Login into Paybooks.

On the home page, click on "employees" on the left-hand side 

Click on "Add employee"


Enter the "Personal Details"

All mandatory fields are marked with an asterix '*"


Enter the following information:


Code(*): Employee code as per the Company records


PS: To auto-generate the code, pls follow the below steps

Go to Payroll Settings >> Configure Rules >> Setup rules 

Check the box" Generate Employee code automatically". 

Enter Code Format


Name(*): Enter the name as per Official Records.

Gender(*): Select the appropriate Gender from the drop-down. This has an impact on various calculations.

Date of Birth(*): Enter the correct Date of Birth as per the official records.

Email Address: Ensure the correct email address, as all mail communications from the system, will be sent to this mail id.

Photo: Upload your employee's photo. Please note that only image files are allowed

PAN: Permanent Account Number is required to file the Income Tax Returns.

Tax Status: Select if Resident/NRI/Expat. 

Enter other details like

Address

City

State Phone Number

Emergency Number

Aadhaar Number


Click "Next"


In the Official Details tab enter the following information:



Joining date (*): Enter the DOJ in the dd/mm/yyyy format.

Location(*): Select the appropriate Branch/Location. The location where your employee works will have an impact on various statutory contributions like Professional Tax, Labour Welfare fund... 

Job Type: Select the Job Type from the drop-down.

Enter the required data to facilitate payment to your employees:

  • Payment Mode
  • Bank Account Number
  • IFSC code


If the payment is via cash, the above details can be left blank.


Select the appropriate details from the drop-down for

  • Department
  • Designation
  • Level


If the required field is not available in the drop-down, you can create the same. Please refer to this link

How to create New Masters like Department, Designation etc.. ? : Help Center (freshdesk.com) 



Confirmation Date: Please enter the number of months 

Enable ESS: Enable this option if you wish to provide ESS access to the Employee.


Click "Next" 


 PF & ESI: Provident Fund (PF) and Employee State Insurance (ESI)


PF

If PF is applicable, then check the box.

Enter the 

  •  PF UAN (Universal Account number)
  • PF Enrolment Date
  • Select the Relationship from the drop-down.

 Please check the box if entitled to EPS.


ESI

Check the box if ESI is applicable.

Enter the ESI number.


Click "Next"


Leave Details


All the leave types created in the Leave Master will get displayed. 




Select only those which are applicable to an employee and enter the  "OPENING BALANCE" if any.

 System calculates the  "Accrued Leave" against each leave type based on the configuration.


Click "Next"


Other Info

 

The list of UDF created will be displayed in the employee profile. Refer help manual – User Defined Fields

Users can fill in the values in the created fields.


SALARY DETAILS

 

CTC (annual): Enter the amount of Annual CTC (Cost To Company) amount.

FBP: Enter the Flexi Benefit Plan amount, if FBP is applicable in the salary structure

Variable Pay: Enter the Variable Pay amount

Template: Select the appropriate template, if the template-wise salary structure is defined

Display CTC Based Components: Select this check box to filter out only CTC Based Component i.e., only Part Of CTC components. 

Calculate: Click on "Calculate". The Salary breakup automatically takes place for all formula-driven components.


Salary components that are not formula-based should be entered manually.


Difference Amount: If there is a difference between the CTC amount and the total salary break-up, the same would reflect here.

You need to make the necessary adjustments to ensure the differential amount is "Nil"

  

Note: Fields prefixed with Asterisk [ * ], are the mandatory fields that should be filled, else system will not allow users to save employee records.


Click "Finish" and your employee is added successfully.


Click here to import employees bulk-wise.


This user manual guides in creating employee records and also helps in understanding the fields and their impact.


To create new employee record go to Employees menu >> Master tab >> click on the drop down beside to Add employee option >> Import New Joinee 

 


Click on Download Template here option



On the Page

 Code(*): Enter the Employee Code/ID/Number.

        PS: To auto-generate the code, pls follow the below steps

        Go to Payroll Settings >> Configure Rules >> Setup rules 

        Check the box" Generate Employee code automatically". 

        Enter Code Format

Name (*): Enter the name as per Official Records. 

Gender (*): Select the appropriate Gender from the drop-down. This has an impact on various calculations. 

Date of Birth(*): Enter the correct Date of Birth as per the official records.

Email ID(*): Ensure the correct email address, as all mail communications from the system, will be sent to this mail id. 

Exclude from payroll: Enable this option if the employee needs to be excluded from Payroll. Excluding the employee means the employee will not appear in the headcount report. Eg: the Director is not part of the salary but is required to have a login to review the payroll info. This option has to be enabled if the employee is a reporting manager and excluded from Payroll. 

Is Reporting Manager: Check this box if the employee is a Reporting Manager.

Photo: Employee photos can be uploaded here and only image files are allowed

 

There are 5 tabs namely Personal Details, Official Details, User Defined fields, PF & ESI, Leave Details, Salary Details, and Doc Mgmt.

 

In the Personal Details tab:

Address(*), State(*), and Emergency No(*), are the mandatory fields here that should be updated

 Is Metro: Enter Yes or No. If an employee is working in a metro city i.e., Delhi, Kolkata, Mumbai & Chennai. Note: House Rent Allowance (HRA) will be calculated based on the configuration.

    Employees who are working in Metro cities  will get an exemption limit of 50% on HRA and  Employees who are working other than Metro cities will get an exemption limit of 40% on HRA

PAN: Permanent Account Number has to be updated, as this would fetch in 24Q report which is filed quarterly to IT department.

 Rest of the fields are self-explanatory to enter the details.

 

Official Details tab:

Joining date(*):  Enter the DOJ in the dd/mm/yyyy format. 

Confirmation Period(*): The number of months to be entered based on the configuration in the company profile (Refer help manual – Company profile – Setup rules to check on configuration).

Branch(*): Enter the appropriate Branch/Location, as this is dependent on various configurations and salary calculations.

Payment Mode(*), Bank a/c number(*), Bank Name, IFSC Code, and Bank to be paid from(*), are the fields related to the employee bank account. This should be updated in order to fetch Bank Statement Report.

Note: Bank A/c No, Bank Name, IFSC Code and Bank to be paid from, can be left blank, if Payment Mode is Cheque/Cash,


 I Reporting Manager, II Reporting Manager, and Mail Id: RM can be mapped in these fields. For more info refer  Assign Manager

Is a reporting manager: Select this option to mark the employee as Reporting Manager, who can approve/reject leaves/reimbursement.

Enable ESS: Enable this option to give employee self-service login to employees.

Increment Date, Resignation Date, and Last working Date: These fields would automatically be updated if Salary Revision and Resignation details are entered.

The rest of the fields are self-explanatory to enter the details.

Select the list of values from the drop-down list where it is applicable.

Note: The fields which have a list of values in the drop-down should have been created already, refer to help manual Master.

 

Note: Fields prefixed with an asterisk [*], are the mandatory fields that should be filled, else system would not allow users to save employee records.

 

In UDF tab:

The list of UDF created in Configure tab will get displayed in the employee profile. Refer help manual – User Defined Fields

Users can fill in the values in the created fields.

 

In PF & ESI tab: Provident Fund (PF) and Employee State Insurance (ESI)

If Employee has PF enter “Yes” if PF is applicable 

If  Employee has ESI enter “Yes” if ESI is applicable to the employee and enter ESI number

 

In the Leave Details tab:

All the leave types created in the Leave Master will get displayed. Select only those which are applicable to an employee and enter Opening Balance and the system would calculate the figures of Accrued Leave days against each leave type based on the configuration.

 

In the Salary Details tab:

 CTC (annual): Enter the amount of Annual CTC (Cost To Company).

 FBP: Enter the Flexi Benefit Plan amount, if FBP is applicable in the salary structure

 Variable Pay: Enter the Variable Pay amount

 Template: Select the appropriate template, if the template-wise salary structure is defined

 Display CTC Based Components: Select this check box to filter out only CTC Based Components i.e., only Part Of CTC components

 Calculate: Click on Calculate button after entering amounts in the salary components in the grid

 Difference Amount: Any difference in salary breakup comparing the CTC, would reflect in this field

 

In Document Management tab:

 

The list of documents configured in the master setup will get displayed in this tab. Add / View attachments by clicking against each document type. Refer to this link for more info on Document Management.


Click here to import employees bulk-wise.