Documents and printing

Documents and printing is where you decide how SolaHR's paper looks. Payslips, advance vouchers and cash disbursement sheets all come from one print system: the same company branding, the same bilingual layout, the same rules for what counts as an official copy. You set the branding and the templates once on System → Documents & Printing, and every print, PDF download and email afterwards follows them.

The system exists to make three things reliable. First, an issued document never changes: once a payslip or voucher is final, SolaHR stores the figures that were printed, so changing the logo or the template next year does not alter last year's payslip. Second, proof of receipt: an employee can acknowledge a document with a signature or a digital confirmation, and SolaHR keeps the evidence. Third, delivery: payslips can be emailed to each employee securely, one document per person.

Where to find it

The menu item appears when your plan includes payroll and you can manage document branding and print templates, or print/export payslips, or view advances.

Permissions

The three document types

Branding tab

Names and text on documents — "Leave a field empty to use the organization profile value."

Colours and language

Logo — shows the current logo or "No logo uploaded yet." The owner can Upload a new logo (PNG, JPG or WebP, up to 600 KB): "The logo is saved to the organization profile." It is the same logo used in the top bar and across your Solavel apps.

From the organization profile — a read-only card: Name, Legal name, Registration number, Email, Phone, Website, Registered city, Brand colour. "These details are edited in the organization profile and appear on every document."

Click Save settings. Changing branding affects documents printed from then on; documents already issued keep the content they were issued with.

Templates tab

A template is a structured layout, not free HTML. SolaHR checks every layout so it cannot break a document or hide required figures.

The tab lists, per document type, Default: name (the template currently used) and two groups:

• Built-in templates (cannot be changed): Payslip — A4, Payslip — A6 compact, Advance voucher — A6 landscape, Advance voucher — A5, Cash disbursement sheet — A4.
• Your templates: copies you made. "No custom templates yet. Duplicate a built-in template to customize it."

Work with a template

1. Duplicate to customize a built-in: give the copy a Template name (default "name (copy)") → "Draft created".
2. Edit opens the template editor (see below), with a live Preview on sample data.
3. Save draft keeps your changes without affecting printing ("Draft saved").
4. Publish turns the draft into the new published version; "The previous published version is archived." You can tick Make it the default for type at the same time. "Template published".
5. Set as default / Use as default makes a published template the one used for that type ("Default template updated"). Use this built-in as the default adds a published copy of the built-in and makes it the default.
6. Discard draft deletes unpublished edits; the published version is not affected.
7. Restore built-in default: "The built-in template 'name' becomes the default again. Your templates are kept."

The template editor

Title Edit template: name (Template: name if you can only view). Built-in templates show "Built-in templates cannot be changed. Duplicate it to customize." A banner Unsaved changes / All changes saved tracks your edits; Close asks "Close without saving?" when needed. Settings on the left, Preview on the right ("Fictional sample data only."), with a Sample selector (payslips: Standard, Long (many lines), Draft payroll; vouchers: Request, Disbursement, Receipt, Repaid, Void).

Signature and acknowledgment sections are also controlled by the acknowledgment policy: "Also controlled by the acknowledgment policy." If settings are invalid, the editor says "Some settings are not valid. Fix them to save and update the preview."

Acknowledgment & delivery tab

Acknowledgment

"How employees confirm they received a payslip or an advance voucher." Choose a Default policy and optionally a different policy Per document type (Use default (policy)):

"Acknowledging a payslip confirms receiving the document, not payment; it never marks salary paid."

How it works: the QR code opens a page that says which document it is (never the amounts). The employee enters their portal PIN and ticks the confirmation. Possessing the paper or the link is not enough. A signed paper copy is scanned and uploaded with Signed copy next to the document ("Signed copy saved. It does not mark anything paid."); files may be PDF, PNG or JPG up to 10 MB and are kept privately as evidence. Employees can also Acknowledge receipt from their portal payslip list ("Confirms you received this payslip document. It is not a confirmation of payment.").

Cash denominations

"Notes and coins counted on the cash disbursement sheet, per currency." For each Currency code (3 letters) enter Denominations separated by commas (for example 500, 200, 100, 50, 20, 10, 5, 1, up to 12). Add currency / Remove currency. With none set, "The sheet uses the standard ones."

Email delivery

Shows whether sending is live: "Email sandbox — Messages are recorded but not sent until an administrator enables sending." or "Sending is on: emailed documents are delivered to employees." It also says whether PDF attachments are available: "PDF attachments are available." or "PDF attachments are not available on this server. Emails can carry a secure link instead."

Printing, PDF and email in daily use

Each document row shows its state: Not issued yet, "n copies", Acknowledged, Signed copy (n), Superseded, and the email state (Email queued, Email sending, Emailed, Email recorded (sandbox), Email failed, Email skipped).

Issuing, copies and revisions

• The first print of a document of record issues it, with a reference such as PS-202610-00007, and stores the printed figures and the template version.
• Every later print is a copy of the same issue: the number of copies increases, nothing is recalculated.
• If the authoritative figures change (for example a payroll month is reopened and recalculated), a new revision is issued with a reference ending -R2. The earlier revision and its acknowledgments stay as evidence and show Superseded.
• Changing branding or templates never changes an issued document.

Email documents

1. Click Email payslips (payroll run) or Email vouchers (advances). The dialog Email documents says "Each employee receives only their own document. Emailing never marks salary paid and is not an acknowledgment."
2. Choose How to send: Secure link (employee confirms their portal PIN) or PDF attached (when available).
3. The dialog previews: "n documents will be emailed.", "n were already emailed and are skipped unless you choose to send again." (tick Send again to people already emailed), "No email address: names", "n are drafts or requests and cannot be emailed."
4. Click Queue n emails: "n emails queued, n skipped." A background job sends them in small batches every five minutes. In sandbox mode the messages are recorded, not sent.

Worked example 1: branding and an A6 payslip

Al Noor Trading LLC wants payslips on half a page, bilingual, with its blue.

1. HR opens System → Documents & Printing → Branding. The owner uploads al-noor.png. Under Names and text on documents: Display name (Arabic) and (English), Footer text "Al Noor Trading LLC · Office 1204, Al Habtoor Business Tower, Dubai", Signatory name "Mariam Al Falasi", Signatory title "Finance Director". Primary colour #1f4e79. Document language Bilingual (Arabic and English). Save settings.
2. Templates: under Payslip HR clicks Duplicate to customize on Payslip — A6 compact, names it "Al Noor payslip A6", then Edit. She hides Employer contributions, ticks Itemized deductions, checks the Sample preview "Long (many lines)" fits on one page, Save draft, then Publish with Make it the default for Payslip ticked.
3. In October's payroll run she clicks Print All: every slip is A6, bilingual, with the logo.

Worked example 2: acknowledgments, a signed copy and an email

1. On Acknowledgment & delivery, the Default policy is Signed copy or digital confirmation; for Advance voucher HR chooses Signed paper copy.
2. After October is approved, HR clicks Generate Payslips and prints. Omar Haddad's payslip PS-202610-00007 is issued as revision 1: his row, which said Not issued yet, now shows the issued document and its copies.
3. Omar scans the QR code with his phone, sees "Payslip PS-202610-00007" without any amount, enters his portal PIN and confirms. His row shows Acknowledged.
4. Sara Khan prefers paper. She signs her slip; HR scans it and clicks Signed copy in her row: "Signed copy saved. It does not mark anything paid." Her row shows Signed copy (1).
5. On 3 November payroll is reopened to fix an allowance and recalculated. Omar's figures change, so his next print is issued as PS-202610-00007-R2; the first one shows Superseded and keeps its acknowledgment.
6. HR clicks Email payslips → Secure link; 41 documents queue, 1 is skipped ("No email address: Ahmed Saleh"). The sandbox note says messages are only recorded until sending is enabled.

How it connects

Tips and common problems

Related

• Payslips
• Payroll
• Advances
• Settings
• Employee portal