Screenshot-led operating guide

From a new staff member to a paid, reported payroll.

A practical walkthrough for CloudPay.vu. Follow the chapters in order for a clean first setup, then reuse the payroll and reporting flow each pay cycle.

Before you begin

Sign in, choose your company from the upper-left switcher, and confirm that you are working in the intended company. Amounts in this guide use the Vanuatu Vatu format: VT.

Staff setupPayroll processingReports and payslips

Workflow at a glance

1Set up staff

2Calculate payroll

3Export reports

1 · Create staff

Staff records are the source of truth for department, employment status, pay method, payroll profile, rates, VNPF and leave entitlement.

Open Staff and choose Add Staff.
Enter the identity fields (family name, given name, ID number and contact details), then choose a department.
Set employment date/status and payment method.
Select an hourly profile for clocking-based pay or a monthly profile for a fixed salary.
Enter the hourly or monthly rate, VNPF number and leave settings, then save. Re-open the card to confirm the profile and department.

CloudPay staff list — **Staff list**Use the list to confirm the employee, ID, department and status.

CloudPay add staff form — **Add Staff form**Complete the identity, employment and pay fields before saving.

2 · Create a department

Open Departments in the sidebar.
Choose the + button.
Enter the department name and optional description, then select Create.
Assign staff from their staff record and use the three-dot menu to maintain existing departments.

CloudPay add department form — **Department setup**Departments can be assigned from staff records.

3 · Create a schedule

Open Planning and stay on the Daily tab.
Select Add Daily Planning, enter a name and optional description.
Choose Time-based for one or two in/out pairs, or Static Hours when only a fixed number of paid hours is needed.
Save the daily schedule, then use the Weekly tab to combine days and assign the plan to staff.

CloudPay planning screen — **Planning workspace**Daily and weekly planning are maintained from Planning.

CloudPay add daily schedule form — **Daily schedule form**Choose time-based or static-hours planning for the shift.

4 · Configure payroll profiles

Open Payroll Profiles before running payroll. A profile controls frequency, pay structure, overtime thresholds, Sunday/night/public-holiday rules and leave settings.

Hourly · 24p - hrsBi-monthly frequency. Pay is calculated from approved timesheet hours and applicable surcharges.

Monthly · 12p - monthMonthly frequency. Pay uses the configured monthly base and can proceed without clockings.

CloudPay payroll profiles — **Payroll profiles**Choose the profile that matches the employee’s pay arrangement.

5 · Run an hourly payroll

Open Payroll, select the employee, and choose New Payroll.
Confirm CloudPay proposes the next contiguous period. Choose the arrow beside Call Timesheet, then View timesheet.
Check paired clock-in/out values, present days, overtime, Sunday/night/holiday hours and missing-clock warnings.
Review the payment breakdown, VNPF, deductions, leave and RDO values.
Select Save, then Validate and confirm. Validation freezes the snapshot for reprinting and applies the balance movements.

Good practice: Resolve missing or unmatched clockings before validation. Once validated, the payroll is frozen for reporting and reprinting.

CloudPay hourly timesheet preview — **Timesheet preview**Review attendance and paired clockings before validation.

CloudPay validated hourly payroll — **Validated hourly payroll**The validated state enables reprint and report workflows.

6 · Run a monthly payroll without clockings

Open the monthly employee and select New Payroll.
CloudPay displays a no-timesheet warning. This is expected for a fixed-salary employee; the payroll is created from current values.
Confirm the monthly base, period, VNPF and deductions.
Select Save, then Validate and confirm.

Good practice: A monthly employee can be paid without clockings, but the monthly base, period and deductions should still be reviewed before validation.

CloudPay first monthly payroll validated — **First monthly payroll**Fixed monthly pay can be validated even when no clockings exist.

CloudPay second monthly payroll validated — **Second monthly payroll**The next period starts after the last validated period.

7 · Make the final (last) payroll

Open the next period and choose Resigned payroll, Dismissed payroll, or Retirement payroll.
Review the final annual-leave payout. Remaining annual leave is paid; sick leave is not paid in the final payout.
Save the draft, select Validate, and read the explicit final-payroll confirmation.
Confirm the staff card is non-active and annual leave is zero. The employee remains available in history/non-active views.

Important: A final payroll changes the employee’s status and should only be validated after the last pay period and leave payout have been checked.

CloudPay final payroll validated — **Final payroll validated**The history line records the resigned payroll and the employee card shows the resulting status.

8 · Produce payroll reports

Open Reports, scroll to the Payroll group, choose the period selector, and use Generate. Prefer the exact payroll-date period for frozen payroll records. PDF and XLS exports are available where shown.

VNPF Monthly ReturnSelect calendar month/year, generate, then export PDF or XLS.

Payroll PaymentsShows transfer, cash or cheque instructions and the amount to pay.

Payroll PrintGenerate payslips for a finalized period; print a row or use Print All.

Payroll JournalShows salary, allowances, deductions, leave and other journal columns for the general ledger.

CloudPay VNPF June return — **VNPF return**Monthly contribution return with export controls.

CloudPay payroll payments report — **Payroll payments**Payment method, period and amount-to-pay columns.

CloudPay payroll journal report — **Payroll journal / general ledger**Detailed salary and leave columns for posting or review.

CloudPay payroll report menu — **Payroll report menu**Payments, print and journal reports sit together in the Payroll group.

9 · Before you finish

After every validation, save the payslip and export the reports required by your payroll process. Keep the payroll period, payment report and journal period aligned.