Marking payments paid

9bx does not send money. You pay salaries, expense claims and cash advances from your own bank account or mobile wallet as you always do, and then record in 9bx that the money went out: how it was paid, from which company account, to which of the person's accounts, the reference, the date, a note and a proof file.

Contents: Who can use it · Company payment accounts · Mark payroll paid · Mark expense claims and advances paid · The mark paid form · Paid via · Undo a payment · Example · FAQ

Who can use it

• Company payment accounts: people who manage payroll or payment setup see and change the list. People who pay salaries or expenses can pick from it.
• Marking payroll paid: people allowed to mark payroll paid (usually whoever locks payroll runs).
• Marking expense claims paid: people allowed to pay expense claims. Cash advances: people allowed to pay and settle advances.
• Undoing a payroll payment: people allowed to undo payroll payments (usually whoever may mark payroll paid). Expense claims and advances: the same people who pay them.

Company payment accounts

Where: HR → Payroll → Company payment accounts.

These are your organization's own accounts that money leaves from: a bank account, a mobile wallet (bKash, Nagad, Rocket or any other), a cash box.

1. Click Add account.
2. Fill in Name (for example "Main bank" or "Payroll bKash"), Type (Bank account, Mobile wallet, Cash or Other), Bank or provider, Branch (bank accounts), Account or wallet number and Currency.
3. Click Save.

The number is stored encrypted. The list shows only its last four digits, for example ••4521. When you edit an account, leave the number empty to keep the saved one.

Switch Active off for an account you no longer pay from: it is no longer offered in the form. Delete removes it from the list; payments already recorded keep the account name they were paid from.

Mark payroll paid

Where: HR → Payroll → Payroll runs, open a run.

• The whole run: click Mark paid at the top. Everyone selected in the run who is not paid yet is marked paid together, each to their main account on file. The form shows how many people and the total.
• One person: once the run is locked, the Paid via column has a Mark paid button on each line not paid yet. Here you can pick which of the person's accounts the money went to.

A run becomes Disbursed when its last selected person is paid. Loan instalments are booked and each person gets the "salary paid" notice when their line is marked paid. If you made a bank file for the run, its lines are marked paid with the same reference.

A run waiting for approval cannot be marked paid: lock it first.

Mark expense claims and advances paid

• Expense claims: HR → Expenses → Expense claims, tab To pay. Tick the claims, click Mark paid. When you tick one claim you can pick the person's account; with several, each person's main account is used. See Expenses.
• Cash advances: open the advance and click Mark as paid. See Travel and advances.

The mark paid form

Field	What to enter
Paid by	Bank transfer, bKash, Nagad, Rocket, Cash, Cheque or Other
Paid on	The day the money went out. It cannot be in the future.
Paid from	Your company account. Choosing bKash, Nagad or Rocket picks your matching wallet account when you have one. Required for every method but cash: without a company account you can only record cash.
Paid to	The person's account the money went to. Shown when one person is paid. Accounts not verified yet are marked "not verified".
Reference or transaction ID	The bank transfer reference, wallet transaction ID or cheque number. Required for every method but cash and other.
Note	Anything worth keeping, for example "Paid early for Eid".
Proof of payment	Optional. A receipt or screenshot: PDF or image, up to 10 MB.

If no company account is set up yet, the form says so and links to Set up accounts.

Paid via

Once paid, the Paid via column (payroll run lines, the All tab of expense claims, the advance details) shows the method, the reference, the company account and the person's account, for example "bKash · BK-55 · Payroll bKash (bKash ••0111) · bKash ••4455". View proof opens the proof file.

Every marking is kept with who recorded it and when.

Undo a payment

When something was marked paid by mistake (wrong person, a transfer that bounced, paid twice), click Undo payment under its Paid via details, give the reason and confirm.

• A payroll line becomes unpaid again. Its loan instalment is given back to the loan, a Disbursed run goes back to the state it was in before (for example Locked), and the line's bank file entry is unpaid again. You can then mark it paid again.
• An expense claim goes back to Approved, ready to pay.
• A cash advance goes back to Approved. An advance already set against a claim or partly returned cannot be undone.

The payment stays in the history with who undid it, when and why. The person was already told they were paid; tell them yourself if needed. A run that was reversed cannot have its payments undone; re-run the month instead.

Example scenario

Padma Net pays February salaries. Karim (Finance) adds two company accounts: "Main bank" (Bank account, City Bank, Gulshan, number ending 9012) and "Payroll bKash" (Mobile wallet, bKash). After the run is locked he uploads the bank file to City Bank. The bank confirms batch TRF-2027-02. He opens the run, clicks Mark paid, chooses Bank transfer, Main bank, enters TRF-2027-02 and attaches the bank's confirmation PDF. One driver has no bank account and was paid by bKash the day before: Karim marks that line on its own with bKash, Payroll bKash, the bKash transaction ID and the date. The run shows Disbursed.

Troubleshooting and FAQ

The Mark paid button is missing. The run is still being prepared or waiting for approval, everyone is already paid, or you are not allowed to mark payroll paid.

"Every selected line of this run is already paid." Nothing is left to pay in this run.

"Pick an active company account to pay from." The account was switched off or deleted. Pick another one, or switch it on under Company payment accounts.

"Pick one of this person's own accounts." The account chosen under Paid to belongs to someone else. Reopen the form and pick again.

Something was marked paid by mistake. Use Undo payment (see Undo a payment).

"Pick the account the money was paid from." Every method but cash needs the company account the money left. Add it under Company payment accounts first if it is missing.

Related

Payroll runs and payslips · Payroll corrections, payments and accounting · Expenses · Travel and advances