.

In the View Report page, if the report is still in Draft status, you can also update the report name by clicking the Edit (pencil) button.

And to view the detailed report, select one of the report templates to display the payroll report details.

In this view, you can see all detailed payroll components. Users who generated the payroll report can make adjustments directly in this view. When adjustments are allowed, the Action column will appear, enabling you to modify values for specific components.

Note

If you make a change to one of the report, the adjustment will also be applied to all reports listed.

In the view page, You can also access and download payslips directly from each payroll report. The Salary Slip tab is visible on the Payroll Report page at all times. However, you will only be able to access and download the payslips once the report has been set to Paid.

Note

You can access and download the payslips even for employees who are no longer active in your company, since each payslip is tied to the payroll report generated.

Editing

Editing or updating payroll results can be done by accessing the details page of the payroll report or selecting one of the payroll report templates from the report view page.

NOTE

If you update data in one "Account," it will also affect that "Account" in other report templates. This update is applied to the "Account" itself, not the report.

Filter Data

Users can filter employee payroll data using four types of filters: Employee Name, Department, Religion, and Work Status.

Download Payroll Report

The payroll report can be downloaded in Excel formats. Click the download button at the top right and select "Excel."

Add Employee Into Payroll Report

If an employee does not appear in the payroll report, users can add them by clicking the edit button at the top right and selecting “Add Employee”. The list of available employees includes all employees with active contract status and employees whose contracts have been inactive for the past 3 months.

Search for the employee you want to add to the payroll report, then set values for all "Accounts" just like when creating the payroll report.

Remove Employee From Payroll Report

If you need to remove an employee from the payroll report, please click the menu button and select the "remove employee" option. Specify the employee to be removed from the payroll report in the Search field and click “Remove”.

Edit Employee Payroll

To make changes to employee payroll data, click the pencil icon in the employee row on the payroll report. You can update the values in "Accounts" that do not have a formula (the list of available "Accounts" is the same as when the payroll report was first created).

Import Data

In addition to using the Edit Employee Payroll feature, users can also update employee payroll data through the Import Payroll menu.

To import payroll data, click the Edit button in the top-right corner and select the Import option.
Before importing data, you must first download the Data Template.

To download the template:

• Select the payroll accounts you want to update.
• All accounts configured in your Payroll Profile will be displayed.
• Choose the specific account(s) to be updated.
• Download the generated import template.

You can then enter the required values into the template before importing the data.

In the downloaded template:

• Enter the correct or updated value for each employee.
• All employee names will be included automatically in the file.

Please note:

• Any value that needs to be updated must be re-entered in the template.
• If an employee is removed from the template, or if a value field is left empty, the system will process the employee with a value of 0.
• Empty values or removed data will overwrite existing data and be treated as 0.

Ensure that all values are entered as plain numbers only, without:

• Dots (.)
• Commas (,)
• Formulas

After completing the data input and updates, upload the template using the Import column.
Make sure that the uploaded file matches the selected account.

To proceed with the import:

• Select the payroll account again.
• Click the Import button.

If no account is selected, the Import button will remain inactive and a notification will be displayed.

Once the data is successfully imported, the updated payroll values will be reflected in the report.

Push Loan

In addition to the Loan feature available in the Finance module, loans are now fully integrated with Payroll in Sentec EMS.

To include loan data in the payroll report, you must first map the loan to the corresponding payroll account. Once the loan is mapped, loan deductions will be automatically calculated and reflected in the payroll report during payroll processing.

This integration helps ensure:

• More accurate payroll calculations
• Reduced manual adjustments
• Better visibility of loan deductions within payroll reports

To add or configure a specific account for loan deductions, please contact the Support Team for assistance.

Note

To use the Push Loan feature, you must first configure the Loan Account.

And for more detailed information about loan management, please refer to the Loan Documentation.

To push a loan to payroll:

1. Navigate to Payroll → Report.
2. Open a payroll report with Draft status.
3. Click View on the selected report (e.g. Tax 21 or Payroll).
4. Click Edit, then select Push Loan.

The loan payment schedule will be aligned with the payroll period being generated.

When a loan is added to the payroll report, the loan amount will be reflected under:

• The mapped Loan Account, or
• Other applicable accounts (e.g. Medical by Employee or a Custom Account),

it will depends on your payroll setup and loan account mapping.

Rules for Pushing Loans to Payroll

• The loan pushed will always follow the payroll period currently being generated.
• If the loan value or installment details are updated, you must push the loan again to apply the changes.
• Even if a loan has already been pushed, any changes made afterward will not be reflected in payroll unless the loan is re-pushed.

After clicking Push to Payroll Report, the loan will be automatically added and calculated in the payroll report.

Recalculate

The "Recalculate" button is used when users want to update employee payroll data or recalculate using the existing "Account" values. This function is useful if there is an error in the "Salary" or "FPSC" benefit values in the employee contract. Before using the "Recalculate" button on the payroll report, users must first update the benefit values in the employee contract.

NOTE

Only users who created the payroll report can edit the report they created. Only payroll reports with "Draft" status can have employee payroll data updated.

Approval

The approval process for the payroll report will be carried out step by step according to the number of registered approvers. The approval order will follow the level number of each approver (a smaller number means earlier).

Approve: The payroll report will be sent to the next approver. If the payroll report is approved by the final approver, its status will change to "Approved."

Reject: The payroll report will return to "Draft" status.

NOTE

Whenever there is a status change in payroll, all approvers and the payroll report creator will receive email notifications.

Payroll Profile Update

In the Payroll module, there is a feature that allows adjustments to reports when changes occur in the system. This feature helps ensure that the generated reports remain accurate and aligned with the latest data.

• Revoke : If there are any additions or deletions of columns during system operation, users must perform a Revoke on previously generated reports. This step is necessary to update the reports to reflect the latest data structure changes.
• Recalculate : If the changes only affect the calculation formulas, users simply need to perform a Recalculate on the reports without needing to do a Revoke. This feature will update the calculations based on the new formulas without altering the data structure.
• Withdraw: If a report has already been sent for approval and only minor adjustments or updates are required, users can Withdraw the report. The report will then revert to Draft status for further editing.

This feature ensures that Payroll reports are always up-to-date and aligned with the current system configuration.

Set to Paid

After the review process and all approvals are completed, you must set the report to Paid to automatically generate the payslip and the monthly report summary.

To set the report to Paid, open the View Report page for the approved report, then click the Action button and select Set to Paid.

Once the report status is Paid, you can download the following available reports:

• Employee Tax Summary: Monthly PPh 21 withholding report format. This report is intended for official tax reporting and/or regulatory submissions, in accordance with applicable Indonesian regulations.
• Journal Voucher: Provides accounting entries generated from the payroll process.

December Report (Indonesia Regulation)

To accommodate and implement the December payroll, Sentec EMS has adjusted several features to support accurate payroll and tax calculations.
This implementation is in accordance with Government Regulation (PP) No. 58 of 2023 and Minister of Finance Regulation (PMK) No. 168 of 2023, which stipulate that the calculation of Income Tax Article 21 (PPh Article 21) is conducted using the Monthly Effective Tax Rate (TER Bulanan).
For the final tax period namely December, or the tax period in which an employee ceases employment, The tax calculation is performed using the progressive income tax rates as stipulated in Article 17 of the Income Tax Law.

In the December Report, Sentec EMS provides additional reports to accommodate the December payroll process. These reports are designed to support and ensure accurate tax calculations for the December tax period.

NOTE

The report that is adjusted depends on the payroll profile being applied.

In the December report details, you will find additional columns for annual calculations, such as BPJS Employment (Ketenagakerjaan) – Yearly, BPJS Health (Kesehatan) – Yearly, Gross Income – Yearly, PTKP, Netto, PKP, Tax Per Year, and other related components required for tax calculation.

Monthly calculations and values will continue to be displayed as usual. The annual calculation columns represent the values used by the system to calculate annual income tax.
This is because tax calculations are based on annual income, and all income components included in the tax calculation will be shown.

In the December report details, the system also provides adjustment columns for:

• BPJS Employee (Yearly Adjustment) for JHT (Jaminan Hari Tua) and JP (Jaminan Pensiun)
• Additional Gross Income (Yearly Adjustment)

These columns are used to accommodate scenarios where annual income must be calculated from January to December, even if payroll processing in Sentec EMS did not start at the beginning of the year.

Use Case Examples

Payroll started mid-year
If your company started using Sentec EMS payroll in October, you can manually add BPJS employee values and additional gross income for each employee covering January to September.
This ensures that the final tax period (December) is calculated based on the full annual income (January–December).

Newly joined employees
If an employee joined your company during the year and you want to calculate their annual income starting from January, you may also input the relevant values in the adjustment columns for that employee.

In the December report, the system performs the annual income tax calculation for each employee in accordance with Indonesian tax regulations for the final tax period (masa pajak terakhir).

Annual Tax Components

• PTKP (Non-Taxable Income)
  The system calculates the applicable PTKP for each employee based on their tax status.

• PKP (Taxable Income)
  PKP is calculated from the employee’s annual net income after deducting PTKP, in accordance with Article 17 of the Income Tax Law.

• Tax Per Year (Pajak yang Disetahunkan)
  Represents the annual income tax payable, calculated using the applicable progressive income tax rates based on the employee’s PKP.

Tax Paid to KPP until November (Pajak yang Telah Disetor/Dipotong)
This amount represents the PPh Article 21 that has already been withheld and remitted to the Tax Office (KPP) up to the previous months within the same tax year.

PPh Article 21 – December
This value is calculated using the following formula:

Tax Per Year − Tax Paid to KPP

• If the result is negative, it indicates an overpayment (Lebih Bayar).
• If the result is positive, it indicates an underpayment (Kurang Bayar).

Tax in December
The tax amount withheld in December follows the PPh Article 21 – December value:

• If the calculated amount is negative (Lebih Bayar), the tax withheld in December will be 0.
• If the calculated amount is positive (Kurang Bayar), the system will withhold the remaining tax balance in the December payroll.