> ## Documentation Index
> Fetch the complete documentation index at: https://docs.dishink.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Payroll Records & Lifecycle

> The Draft → Approved → Paid state machine, plus how disputes are captured and resolved.

Every pay run produces one **payroll record** per staff member. Records move through a strict lifecycle so you always know what has been calculated, approved, and paid.

## The four statuses

<CardGroup cols={2}>
  <Card title="Draft" icon="pen-to-square">
    Generated but not yet approved. Editable. Can be regenerated to pick up new data.
  </Card>

  <Card title="Approved" icon="check">
    Finance-approved and locked to edits. Ready for payment.
  </Card>

  <Card title="Paid" icon="money-bill-transfer">
    Payment recorded. Visible on the staff Earnings page as paid.
  </Card>

  <Card title="Disputed" icon="triangle-exclamation">
    Flagged for investigation — either by the operator or by staff via the Earnings page.
  </Card>
</CardGroup>

<Frame caption="Payroll records list with status badges.">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/dishink/images/staff/payroll-records.png" alt="Payroll records" />
</Frame>

## The state machine

```text theme={null}
Draft ────▶ Approved ────▶ Paid
  ▲                            │
  └── revert                   │
           Disputed ◀─────────┘
              │
              └───▶ resolve → Paid
```

### Transitions

| From     | To       | Who               | Notes                                               |
| -------- | -------- | ----------------- | --------------------------------------------------- |
| Draft    | Approved | Owner or HR admin | Locks the record. Regeneration disabled.            |
| Approved | Paid     | Owner or finance  | Requires payment method and reference.              |
| Approved | Draft    | Owner (revert)    | Unlocks the record for corrections.                 |
| Paid     | Disputed | Staff or admin    | Opens an investigation without touching the ledger. |
| Disputed | Paid     | Admin (resolve)   | Marks the dispute closed.                           |

<Note>
  A record cannot skip a state. To mark something as paid you must first approve it. This preserves the audit trail.
</Note>

## Approving a record

<Steps>
  <Step title="Open the Records tab">
    Select the period.
  </Step>

  <Step title="Review the pay slip">
    Click a record to see the full [pay slip breakdown](/staff/payroll/pay-slips) — gross, hours, tips, deductions, advances, net.
  </Step>

  <Step title="Click Approve">
    Confirm in the dialog. The record is now locked.
  </Step>
</Steps>

### Bulk approve

Use the checkboxes at the top of the list to select multiple Draft records, then click **Approve Selected**. Useful for high-volume pay runs.

## Marking a record as paid

<Steps>
  <Step title="Open an Approved record">
    Only Approved records can move to Paid.
  </Step>

  <Step title="Click Mark as Paid">
    Enter the payment method (Bank Transfer, Mobile Money, Cash) and reference number.
  </Step>

  <Step title="Confirm">
    The record is now Paid and appears on the staff member's Earnings page as paid income.
  </Step>
</Steps>

## Handling disputes

Staff can flag a Paid record from their Earnings portal (see [Staff Earnings Portal](/staff/payroll/staff-earnings)). Admins can also flag a record directly.

<Steps>
  <Step title="Investigate">
    Review the pay slip, hours, and any relevant clock-in logs.
  </Step>

  <Step title="Correct if needed">
    If a genuine error is found, generate an adjustment record for the next period rather than editing the disputed one. This preserves the audit trail.
  </Step>

  <Step title="Resolve">
    Click **Resolve Dispute**. The status returns to Paid and the resolution is logged.
  </Step>
</Steps>

## Reverting to Draft

Sometimes an approved record needs a correction before payment.

<Steps>
  <Step title="Open the Approved record">
    Locate it in the Records tab.
  </Step>

  <Step title="Click Revert to Draft">
    A confirmation dialog appears. The record returns to Draft and becomes editable.
  </Step>

  <Step title="Regenerate or adjust">
    Regenerate to pick up new hours or tips, then re-approve.
  </Step>
</Steps>

<Warning>
  Paid records cannot be reverted. If you need to reverse a payment, generate a correcting record in the next period.
</Warning>

## Tips and best practices

* Approve on the same day you generate to keep the pipeline moving.
* Batch **Mark as Paid** once you have processed all bank transfers.
* Never edit a disputed record directly — always issue a correcting record.
* Use payment references (bank reference, mobile money confirmation) so staff can verify their pay.

## Common mistakes

* **Skipping approval.** You cannot mark a record as Paid until it is Approved.
* **Editing after approval.** Impossible — revert to Draft first.
* **Deleting records to "fix" mistakes.** Records are immutable once approved. Use adjustments instead.

## Related pages

* [Generating Payroll](/staff/payroll/generating)
* [Pay Slips & Breakdown](/staff/payroll/pay-slips)
* [Staff Earnings Portal](/staff/payroll/staff-earnings)
* [Payroll Reports & CSV Export](/staff/payroll/reports)