Employee Master Detail

Employees of the organization are to be defined using this option of Payroll-NX. This module
consists of the all information related to Employee.

In Add mode user will find three option Employment, Contact and Statutory. While in Edit
mode Personal detail option become enable, such as Personal Details, Passport Details,
Family Details, Bank Details, Policies Details, Sureties Details, Liabilities Details and Others
Details (Social Responsibilities and Relatives in Organization) etc could be defined using this
module.

HRIS -> Employee -> Employee Master

1. Employee Master

User can input information as per the Image below of all the employees.

Give all the available information of the employee.

• Company name: User have to select company name before adding any Employee,
by Default user find default company selected.
• Title: User can select the title from the list available such as Mr., Mrs., Ms., Shri, Smt.,
Dr. etc.
• First Name: User can input the first name of Employee in this field.
• Middle Name: User can input the middle name of Employee in this field.

Last Name: User can input the last name of Employee in this field.

Full name of Employee can be setup in Master Setting "Modify Existing Employee
Name as per format available with two options as "First name_Middle Name_Last
Name" and Last name_First Name_Middle Name. As per selected setup, Employee
Full Name will be updated in from First Name, Middle and Last Name.

For E.g. First name is Ram, Middle name is Sundar and Last Name is Sharma. incase
"Last name_First Name_Middle Name." is opted then Employee Name will display as
"Sharma Ram Sundar"

If setup is not opted in Master setup then Employee Name can be entered with full
name.

For E.g. Ashwin Roy, Niranjan B. Deshmukh, Ramprasad Digambarlal Chatturvedi, etc

• Ticket No.: Ticket Number is a unique mandatory numeric field. It can be auto
generated or user can input the Ticket Number of their choice in numeric format.
 When User requires the system to generate the Ticket Numbers they are generated
as running serial number (e.g. 1, 2, 3, etc).
• Employee Code: Employee Code is unique mandatory text field. It can be auto
generated by master setup "Generate Employee Code" or user can use their current
coding system. Employee code can also be used as interface with your swap card
system. When user require the system to generate the Employee codes then two
option provided.

As Per Employee Name : By this system generate code using First Character of Name
and Running Serial Number. (e.g. if Nilkanth M is the employee then the code will be
N00001 and so on)

As Per Prefix : By this user have to provide Prefix by which system will auto generate
by using prefix provided. Suppose there are employees starting with different
alphabet. (e.g. If Ashwin Pradhan is the name of employee then the code will be
A00001, If Anand Roy is the second employee in A Series then the code will be
A00002 and so on)

• Employee Photo: User can link Employee’s Photograph in Employee Master in

Add/Edit mode. In Add/Edit mode, Click on Upload Photo link for Employee Photo
and select the Photo Image File to be linked for the respective Employee. Upload the
selected file. When we search (View) the employee in Employee Master, Employee
Details get displayed with Employee Photo. The Photo Image must be
in .jpeg, .jpg, .png format with size not more than 2 MB.
• Social Medium Icon: LinkedIn/Facebook/Twitter/Koo links added from HRMS can be
viewed In Employee Master Edit.
• Employee Salary Card: User can check CAGR% of an employee of Consecutive year.
It display Compound Annual Growth Rate of an Employee in his salary for this user
need to select Variable and month from setting (On the basis of selection system
pick CTC (Yearly) value). CAGR% will be calculated by below formula.

CAGR%=((End Value/Start Value)^(1/(Total Year-1))-1)*100

Input above image value in Given Formula.

CAGR%=((54200/50000)^(1/(5-1))-1)*100

CAGR%=2.04

2. Employment

User can input information as per the Image below of all the employees. All the information
that have Asterisk (*) are mandatory. Give all the available information of the employee.

• Gender: User can select Male or Female. User can get the report generated on base
of Male or Female selection. Also respective calculation for Graph/Tax can be
generated on the base of this selection.
• Birth Date: User has to input the Date of Birth for employee. The respective
calculations which are depending on Date of Birth are calculated on the date input in
this field.
• Grade, Branch, Department, Designation, Division, Unit, Category
and Project: User can select the respective masters which are defined in Master
Fields and assign the same for respective employee. Grade, Branch and Department
are mandatory masters.
• Payment Mode: User can select Payment Mode as Cheque, Bank, Cash and DD.
• Joining Date.: User has to input the Date of Joining for employee. The respective
calculations which are depending on Date of Joining are calculated on the date input
in this field.
• Confirmation Date.: User can input the Date of Confirmation for employee. The
respective calculations which are depending on Date of Confirmation can be
calculated on the date input in this field.
 • Last Increment given on: User can input the Last Increment Date in this field. The
respective calculations which are depending on Last Increment Date can be
calculated on the date input in this field. If the Increment module is used for
managing the Increment the last increment date gets automatically updated at the
time of every increment.
• Process Start Date: Process Start date field is provided in Employee Master for
salary processing after this date. For Client Other than
SaasClient/SaasClientOnPremise:Process Start date field is read only field (Cannot be
edited).Employee Process start date will be similar as Employee Join Date. For
SaasClient/SaasClientOnPremise:User can add any process start Date inbetween join
date to last working date.Employee Master Import also contains process start date
field. After processing salary Process start date field will be locked in employee
master and it cannot be changed.
• Employee Status: User can select the Employee Status as Active, Transferred,
Resigned, Retired, VRS, Expired etc. User can also update the Employee Status from
option “Attrition”. This will help in getting the Employee list as per the Status.

Note: In case of change in Grade / Branch user can do the changes from HRIS -> Employee ->
Transfers

Freeze Employee

If for any reason Employees salary needs to be hold after it is processed user can do the
same from option Freeze Account.

• Freeze Account: For freezing the account user has to select option “Freeze Account”
in Employee Master Module.
• Freeze Date: User can also input the date for identifying since when the Account is
Freezed.
• Freeze Reason: User can also input reason for freezing in this field.

Once the Account for any Employee is Freezed, user can take the Payslip, Bank Statement,
Bank Text File, etc for “Freezed Accounts”, “UnFreezed Accounts” and “All Employees” by
selecting the particular selection during generating the same.

3. Contact

User can input information as per the Image below of all the employees. User can enter
Local Address and telephone no., marital status, no. of children (useful for Taxable Purpose)
and other Contact information of the employees. There is a provision of entry of Email id, if
user has entered Email id the same can be used for sending Payslips and Tax Projection by
email directly from the software.
 • Local Address: User can input Local Address for Employee.
• Permanent Address: User can input Permanent Address for Employee.
• Mobile/Residential Phone/Personal Phone : User can input Mobile/Residential
Phone/Personal Phone for Employee.
• Email id: User can input email id for employee. If the Payslip and Tax Projection are
to be sent by email to the employee then it is sent to the email id input in this field.
• CC Email: This CC Email ID will be used to send CC of Email from Letter Writing
Module.Multiple Email ID's can be entered.
• Marital Status: User can input the Marital Status for Employee i.e. Unmarried,
Married, Widow etc. Marital Status is required for generating forms such as “PF
Form”etc.
• Children: User can input the number of children for the employees. This is
considered in exemption calculation for children education in Tax Projection.
• Children in Hostel: User can input the number of Children in hostel for the
employees which can not be more than Children. This is considered in exemption
calculation for children education in Tax Projection.
• Father/Husband Name: User can input the Father / Husband name for Employee.
Father / Husband Name is required for generating forms such as “PF Form”etc.

4. Statutory

User can input information as per the Image below of all the employees.
User can set the flag for eligibility of deduction for P.T., P.F. and E.S.I.C. The flag set as ‘No’
will not calculate any amt. for those employees irrespective of column defined in that grade.
Bank Name and A/c no is required for employees where salary is directly credited to their
Bank A/c. P.T. No., P.F. No., and PAN No. etc if so has to Define.

5. Custom Field

User can assign the activity defined in Custom Field Master to particular employee who is
eligible and view the same from this option. Also if the Activity is completed it has to be
marked Yes in Column “Completed”.

This Process can be done for Multiple Employees together from View Custom Field Details
option in Custom Field Master Module.
6. Group Detail

User can Select the group in which employee fall which is created by Additional Group
Master.

7. Personal

In this user can manage data like Place of Birth, Nationality, Religion, Caste, Nominee, Height,
Weight, Blood Group, Identification Mark, etc

8. Qualification

User can enter the details of Employee Qualification. Details like Employees Degree,
University, College, Year, etc. can be inputted through this option. User has to click on ‘Add’
Button. A window expands giving you the option to add the details of Employees Degree,
University, Institute, Year, Specification and Grade. User can also enter multiple
qualifications of an employee.

Note :

While importing employee qualification if Degree and University not exists in database then
it get added.

9. Family

In this user can manage Details related to Employees family members.

10. Nominee

User can enter the details of the nominee for P. F. through this Option. Click on Add Button
and enter the Nominee Name, Relation, Nomination Date, Birth Date, Entry Type, P. F.
Percentage, Address, Guardian Name and Guardian Address and ‘Save’ it.

11. Visa

In this user can manage Visa related Details of Employee and their Family Members.
12. Passport

In this user can manage Details related to Passport, its Issue Date, Expiry Date and
Nationality of Employee.

13. Driving License

In this user can manage Driving License related Details of Employee and their Family
Members.

14. Bank

In this Details related to various Bank Accounts can be managed.

15. Language

In this user can manage Details of Language known by employee its Fluency and
Competency.

16. Skill

In this user can manage Details of Skill of the employee its Competency and Experience in
Particular Skill.

17. Policies

In this user can manage Details related to Various Policies available with the Employee. If
user wants to maintain the LIC Policy for the employees through Employee’s Personal Details,
then he can enter the column as deduction and Attach it as ‘LIC Premium’, this will deduct
his premium amount mentioned in ‘Employee’ Master Policy Detail’ and will also project the
same at the time of Tax Projection.

18. Sureties
In this user can manage Details related to Various Sureties given for any other employee.
This is help while giving some loan.

19. Liabilities

In this user can manage the details of external financial liabilities like direct or indirect loan,
EMI etc.

20. Others

In this user can manage Details about Social Responsibilities in which the Employee is
involved and Relatives of the Employees in Organization.

21. HRMS

In this user can manage HRMS web password of selected employee ,his/her Role in HRMS i.e
Employee, HR, Admin etc. and Web Flag as Yes/No/Terminated.

22. Vaccination Details

In this user can manage Employee's Vaccination details with Vaccination Type, Dose 1 Date,
Dose 2 Date and its Certificates.

23. Letter Checklist

All Templates related to Employee's company will be dipsplayed here and mail sent log will
be displayed.Tick symbol will represent that mail is sent (irrespective of mail sent was
success or failure) .Waiting symbol represents mail not sent.

24. Add/Delete/Utilities Master

24.1 Add

For adding Single Entry User can add through Employee Master Create button.

HRIS -> Employee -> Employee Master -> Create Button -> Enter Employee Name -> Fill the
Required Fields -> Save

24.2 Delete

User can delete multiple Employee in single click on selection.

HRIS -> CC -> Employee Master -> Delete Button

24.3 Utilities

Import : For adding Multiple Entry User can add through Employee Master Import provided
in Utilities.

• Prepare file for data as mentioned in the sample file, save the excel file in .csv or .txt
format.
• HRIS -> Employee -> Employee Master -> Utilities Button -> Import

• User can Import Employee Master or can Update existing data by selecting option
“Update”.

• From Module Drop-Down user can select multiple options of Employee master
which can be imported.

• Select file to import as prepared .csv/.txt -> Start Uploading from line no. 2 -> Next
button
 • Map respective fields -> Click on Import Button.

Note :

• If Column is not Map will be shown in Red Color and Mapping will be done by drag
and drop feature.
• If masters not exist while importing employee then it will get auto created on
Importing Employee Master, Master which will be auto created on import are Grade,
Department, Designation, Division, Unit, Project, Category and Bank.

Update Employee Code : For Updating existing employee code user can import file by
providing old Code and new Code of employee through Update Employee Code Import
provided in Utilities.

• HRIS -> Employee -> Employee Master -> Utilities Button -> Update Employee Code
• Here user will find Employee Master Import page where Update option will be auto
selected and user will not be allow to uncheck the same.
• Prepare file for data as mentioned in the sample file, save the excel file in .csv or .txt
format.
Update Ticket No : For Updating existing Ticket No user can import file by providing old
Ticket No and new Ticket No of employee through Update Ticket No Import provided in
Utilities.

• HRIS -> Employee -> Employee Master -> Utilities Button -> Update Ticket No
• Here user will find Employee Master Import page where Update option will be auto
selected and user will not be allow to uncheck the same.
• Prepare file for data as mentioned in the sample file, save the excel file in .csv or .txt
format.

Update Employee Name : For Updating existing Employee Name user can import file by
providing Employee Code and New Employee Name of employee through Update Employee
Name Import provided in Utilities.
 • HRIS -> Employee -> Employee Master -> Utilities Button -> Update Employee Name
• Here user will find Employee Master Import page where Update option will be auto
selected and user will not be allow to uncheck the same.
• Prepare file for data as mentioned in the sample file, save the excel file in .csv or .txt
format.

Delete Emp Detail : For Deleting Employee Detail of multiple employee Utility provided.

• HRIS -> Employee -> Employee Master -> Utilities Button -> Delete Emp Detail
• Here user will find Module Name i.e. Personal, Qualification, Skill etc to delete data
as per selection criteria.

Upload Multiple Photo : User can upload Zip File of size 5 MB containing Employee photos
in .jpeg, .jpg , .png Formats. Photo name can be mapped to employee from Import->
Employee Master (update) using field Photo FileName.
Update Employee Name As Format : This utility can run to update Full name of
Employee in Employee Master based on First Name, Middle and Last Name of an
employee. Employee Full name will be updated as per setup opted in Master Setting
"Modify Existing Employee Name as per format i.e "First name_Middle Name_Last
Name" and Last name_First Name_Middle Name.

Import Selected Candidate Reocrds : This utility can run to import selected
candidate from HRMS. .
 Transfer Detail
Through this module, user can give Promotion and Transfer to one or all the Employee, From
one Grade to another, one Branch to another, one Department to another, one Division to
another and one Designation to another.

Working with this Module :

1. User has to go to HRIS -> Employee -> Transfer.

2. Click on Add button, filter selection screen get open.

3. Before click on Ok button select the criteria and data will be shown as per selection.

4. Select the Name of employee (The employee code and Previous Grade / Branch /
Department / Division / Designation is displayed automatically).

5. User then has to select the New Grade / Branch / Department / Division / Designation and
input the Promotion Date and click on ‘Save’ button.
Import : For adding Multiple Entry User can add through Transfer Import button, as shown
in below Figure. Same import screen for transfer provided for all master.

Note:

In reimbursement master and loan master new Grade has to be added after Transfer. The
Leave pattern of both the Grades (i.e. Previous Grade and Transferred Grade) should be the
same or else Leave will not be maintained.
 Attrition Detail
User can manage Resignation Offer Date, Resigned Date and Left Date from this module.

HRIS -> Employee -> Attrition

Working with this Module :

a) Select the Employee from the Selection Bar.

b) Once the Employee is selected it will display the existing details currently associated with
the selected Employee. The detail consists of Grade, Branch, Department, Designation, Unit,
Category, Project, Birth Date, Employee Code, Joining Date and Confirmation Date.

c) User can update the Employee Status, Resignation Offer Date, Resignation Date, Left Date
and Reason of Leaving.

User has to select the Name of the employee and input the respective dates and status for
the employee. date of Left / Retired / Terminated and click on ‘Save’. Pay slip of any
employee will not be generated after the date of Leaving.

User has to enter only the Resignation Date in case, if the employee has left the company
and not yet settled.

For employee’s left and settled user has to enter ‘Resignation Date’ and ‘Left Date’ as same.
 • Resignation Offer Date: User can input this date as the date on which the Employee
submits Resignation Letter.
• Resignation Date (Last Working Date): User can input this as Last Working Day in
Organization. (The number of days in the month of leaving will be considered upto
this date)
• Left Date (F & F Date): This is Last day on Payroll-NX. (After this date the next month
onwards the Employee will not be available in list of Payroll Process). This will be Full
& Final Settlement Date.

Note :

If "Notice Period" provided in Grade of selected employee then when user input Resign
Offer Date system will automatically fetch Resign Date as per Notice Period.

User can also upload Resignation Date and Left Date from Employee Master Module for
single employee or multiple employees together.
 Employee Report Writer Detail
User can define and generate reports for Master Details from this module. This is a very
important Tool and can help in generating of any number of master related reports as per
the users requirement. The defined report can be saved and can be used any time whenever
required.

It consists of Filter, Fields, Title and Preview options.

1. Filter

In this module user can select the necessary grouping required for generating report. e.g.
Comapny wise, Grade wise, Branch wise, Department wise, Division wise, Unit wise,
Category wise, Project wise or for any single employee selection. User can also select the
grouping for All, Current or Left employees.

User can view report in Full Screen by option provided in Right Hand corner of screen, as
shown in above figure.

User can Add and Save created Template for further use. As per requirement user can Select
saved Template in Future.

If their is any template in Database then while user open screen find Pop-up “Select Report
Template”. User can select or Close screen as per requirement.
User can Create New, Select or Delete Template through option provided in below figure.

Last Modified Date and Time will also being shown to user.

2. Fields

Fields tab consist of Master and Other Fields which is present in Add Field option. User can
Add “N” Number of field from there.
· Master Fields : Fields related to Employee Master Details such as Ticket Number,
Employee Code, Employee Name, Date of Birth, Date of Joined, etc can be selected from this
option.

· Other Fields : Selection for Employee Detail related to Passport, Family, Bank, Policies,
Sureties, Liabilities, Social Responsibilities and Relative in Organization, Qualification Details,
Previous Job Experience, Previous Job Salary, Salary Structure details, Salary Structure
History, Salary Structure Log and Custom Field Details etc can be done. At a time user can
only select any one type of Detail tab data.

For E.g. If user has selected family Detail fields then will not be allowed to select any other
Employee Detail from Other tab.
· Custom Filter Condition : User can also provide specific filtration / condition for specific
requirements of reports. It is Additional Filter provided. User can provide data in operator,
Field name, value etc and click on add button which will display Filter condition by this
report data will be shown as per filter provided.

· Working with Custom Filter :

1. · Select Join which will be Add/OR.

2. Field Name need to be selected by which filtration need to be done or can select
Actual Field Name system will pick other name automatically.
 3. Select the Operator which will fulfill user requirement. (Operator may vary as per
Field Selected) For Text Field operator will be Equals, Not Equals, Contain and not
Contain where as for Logical/Numeric/Date field operator will be Equal to, Not Equal
to, Greater than, Less than, Greater than Equal to and Less than Equal to.
4. Provide the value on which output will depend.

For E.g. User want to check data of employee whose Service Month is more then 10 month
and Employee Status is other then Active.

Then Filter Condition will be :

AND empinfo.no_years > 10 AND empinfo.EmpStatus != 'Active'

User can Add condition and Preview data.

3. Title

User can define the title required in the report. Various different settings for the report can
be managed from this option such as setting the Font Size, Freeze Column and Print Serial
number.

4. Preview

After Selecting above setup or after Add field user can view report form Preview tab.

User can export data in CSV, Excel and PDF through Export button.
 Leave Reports Detail
Leave Report display true picture of employee Leave record, all the data i.e. Opening
Balance, Used, Carry Forward etc will be displayed separately.

We have Two type of Report which display data in different Format as per requirement
(Both report have same data but format is different).

1. Leave Balance Summary Report

2. Leave Balance detail Report

For both the report selection criteria provided which help user to have data of employee as
per its requirement

Selection criteria Provided as :

1. As per Master
2. As per Year Pattern
3. As per Month selection
4. Employee Wise
5. Status Wise i.e All, Current and Left
6. Leave Type wise
 7. Do not Repeat Employee Name option help if user wish to see data By grouping
employee name (As by default if one user have Multiple leave data than Employee
Name get Repeated).
8. Show Non Zero Records option helps to get report with non zero records. if it is
unchecked then it will display records for Leave types whose opening and closing
balance are 0.

Leave Balance Summary Report

It will Display Opening Balance, Monthly Increment, Total Balance, Used, Encashment,
Closing Balance of Employee for each leave Separately Per Year.

Leave Balance Detail Report

It will Display Opening Balance, Monthly Increment, Total Balance, Used, Encashment,
Closing Balance of Employee for each leave Separately Per Month.
 Manage Account Detail
Loan Management is also one of the important functionality of the Payroll-NX, user needs to
define loans given by the company to the employees or even those loans, which are given by
some other Bank / Financial Institutions and are to be deducted from the pay slip of the
employee and forwarded to those Financial Institutions. Even the interest if any, charged on
that particular loan has to be entered in this module.

User can define the Loan taken in Manage Account and Loan Transaction entry. In Manage
Account Loan Details Settings are set and in Loan Transaction entry Given Loan Amount is
defined.

Procedure :

1. Loan -> Manage Account -> Click on Create -> Select Loan Given Date, Employee Name,
Distributed by, Loan Name, Loan Type, Interest Rate or Interest Amount, SBI Rate -> Enter
Sanctioned Amount, Installment amount -> Click on Save.
2. Click on Loan Transaction Entry -> Select Loan Name -> Click View -> Click Add -> Enter
Date, Amount, Select Type as Given Loan -> Save.

3. Tax Free Loan : If option opted then system will consider loan as Tax Free. For E.g. user
have housing loan then system auto update Principle and Interest amount in Tax
Consideration but if option opted then no entry get updated automatically even
Concessional loan will not be calculated.

Note :

User can change Installment amount from Manage Account. If once the installment amount
is changed, further installments will be deducted according to updated installment amount.

Import : For adding Multiple Entry we can add through Import button.
 Loan Adjustment Detail
To suppress / add / modify any of the Installments of specific Loan in
specific month.

Working with this Module:

1. Go to Loan -> Adjustment.

2. User has to select the month and year and Click on 'Load Employee'.
3. By default date will be Last date of the selected month, Select the
Date, Employee Name and Loan Number. Note that the system will
only allow user to enter date of same month for which the Loan
Adjustment has to be done.
4. Enter the access or fewer amounts in 'Amount' Column and Interest
Amt if any in 'Interest' Column for adjustment and 'Save' it.
(Narration is mandatory before saving)
5. This adjustment will affect at the time of processing Payslip for that
month only.
Suppose, if the same employee requests no to deduct this installment for
any specific month then in 'Amount' Column the amount of his installment
of Rs.1000 is to be entered in Negative i.e., -1000.

To deduct extra amount from loan :

Loan -> Adjustment Entry -> Select for which month you want to do
Adjustment -> Load Employee -> Select Employee and Loan Number
Select date -> Enter the installment amount in Positive -> Save.

For avoiding loan installment for current month:

Loan -> Adjustment Entry -> Select for which month you want to do
Adjustment -> Load Employee -> Select Employee and Loan Number
Select date -> Enter the installment amount in negative -> Save.

Note:

Loan Adjustment data will only be shown if Employee record display in

Loan Processing screen for that Employee in that selected Month.

Import : For adding Multiple Entry we can add through Import button.
 Loan Processing Detail
This Screen play a major role in loan module as after performing every action user need to
Save and Lock the data from Loan Processing which allow record to move to salary
processing.

Firstly user need to Load Employee data for particular month for which user want to Save
and Lock for that month for particular Employee.

For E.g. If Employee have loan for Apr-2018 and need to process salary then first have to
lock loan Processing record of Apr-2018 than only software allow user to process salary.

User have additional feature where while Locking loan Record user can suppress / add /
modify any of the Installments or Interest of specific Loan in specific month at the time of
locking, no need to Move to Loan Adjustment screen.

Working with this Module:

1. Add Record in Manage Account and provide Given Loan in Loan Transaction entry.
2. Go to Loan -> Loan Processing.
3. User has to select the month and year and Click on 'Load Employee'.(Data will only
be shown in month from which loan get started, User will not find particular
employee data in other month)
4. Select Employee record and Click on “Adjust” plus sign if their is any adjustment to
be done.
5. If user want to do adjustment Enter the access or fewer amounts in 'Amount'
Column and Interest Amt if any in 'Interest' Column for adjustment. (Narration is
mandatory before saving)
 6. By default date will be Last date of the selected month, at the time of any
adjustment done from Loan Processing screen.
7. Now Save or Directly Save & Lock the record of particular employee.
8. After performing above steps user is allowed to Process selected month for which
loan record is locked.

Note :

1. Unlock : If user wish to unlock loan process record then it can be done using unlock
button.

It will unlock loan processing data for the month salary is not processed so that further
adjustment can be done. If payslip is generated and adjusment to be done then delete
Payslip with option “Delete AtPaytime / Attendance Data”.

2. Lock record will be shown in Red color.

 Step To Process Payroll
1.Adding Month
2.Import
3.Batch Creation
4.Generate Salary Slip
5.Sub Process

Run Process Detail

Run Process i.e. Running the Salary Process, After all the masters and related information is
keyed in the software, the user shall start processing of the Monthly Payslips of the
Employees.Here Available for process and Already Processed Columns are displayed.a)
Available for process:Employee count will display which are pending for salary processing as
per process start date and Salary Processing cycle. For SaasClient/SaasClientOnPremise
tooltip is provided as 'as per process start date' for this field.Already Processed: salary
processed or past salary data imported after process start date of employee.

Payroll -> Salary Process -> Run Process

Through this screen user have to first add the month for which processing is to be done by
clicking over “Create” Button.

Adding Month :

• As and when user select Month and Year system will auto fetch Total Days, Weekly
Off and First date and last date of month in From and To date.
• If User add Month by Selecting “Open for Attendance only” option than will only
allow user to Create batch till Attendance data (Salary Days).
• If User add Month by Selecting “Open for Salary Process” option than will allow user
to Create batch and Generate Payslip.
• If User add Month by Selecting “Open for Salary Process” option than while saving
previous month will auto Lock.
• If Month is locked user is not allow to Create Batch.
Note:

For processing the salary if in-between period is considered user can enter the Total Days,
Weekly Off and Process Date, From Date and To Date of their choice.

For e.g. For a month of April 2018, the organization has decided to consider the attendance
from 26th March 2018 to 25th April 2018 and process date is considered as 26th April 2018
the same can be selected in respective fields.

Also, if user inputs attendance from “Monthly Summary Generation” from HRMS, the
summary for attendance generated will generate the attendance summary for this in-
between dates only.

Deleting Month :

User can Delete Month in single click by selecting all month by “Select all” and click on
“Delete” Button.

Note :

Month can only be delete if no reference exist, Even if any batch created having In Progress
status in that month than month can not be deleted.

Import :

• Import Past Salary : User can Import Past Month Salary through button provided
“Import Past Salary Data”. It is used if Company has Past Record and Need to update
data in Software than have to import salary through this option.
• Salary Data History : User can Import Salary Data History through button provided
“Import Salary Data History”. It is used if Company has Past Record and history need
to be maintain for further use than have to import salary history through this option.
 • Import Error Log : If Past Salary or Salary data History Import is done with 'Continue
Import if error Occurs' option checked then Error log will be saved Here.

Note : If user want to Import Past salary data/Salary Data History than adding past Month is
required.
How to Create a Batch :

1.First user has to define the month for which user want to process the payslip.

2.Now click on Process button provided in column “View/Run” of particular Month.

3. New screen appear having Create and Back to List button. (Create Button only appear
when month is unlock)

4.Click over “Create” Button, Add Batch screen open where user will find Auto created Batch
Number by Default. (Software itself create Random and Unique Batch Number with certain
combination)
5.User can provide “Remark” which help to identify batch or to know purpose of creating
batch.

Note :

During the Salary Process, with every process run for fresh selected employees a batch
number is assigned so that we can identify the group of employees processed together. User
can also select the date and add a Remark for each batch processed.

6.Create Batch as per Selection Criteria provided in Filter.

7.Upload File option given to create batch in salary processing with selected employees.

Some of the additional selection in filter are:

• Include Unsettled Employee: If user wants to process salary for all employees
including the resigned / left employees, this option needs to be selected before
clicking on Next Button.
• Do not include Unsettled Employee: If user wants to process salary for all
employees excluding the resigned / left employees, this option needs to be selected
before clicking on Next Button.
• Only Show Unsettled Employee: If user wants to process salary only for resigned /
left employees, this option needs to be selected before clicking on Next Button.

8.After providing data in Filter now Click on Next Button.

9.User will find “Create” screen where list of employee will be shown as per Filter Criteria
provided having data of Salary Structure, Leave and Reimbursement.
 +

9.Salary Structure, Leave and Reimbursement consist of 3 status

• Defined : It indicate that respective Column data is already been defined.

• Not Defined : It indicate that respective Column data is not define yet and need to
define before clicking over finish button.
• Not Applicable : This status can only be shown in Reimbursement Column, it
indicate that reimbursement is not Applicable for particular employee.
Note :

When Grade wise Reimbursement not define for any Grade than that Grade Employee will
not be Applicable for Reimbursement.

10.Now user can select the Employee and Click on Finish Button to Create batch of selected
Employee as per requirement.

Show employees :

This option help user to distinguish the employee having different Status in Salary Structure,
Leave and Reimbursement Column and help to Define them directly with this option.

• All : This will show all the employee as per Selection Criteria, it is shown by Default.
• Leave Not Defined : After selecting this option only those employee list will be
shown whose Leave column having data “Not Defined” and user can define by
selecting the employee and click on “Define” button.
• Reimbursement Not Defined : After selecting this option only those employee list
will be shown whose Reimbursement column having data “Not Defined” and user
can define by selecting the employee and click on “Define” button.
• Salary Structure Not Defined : After selecting this option only those employee list
will be shown whose Salary Structure column having data “Not Defined” and user
can define by selecting the employee and click on “Define” button.
• Ready for Process : When user Select this option than system will only show
Employee Having Defined status in all three column.

Note :

Define button is provided as shortcut to the user, so as to define data for particular year
directly. No need to move to the Screen to update data for processing. (Leave utility,
Reimbursement Utility or Salary Structure)
How to Generate Salary slip :

After Performing above steps till Batch creation “Finish” Button, user will find Batch number
and Remark with Edit and Delete option in screen shown Below. Click over it then will Find 4
steps which need to be followed.

In Details user can find number of Employee in Batch and number of Master i.e. Grade,
Branch and Department involved, user can find their name in tooltip.

Step 1 : Pay Time Basket

Click over the link provided which will open Pay time Basket entry screen, where user will
find Value if provided previously in Pay time Basket entry screen for particular month or can
define now. Data can also be imported through Import button as per template define. (Same
as Pay time Basket screen in Payroll -> Salary Process -> Paytime Basket)

Step 2 : Salary Days

Click over the link provided which will open At Pay Days entry screen, where user can
provide leave data or can Import through Import button as per template define. Here user
will find extra option in Save button i.e. Save & Lock or Lock by this.
User can Input and save the data and can process it afterward or need to perform Save &
Lock action which will lock the data of At Pay time Basket Entry and At Pay Days Entry screen,
user will not be allow to make further changes and Next step i.e. Step 3 will get opened.

If user has done setup for any of the sub Process than user will find Fetch & Validate button
in Step 2 for leave as well as Amount column but amount related reflection will be seen in
Pay time Basket Entry. If Error Prompt while performing sub process than Log get Generated
which can be shown through “View Log” button.

Note :

1. User can Unlock the data by “Salary Days View” screen.

2. Various Colors are applied to verify data.

PINK : This color indicates lock record.

ORANGE : This color indicates employee's salary going negative.

3. If user has made any changes in any Grade salary head and employee of that Grade is
their in batch than log will display warning and will not allow to process batch and validate
same in Salary Days screen.

4. If any employee in batch havs Loan Data and Loan is not locked for processing than
system will validate user.

Step 3 : Generate Payslip

Click on Generate Payslip option which will Generate the payslip as per data provided, Now
Save payslip option will get activate.
Note :

After Generate Payslip user will find option “Revoke” which help to Revoke the previous
action done i.e. Generate and Unlock the Pay time and Pay days Entry screen.

Step 4 : Save Payslip

Click on Save Payslip after that system will save the Generated Payslip and will be visible in
Monthly/Yearly Payslip.
Note :

Through Edit button user can edit the created batch i.e. Can add or remove the employee
selected and by delete option create batch can be deleted. Once user open Salary days
screen than system will not allow user to Edit or Delete the Batch.

List of Sub Process provided in Salary Days (At Pay days Screen) as per Selection done in
Process Setting are:

Sub Process can be ignored as it is not mandatory process to be done. User can avoid by not
selecting option “Define Sub Processes for Salary Process” in Configuration -> Process
Setting

If user wish to perform any of the Sub Process than need to select it before creating batch.
For further detail refer help file of Process Setting.

Execution of Sub Processes will be done in Salary Days (At Pay days Screen) for leave as well
as Amount column but amount related reflection will be seen in Pay time Basket Entry.

Upload Attendance From Text File: If user is using any Swap card system, user will have to
generate the monthly summary text file of attendance from the swap card machine. User
can also create the Monthly Attendance Summary file manually as per the Format (As per
sample File Provided). For uploading the generated attendance text file user needs to Click
on “Attendance File” Button -> Upload the file -> Click on Fetch & Validate button.

Upload Attendance from Summary: User can upload monthly attendance summary
(Generated in HRMS) from his option

If user is using our attendance module in HRMS then first generate summary and then just
select the option 'Upload Attendance from Summary' in sub process -> Upload the file ->
Click on Fetch & Validate button.

It will automatically take the present days and all leave data.

Calculate Paid Holidays and Weekly Off (Combined): It will calculate Weekly Off defined in
the Weekly Off Multi Entry and Paid Holidays defined in Holiday Master in HRMS. This option
is helpful to calculate actual weekly off and paid holiday, which vary from employee to
employee in a particular month. (This will sum up the Weekly off and Paid Holiday and
replace the days in Weekly off Column).

Calculate Paid Holidays and Weekly Off (Separate): It will calculate Weekly Off defined in
the Weekly Off Multi Entry and Paid Holiday defined in Holiday Master in HRMS. This option
is helpful to calculate actual weekly off and paid holiday, which vary from employee to
employee in a particular month. (This will replace the days in Weekly off and as well as Paid
Holiday).

Upload Bonus: This will upload the Bonus generated for the employee through Bonus
Generation. Before selecting this option to upload Bonus and clicking on 'Fetch & Validate'
button, user need to provide any head in "Define column codes for Upload Expense"
provided in Process Setting, here user has to enter the Column code of Bonus, which he has
already defined in the Salary Head.
Upload Expense From Expense Entry : This will upload the Expense generated for the
employee through Expense Entry in HRMS. After selecting this option to upload Expense in
Process Setting, click on 'Fetch & Validate' button in Salary Days screen (Run Process).
Column Code already define in Process Setting “Define column codes for Upload Expense”
option, here user has to enter the Column code of Expense, which he has already defined in
the Salary Head.

Upload Bal. Reimbursements - Monthly : If user is managing Reimbursement eligibility

Monthly based, in this case user can input the Reimbursement Bills from Daily
Reimbursement Voucher Entry option provided in HRMS and using this option the eligibility
will be checked automatically and respective applicable amount will be transferred to
Payslip Processing in Respective Head.

Upload Bal. Reimbursements - Yearly : If user is managing Reimbursement eligibility Yearly

based, in this case user can use this option instead of to input the Reimbursement Bills from
Daily Reimbursement Voucher Entry option provided in HRMS and using this option the
respective applicable balance amount will be transferred to Payslip Processing in Respective
Head.

Transfer Excess Used Leave to Absent : If user wants to transfer the Excess Privilege Leave,
Casual Leave, Sick Leave and Other leaves to absent than Select the option 'Transfer Excess
Used Leave to Absent' from the Sub process provided in Process Setting before Creating
Batch and click on 'Fetch & Validate' button, System will auto perform option for all the
employee selected in particular batch.

Transfer Excess Absent to Leave Types : If user wants to transfer the Excess Absent to
Privilege Leave, Casual Leave, Sick Leave and Other leaves than Select the option 'Transfer
Excess Absent to Leave Type' from the Sub process provided in Process Setting before
Creating Batch and click on 'Fetch & Validate' button, System will auto perform option for all
the employee selected in particular batch.

Leave Encashment Request : If user wants to update data of Leave Encashment entry done
in HRMS while processing after Month summary Generated from the Sub process provided
in Process Setting before Creating Batch and click on 'Fetch & Validate' button, System will
auto perform option for all the employee selected in particular batch.

Leave Adjustment Request : If user wants to update data of Leave Adjustment entry done in
HRMS while processing after Month summary Generated from the Sub process provided in
Process Setting before Creating Batch and click on 'Fetch & Validate' button, System will
auto perform option for all the employee selected in particular batch.

Note :

In Leave Setting provide the setup for Leave Order in which system will Transfer Absent to
Leave Type.
 Perk and Investment Entry Detail
This module is important for the Income Tax Projector.

In this module user can enter all type of declarations or actual made
entries related to Perks, Recoveries and Investment made by the
employee. From this module user can enter Perks, Investments of the
employees individually.

Working with this Module :

• Go to Income Tax -> Perks and Investments ->Entries ->

Investment Entries.
• User has to select the Year and Name of the Employee.
• Refresh Button provided to reload data of selected employee.
• Select the Investment type and click on 'Add Entry' button.
• The window expands giving the option to enter the 'Perks,
Recoveries and Investments' declare and made Amount by the
employee.
 • In this window user can input the Date, Investment Amt., and the
type as 'Investment Declared / Made'.
• All the Tax Related Declared and Made entries can be done from
this module.
• Even user can change and Add new Investment Type.
• For Few 'Perks, Recoveries and Investments' user will find its limit,
Detail description and use in Left side of the screen.

For E.g. Deduction 80D etc

• If user wish to save selected Investment Type need to click on Save

button after filling required detail.
• After saving system will re direct user to main screen and provided
Investment bifurcation with its Limit, Declared amount and made
amount.
 • User can hide and show detail section wise as per requirement,
when user hide detail than all the below entry of selected section
get hide and only Limit and Amount total will be shown.
• User can also Add or delete entry section wise with option provided
in particular section.

Utilities :

There are three utility provided, they are:

• Delete All Entries : When user select the option system will
remove all the employee made for selected employee in single click
on confirmation.
• Copy Declared amount to Made amount : When user select the
option system will Copy Declared amount in made amount for all
the entry of selected employee. (Only when Made amount is 0)
• Update Document Submitted to Yes : When user select the
option system will update Document Submit flag to yes for all the
entry of selected employee. (Only when Document is already
attached)

Import :

User can upload the Details for Perks, Recoveries & Investments ->
Import button.

There are various option which can be utilized for uploading such as
Investments & Perks Details - Others, Investments & Perks Details - Rent
Paid by Employee, Investments & Perks Details - For Accommodation and
Investments & Perks Details - For Vehicle etc. (Import working is same as
other module)

Utility :

User can copy Investment entries From Past Financial Year -> Utility ->
Copy Investment entries From Past Financial Year button. Single or
multiple investment entries can be copy for selected employee or all
employee from last Financial Year.
Description of some Perks, Recoveries and Investment Entries
with limit if any are as below:

1. Deduction U/S 80C

Limit : 150,000.00

Under section 80C, a deduction of up to the [Max limit] can be claimed

from your total income. In simple terms, you can reduce up to Rs [Max
limit] from your total taxable income through section 80C. This deduction
is allowed to an Individual.

If you have paid excess taxes, but have invested in LIC, PPF, incurred
towards tuition fees etc.

For E.g. Housing Loan Repayment

2. Deduction U/S 80CCC

Deduction for Premium Paid for Annuity Plan of LIC or Other Insurer

Limit : 150,000.00

This section provides a deduction to an individual for any amount paid or

deposited in any annuity plan of LIC or any other insurer. The plan must
be for receiving a pension from a fund referred to in Section 10(23AAB).
Pension received from the annuity or amount received upon surrender of
the annuity, including interest or bonus accrued on the annuity, is taxable
in the year of receipt.

3. Deduction U/S 80CCD(1B)

Deduction for self-contribution to NPS – section 80CCD (1B)

Limit : 50,000.00

A new section 80CCD (1B) has been introduced for an additional

deduction of up to Rs [Max limit] for the amount deposited by a taxpayer
to their NPS account. Contributions to Atal Pension Yojana are also eligible.

4. Deduction U/S 80CCG

Rajiv Gandhi Equity Saving Scheme 80CCG

Limit : 25,000.00

5. Deduction U/S 80D

Deduction for the premium paid for Medical Insurance

Limit : 25,000.00

Deduction under this section is available to an individual or a HUF. A

deduction of Rs. [Max limit] can be claimed for insurance of self, spouse
and dependent children.

An additional deduction for insurance of parents is available to the extent

of Rs 25,000 if they are less than 60 years of age or Rs 50,000 if parents
are more than 60 years old. In case, a taxpayers age and parents age is
60 years or above, the maximum deduction available under this section is
to the extent of Rs. 100,000.

Example: Ajay’s age is 65 and his father’s age is 90. In this case, the
maximum deduction Ajay can claim under section 80D is Rs. 100,000.

6. Deduction U/S 80DD

Deduction for Rehabilitation of Handicapped Dependent Relative

Limit : 75,000.00

This deduction is available to a individual

a. Expenditure incurred on medical treatment (including nursing), training

and rehabilitation of handicapped dependent relative

b. Payment or deposit to specified scheme for maintenance of dependent

handicapped relative.

i. Where disability is 40% or more but less than 80% – fixed deduction of
Rs 75,000.
ii. Where there is severe disability (disability is 80% or more) – fixed
deduction of Rs 1,25,000.

To claim this deduction a certificate of disability is required from

prescribed medical authority.

7. Deduction U/S 80DDB

Deduction for Medical Expenditure on Self or Dependent Relative

Limit : 40,000.00

A claim of Rs.[Max limit] or the amount actually paid, whichever is less is

available for a deduction. The expense should have been made on self or
dependent relative for medical treatment of specified disease or ailment.

8. Deduction U/S 80E

Deduction for Interest on Education Loan for Higher Studies

Limit : 99,999,999.00

A deduction is allowed to an individual for interest on loan taken for

pursuing higher education. This loan may have been taken for the
taxpayer, spouse or children or for a student for whom the taxpayer is a
legal guardian. The deduction is available for a maximum of 8 years
(beginning the year in which the interest starts getting repaid) or till the
entire interest is repaid, whichever is earlier. There is no restriction on the
amount that can be claimed.

9. Deduction U/S 80EE

Deductions on Home Loan Interest for First Time Home Owners

Limit : 50,000.00

This deduction is available in current FY if the loan has been taken in

previous FY. The deduction under this section is available only to an
individual who is a first time home-owner. The value of the property
purchased must be less than Rs 50 lakh and the home loan must be less
than Rs 35 lakh.

10. Deduction U/S 80GG

Deduction for House Rent Paid Where HRA is not Received

Limit : 60,000.00

a. This deduction is available for rent paid when HRA is not received. The
taxpayer, spouse or minor child should not own residential
accommodation at the place of employment
b. The taxpayer should not have self-occupied residential property in any
other place

c. The taxpayer must be living on rent and paying rent

d. The deduction is available to all individuals

11. Other Income Eligible for Deduction u/s 80L

Income from Interest

Limit : 0.00

12. Deduction U/s 80U

Deduction for Person suffering from Physical Disability

Limit : 75,000.00

A deduction of Rs. [Max limit] is available to a resident individual who

suffers from a physical disability (including blindness) or mental
retardation. In case of severe disability, deduction of Rs. 1,25,000 can be
claimed.

13. Loss from House Property

Limit : 200,000.00

A taxpayer can claim deduction under Section 24 of interest paid on home

loan for each of the houses separately. However, the overall loss from
house property that can be claimed for a year is restricted to Rs 2 lakhs

14. HRA Exemption

For this first HRA head must be defined in Salary Heads and in standard
Heads for HRA (i.e. “a2”). User can also define HRA in any allowance
column but then he has to do the necessary change head in standard
heads setup in HRA field. Input the entry of Rent Receipt from Perks,
Recoveries and Investment i.e. Rent paid by Employee.

• In the Perks Recoveries and Investment module, User has to Click

on Add Button after selecting investment type as “Rent paid by
Employee”
• Then input the Date of Rent Receipt (Date of Rent Receipt must be
within the Financial Year period selected)
• Select the “Staying In” as Metro Cities or Non-Metro Cities.
• Input “Proposed/Declared Amount” or “Actual/Made Amount”.

Proposed / Declared Amount: This is the Rent Receipt Declaration given

without the documents. i.e. Just Declaration.
Actual / Made Amount: This is the Rent Receipt Amount Submitted along
with Respective Bills.

• After all the necessary selection and entries as above, Save the
Record.

There are various methods given by calculation of HRA Exemption i.e

monthly or yearly.

If HRA Exemption needs to be Calculated Monthly Based.

1. From Configuration -> Income Tax setting -> HRA Exemption, user has
to select the option for HRA Exemption as Check Monthly Calculate
Monthly or Check Monthly Calculate Yearly as per the requirement.

2. User has to Input the Rent Receipt for each month separately. i.e. Each
Rent Receipt entry must have date of the particular month for which it is
entered.

If HRA Exemption needs to be Calculated Yearly Based.

1. From Configuration -> Income Tax setting -> HRA Exemption, user has
to select the option for HRA Exemption as Yearly.

2. User has to enter the Rent Receipt combined for the whole year.

3. After all the necessary selection and entries as above are done, Save
the Record.

15. Vehicle Perquisites

If the company is providing Vehicle (car) to an employee, for calculating

the perquisites the user has to do the following settings.

• In the Perks Recoveries and Investment module, User has to Click

on Add Button after selecting investment type as “Vehicle Provided
(First)”.
• Then input the Date (Date must be within the Financial Year period
selected)
• Input “Proposed / Declared Month” or “Actual / Made Month”.
• Select the necessary settings for calculation :

Expenses Done by: Employer or Employee

Provided For: Office Use or Private Use or Both.

With Driver: Yes or No

HP: Big Car or Small Car.

 • After all the necessary selection and entries as above are done,
Save the Record.
• Vehicle Provide (Second) and Vehicle Provided (Third) can also be
entered. User has to Input “Proposed / Declared Month” or “Actual /
Made Month”.

16. Accommodation Provided

If the company is providing Accommodation to an employee, for

calculating the perquisites the user has to do the following settings.

• In the Perks Recoveries and Investment module, User has to click

on Add Button after selecting investment type as “Accommodation”
or “Hotel Accommodation”.
• Input the Date (Date must be within the Financial Year Period
selected)
• Input “Proposed / Declared Month” or “Actual / Made Month”.
• Select the necessary settings for Calculation

Staying in: Metro Cities or Non Metro Cities or Semi Metro Cities

Cost of Furniture: Input Amount of Furniture paid by company.

Rent P.A.: Input Rent Per Annam paid by Employee for the
Accommodation provided by company.

Fair Rent P.A.: Input Rent Per Annam paid by Company for the
Accommodation provided.

Update Date : Update date button used to update arrear date of all
record in one go.

17. Deduction U/S 80TTA

Section 80TTA grants a deduction on savings account interest up to Rs

10000 per annum to an Individual and Hindu Undivided Family (HUF).
Under this Section, the deduction is allowed on interest earned from -
savings bank account, co-operative society saving the account etc. It is
applicable to Individual aged less than 60 years.

18. Deduction U/S 80EEA

For Tax Incentive for Affordable Housing Section 80EEA Limit is 150000.
The Deduction under this section is available only to individuals, tax
Payers can claim a total deduction of 150000 for interest on home loan.

19. Deduction U/S 80EEB

For Tax Incentive for Electric Vehicles Section 80EEB Limit is 150000. An
individual taxpayer may have an electric vehicle for personal use or for
business use. This deduction would facilitate individuals having an electric
vehicle for personal use to claim the interest paid on the vehicle loan.

20. Deduction U/S 80TTB

Section 80TTB is a provision whereby a taxpayer who is a resident senior

citizen, aged 60 years and above at any time during a Financial Year (FY),
can claim a specified amount as a deduction from his gross total income
for that FY.
 Report Writer Detailed Description
This Report Writer will help to define and generate detail Report for processed records. It
consists of Select, Fields, Sort & Group, Filter and Title options.

Report Writer -> Detailed

• Filter : In this module following selections can be done depending on users

requirement.

1. User has to select period for which the Report needs to be generated.
2. Then the necessary grouping required for generating of report E.g. Grade wise,
Branch wise, Department wise, Division wise, Unit wise, Category wise, Project wise
or for any single employee selection can be selected. If no masters are selected it
will generate report for all the employees.
3. Freezed / UnFreezed / All Employees.
4. Pay Mode i.e Bank, Cheque, DD and Cash.
5. Report as per Latest or Actual Master.
6. Status as per Left, current or All employee.
7. Report Amount Inclusive or Exclusive Report for Arrears and Supplementary.

Note:
 • Inclusive Amount with selection of Supplementary/Arrears will include the amount
of Supplementary/Arrears. In net salary paid.
• Exclusive Amount will show exclusively only Supplementary/Arrears. Batch filter
displayed for selection of Exclusive (Supplementary and arrears). Batch filter
provided in all Salary process reports and Bank statement.
• Make the default setting to show the pay slip, report writer with
supplementary/Arrears.

Configuration -> Report Setting -> Display checked on Pay Slips/Registers/Report Writer with
Supplementary/Arrears -> save.

• Template :

Template option on the top Right corner of the Detailed Report Writer has some more
settings Add, Save as, Select in which modify and delete template can be done.

Please Note that User has to first do the necessary selection for “Fields, Filter, Custom Filter
and Title” then save the settings from option “Template -> Save as”. This report can be
selected from “Template -> Select” option.

• Fields : Fields related to Employee Master Details such as Ticket Number, Employee
Code, Employee Name, Date of Birth, Date of Joined, etc and fields related to salary
details (Processed Records Only) such as Earned Basic, HRA, Total Earned, PF, PT,
Total Deduction, Net Paid, etc can be selected from this option through Add Fields
button.
Field Caption : In this field user can update the Name of the heads required in the Report for
the selected head.

Col. Total : User can choose this option for those selected salary heads where he requires
total of the particular head.

Row Total : User can choose this option to get total for those selected salary heads in one
record (row).

At Row : User can input the row number where he requires the head to be displayed or
printed.

Sort By : User can sort any of the Row data.

Group By : User can group data by any of the master of head.

Remove : User can remove any of the selected head from this option.
Text Fields : There are 15 Text Fields provided in Report Writer - Detailed. i.e. Text Field 1 to
Text Field 15.

Calculated Fields : There are 15 Calculated Fields provided in Report Writer - Detailed. i.e.
Calculated Field 1 to Calculated Field 15.

The main function of the detailed Report Writer is to provide details of Processed Records.
User can use these fields for getting the records calculated as per his requirement. This field
will allow defining necessary formula for calculation and as per the formula the result will be
calculated at run time without again processing the salary.

For E.g. we require total of heads “Basic and HRA”, user has to follow below procedure.

1. Select the necessary “Calculated Field” Column.

2. Select the Column Total of the Selected Column if the total is required.
3. Rename the Field Name for the particular column as per the requirement.
4. Right Click on any cell in the particular field's row, module for defining formula will
be evoked.
5. User has to Select Fields Name or Actual Name whichever is remembered by user
and
6. Click on Add Fields.
7. Select the Operators {+, -, /, *, (, or )} which needs to be used and click on Add
Operator.
8. Select another Fields Name or Actual Name whichever is remembered by user and
click on Add Fields.
9. Once the necessary formula is defined click on close.

• Custom Filter Condition : User can write the condition by which only those record
will be displayed as per the filter condition.

1. Join : User can select “AND” / “OR”.

2. Field Name : User can select field name for which the filter condition needs to be
written from the list given.
3. Actual Name : If user remembers actual name instead of field name he can search
the list and select Actual Name instead of Field Name for which the filter condition
needs to be written. Once the Actual Name is selected the respective “Field Name”
is displayed in the “Field Name” Column.
4. Operator : The operator such as Equals, Greater than, Less than (=, > , >=, <, <=, <>)
are available for selection. User can select the necessary operator required for
writing the filter condition.
5. Value : User can provide the Value required for the Filter condition from “Existing
Values” in “Value” field.
 6. Add : After all the above fields are selected user has to click on “Add” button. This
will display the condition selected in “Existing Filter Condition” window.
7. Clear : if user clicks on “Clear” button this will clear all the condition displayed in
“Existing Filter Condition” window.

Note:

User Can also select multiple selection for single report by using Join “AND” / “OR”.

• Title :

User can define the title required in the report. Various different settings for the report can
be managed from this option such as setting the Decimal Places, Number Separator, serial
number, etc.

1. Print Serial Number : By selecting this option user will find column as Serial Number
(First Column in preview) i.e. 1,2,3,4...
2. Print Decimal Places : By selecting this option user will find Decimal Places to be
printed in Preview in All amount fields i.e. 54378.12
3. Print Number Separator : By selecting this option user will find Decimal Places to be
printed in Preview in All amount fields i.e. 1,000
4. Do Not Print Selected Month - Year : By selecting this option user will not find the
“For Month” in Preview provided in Filter. (By Default For Month Selected in Filter
shown in Preview)
5. Print Selection (Select Criteria) : system will display Master selection in Preview, if
any.
 6. Print Run Date : System will print Run Date on Preview i.e. Date provided in “Date”
Field.
7. Reset Sr. No while grouping : By selecting this option system will Reset the Sr.
Number as per Group.
8. Date : Run Date need to be provided, by default today’s date is shown.
9. Calculate Fields Rounding : User find three option for Calculate Fields rounding i.e.
Round Off, Round Up and None.
10. Show Grand Total : User can choose this option for Grand total of all selected field.
11. Do Not Show Column If The All Values Is Equal To Zero : By selecting this option
system will not display columns which have column total Zero in selected fields.

• Preview :

After above selection when user move to Preview tab find Preview of data as shown below.

User can Copy,Export data in CSV and Excel through “Export” Button.