Managing payroll
Paying salaries and reconciling them with the bank
Payment via e-banking, importing the camt.053 statement, “Paid” status of payslips
Plugin.ch payroll calculates the payslips and posts their entries to the accounts, but it does not pay out the money. You pay the salaries from your e-banking as usual. The payment is then recorded in Plugin.ch when you import the bank statement: each payslip then switches to the status Paid.
When a payslip is approved and posted, the net pay is credited to the account Net salaries payable (2290 in the proposed chart of accounts). The bank payment clears this account: debit Net salaries payable, credit your bank account. When all salaries are paid, the account balance is zero.
Monthly payroll: paid payslips show the status “Paid”.
Pay the salaries from your e-banking
For each employee, the amount to pay is the Net pay on the payslip. If the IBAN is filled in on the employee record, the PDF payslip also shows the account to pay the salary into. You can make one order per employee or a single collective order for the whole month: Plugin.ch recognises both.
Tip: fill in the field IBAN on each employee record. It is used to recognise the payment in the bank statement, even if the employee's name does not appear in the transaction text.
Import the camt.053 bank statement
Download the account statement in camt.053 format (XML file) from your e-banking. In Plugin.ch, open the menu Invoices → Manage the general ledger, then the tab Camt.053 :
- in camt.053.xml file to read, choose the file;
- in Bank account linked to the file, choose from the list the bank account of the chart of accounts that matches the statement;
- click Read the file.
The statement's transactions are shown with their date, description and amount. Nothing has been saved yet at this stage.
Check the recognised payments
Plugin.ch looks for salary payments among the statement's debits. When it finds some, a message says so, the column Account is already filled with Net salaries payable and the description starts with “Salary payment”, the month, the employee's surname and first name, then a tag in square brackets, for example [SAL-17]. This description is written in the administration's language.
Both June payments are recognised; the electricity bill and the incoming payment wait for you to choose an account.
A debit is recognised as a person's salary when:
- its amount is exactly the net pay of an approved payslip, not yet paid, whose payment date is less than six months ago;
- and the beneficiary's IBAN is the one on the employee record, or the employee's surname appears in the transaction text.
If several payslips match (for example the same net pay several months in a row), Plugin.ch chooses the one whose payment date is closest to the debit date. A payslip that is already paid (by an earlier statement, a collective payment or manually) is never proposed a second time.
If no single payslip matches, Plugin.ch compares the debit with the total approved, unpaid net pay of a month. If it is equal, it is a collective payment: the description starts with “Salary payments” and carries a tag such as [SALM-2026-09].
A single order for all September salaries: it is recognised by its total amount.
The other transactions (bills, incoming payments) are left as they are: choose their account as usual. You can also change a proposed account or description before saving.
Add the transactions to the journal
Click Add to the journal. Each transaction with an account becomes a journal entry; those left on “-” are ignored.
As soon as the entries are in the journal, the payslips concerned switch to the status Paid in the tab Monthly payroll: the [SAL-…] or [SALM-…] tag in the description makes the link. So do not remove it from the description.
A collective payment [SALM-…] marks all approved payslips of the month concerned as paid.
Marking a payslip as paid manually
If the salary was paid another way (in cash, from an account whose statement you do not import) or if the club does not use the accounting module, open the approved payslip in Monthly payroll and click Mark as paid. The payslip switches to the status Paid without any accounting entry: record the payment in the journal yourself if needed.
A payslip marked as paid manually: the button becomes “Mark as unpaid”.
The Mark as unpaid button removes this manual mark. A payslip paid through the bank statement does not have this button: instead it shows Paid (bank statement), and it stays paid as long as the payment entry with its [SAL-…] or [SALM-…] tag is in the journal.
These buttons only exist on an approved payslip: a draft cannot be marked as paid.
Plugin.ch tutorial — Managing payroll