Salary Payments, Voids, and Corrections
After a salary record is created, AccuArk provides tools to apply payments, void incorrect records, and track every change through an immutable audit trail.
Applying Payments
Open a salary record and click Apply Payment. Enter the amount being paid in the payment field. The system automatically tracks the Total Paid versus the Balance Remaining. You can apply partial payments if needed — for example, paying half of a salary on one date and the remainder on the next. Each time a payment is applied, the balance updates immediately.
When the balance reaches zero, the record's status automatically changes to Paid. If a partial payment is applied but a balance remains, the status stays at Pending until the full amount is settled.
Voiding a Salary Record
If a salary record was created in error or needs to be canceled, use the void function rather than deleting it. Select the record in the salary list and click Void. AccuArk requires a mandatory reason for every void — you cannot proceed without entering an explanation.
When a record is voided, the system captures three pieces of information:
- Who voided the record (the current user's ID)
- When the void occurred (an automatic timestamp)
- Why the record was voided (the reason you entered)
Voided records remain visible in the salary list but are displayed in gray. They do not affect payroll totals, summary calculations, or reports. This approach preserves a complete history while keeping your active numbers accurate.
The golden rule: never delete salary records — always void instead. Deletion removes the audit trail permanently, whereas voiding maintains full traceability.
Version Tracking
Every time a salary record is edited, AccuArk increments its version number. This lets you see how many times a record has been modified at a glance. Version 1 is the original entry, version 2 reflects the first edit, and so on.
Audit Trail
AccuArk creates an immutable log entry for every change made to a salary record. Each entry captures:
- Field name — which field was changed
- Old value — the previous value before the change
- New value — the updated value after the change
- Changed by — the user who made the modification
- Timestamp — the exact date and time of the change
These log entries cannot be edited or deleted, ensuring complete accountability. To review the audit trail, open a salary record and click the Audit Log tab. The log is displayed in reverse chronological order so the most recent changes appear first.