Record and write off visa and hiring costs

Before you start

• Add the typing centre or PRO as a vendor in MAJA Books → Purchase → Vendors.

Steps

1. In MAJA Payroll, under HR, click Contracts and open New contract (or Edit).
2. In Hiring / visa costs, enter the Total cost of contract (AED) (visa, medical, ID, labour card…).
3. Choose the Write-off method: Spread over contract period, One-time (full amount in month 1) or Custom (enter months).
4. Choose the typing centre / PRO in the visa vendor box, and click Save contract.
5. In MAJA Books, click Payroll, then Visa Fees. Choose the Date and Bank and click Pay bill on the row.
6. Each month, click Run write-off.
7. When an employee leaves mid-plan, click Exit write-off on their row.

What MAJA does for you

• The bill is raised on the vendor (prepaid visa cost against the vendor payable) and appears in the vendor's statement like any bill.
• Run write-off posts every month due across all paid contracts, without ever posting a month twice.
• In MAJA Payroll, Visa Cost & Loans → Visa Cost shows each active contract's cost, monthly write-off, cost for the months you pick, written off to date and remaining; use Export or the PDF/CSV buttons per employee.

Good to know

• A vendor is required when the cost is above 0.
• A spread contract with no end date is spread over 24 months.
• Once the visa is paid, the cost and vendor are locked to the bill — reverse the payment in MAJA Books for a genuine correction.
• A wrong vendor on an unpaid bill can be changed in MAJA Books (Assign vendor).