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PDF Payslip Templates in HR Payroll

PDF Payslip Templates

The PDF Payslip Templates screen in Thulo HR Payroll is used to design and customize the PDF layout of employee payslips.

PDF templates allow organizations to create professionally formatted payslips that include company branding, employee information, payroll details, earnings, deductions, and other payroll-related information.

Prerequisite

Before creating a PDF Payslip Template, you must first create a Payslip Template.

Important: Each PDF Payslip Template is linked to a specific Payslip Template. Therefore, a Payslip Template must exist before a PDF template can be created.

Create a New PDF Payslip Template

Step 1: Open the PDF Payslip Templates Screen

  1. Navigate to Payroll → Settings.

  2. Select PDF Payslip Templates.

  3. Click New PDF Payslip Template.

Step 2: Design the PDF Template

The Add New PDF Payslip Template screen will open.

This screen allows you to design the appearance and layout of employee payslips when they are generated as PDF documents.

Payslip Template

The Payslip Template field contains the list of Payslip Templates created in the Payslip Templates menu.

Select the Payslip Template that this PDF design will be associated with.

Available Merge Fields

The Available Merge Fields section contains all available payroll and employee data fields that can be inserted into the PDF layout.

Examples may include:

  • Employee Name

  • Employee ID

  • Department

  • Payroll Period

  • Gross Pay

  • Deductions

  • Insurance

  • Net Pay

  • Other Payslip Columns

To build the PDF layout:

  1. Select the required merge fields.

  2. Insert them into the Content area.

  3. Arrange and format the content as required.

  4. Save the template.

Default PDF Behavior

If no PDF Payslip Template is created, the system will use the default payslip PDF format provided by Thulo HR Payroll.

The default template is automatically applied whenever a payslip is viewed or downloaded as a PDF.

Assign a PDF Template to a Payslip

After creating a PDF Payslip Template, it must be assigned when creating or editing a payslip.

Step 3: Select the PDF Template

  1. Navigate to Payroll → Payslips.

  2. Create a new payslip or edit an existing payslip.

  3. Select the desired Payslip Template.

  4. Select the corresponding PDF Payslip Template.

  5. Save the payslip.

Result

When the payslip is viewed, printed, or downloaded as a PDF, the selected PDF Payslip Template will be applied automatically.

PDF Display Behavior

The selected PDF template is used throughout the system.

The same PDF layout will be displayed for:

  • Administrators

  • Payroll Managers

  • Employees (Self-Service Portal)

This ensures a consistent payslip format for all users.

Important Notes

  • A PDF Payslip Template must be linked to a Payslip Template.

  • Multiple PDF templates can be created for different payslip formats.

  • Merge fields allow payroll data to be dynamically inserted into the PDF document.

  • If no PDF template is assigned, the system will use the default payslip PDF format.

  • Changes made to a PDF template will be reflected in newly generated payslip PDFs after the template is saved.

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