To create new employee record go to Employees menu >> Master tab >> click on Add Employee button

 

In Create Employee page, users can see 6 sections. i.e., Personal Details, Official Details, PF And ESI, Leave Details, Other Info and Salary Details.


In Personal Details tab:


ü *Code: Enter the Employee Code/ID/Number, if the code has to be generated automatically, do the configurations under Payroll Settings >> Configure Rules à Setup rules tab à Select Generate Employee code automatically? And enter Code Format

ü *Name: Enter employee name, as it would reflect in all relevant reports

ü *Gender: Select appropriate Gender, as this has impact on various calculations.

ü *Date of Birth: Enter appropriate DOJ, as this has impact on various calculations.

ü Email Address: Enter correct email id, as all mail communications from system would go to this mail id.

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

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

ü Rest all fields in this page is self-explanatory to enter the details.


In Official Details tab:

ü *Joining date: Enter appropriate DOJ, as this has impact on various calculations.

ü *Location: Select appropriate Branch/Location, as this has the dependency on various configurations and salary calculations.

ü Confirmation Period: Either DATE/MONTH can be entered here, based on the configuration in company profile (Refer help manual – Company profile – Setup rules to check on configuration), month / date to be entered.

ü Payment Mode, *Bank a/c number, *Bank Name, IFSC Code and Bank to be paid from, are the fields related to employee bank account, here which 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,

ü Enable ESS: Enable this option to give Employee Self-Service login to employees.

ü Rest of the fields is self-explanatory to enter the details, select the list of values from the drop down list where it is applicable.

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

 

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

 

Ø Select Employee has PF as “Yes”, if PF is applicable to employee and input the related information.

Ø Similarly, select Employee has ESI as “Yes”, if ESI is applicable to employee and enter ESI number


In 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 system would calculate the figures of Accrued Leave days against each leave type based on the configuration.

  

In Other Info tab:

 

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

Users can fill the values in the created fields.


In Salary Details tab:

 

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

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

Ø Variable Pay: Enter Variable Pay amount

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

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

Ø Calculate: Click on Calculate button after entering amounts in the salary components in the grid, system calculates salary only if Salary Structure is formula driven, if it not formula driven, key in manual figures.

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

  

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


Click here to import employees bulk wise.




Steps in Paybooks 1.0


 

This user manual guides in creating employee records and also helps in understanding the fields and its impacts.

 

To create new employee record go to Employee menu >> Create/import Employee >> Create Employee

 

On the Page

ü *Code: Enter the Employee Code/ID/Number, if the code has to be generated automatically, do the configurations under Company profile à Setup rules tab Select Generate Employee code automatically? And enter Code Format

ü *Name: Enter employee name, as it would reflect in all relevant reports

ü *Gender: Select appropriate Gender, as this has impact on various calculations.

ü *Date of Birth: Enter appropriate DOJ, as this has impact on various calculations.

ü *Email ID: Enter correct email id, as all mail communications from system would go to this mail id.

ü Exclude from payroll: Enable this option if this employee needs to be excluded from Payroll. Even this employee will not appear in the headcount report. Ex: Director not part of salary but required to have a login to review the payroll info.

ü Is Reporting Manager: This option will appear only when the employee is checked to Exclude From Payroll. This option has to be enabled, if this employee is a reporting manager and excluded from Payroll.

ü 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 Personal Details tab:

ü *Address, *State and *Emergency No, are the mandatory fields here which should be updated

ü Is Metro: Select if an employee is working in metro city i.e., Delhi, Kolkata, Mumbai & Chennai. Note: House Rent Allowance (HRA) will get calculated based on the configuration, those Employees who are working in Metro cities they will get an exemption limit of 50% on HRA and for other Employees who are working other than Metro cities they will get an exemption limit of 40% on HRA

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

ü Rest of the fields is self-explanatory to enter the details.

 

In Official Details tab:

ü *Joining date: Enter appropriate DOJ, as this has impact on various calculations.

ü *Confirmation Period: Either DATE/MONTH can be entered here, based on the configuration in company profile (Refer help manual – Company profile – Setup rules to check on configuration), month / date to be entered.

ü *Branch: Enter appropriate Branch/Location, as this has the dependency on various configurations and salary calculations.

ü *Payment Mode, *Bank a/c number, *Bank Name, IFSC Code and Bank to be paid from, are the fields related to employee bank account, here which 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,


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

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

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

ü Increment Date, Resignation Date and Last working Date: These fields would automatically get update, if Salary Revision and Resignation details entered.

ü Rest of the fields is self-explanatory to enter the details, select the list of values from the drop down list where it is applicable.

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

 

Note: Fields prefixed with asterisk [*], are the mandatory fields which 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 employee profile. Refer help manual – User Defined Fields

Users can fill the values in the created fields.

 

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

Ø Select Employee has PF as “Yes”, if PF is applicable to employee and input the related information.

Ø Similarly, select Employee has ESI as “Yes” if ESI is applicable to employee and enter ESI number

 

In 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 system would calculate the figures of Accrued Leave days against each leave type based on the configuration.

 

In Salary Details tab:

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

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

Ø Variable Pay: Enter Variable Pay amount

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

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

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

Ø 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 master set up will get displayed in this tab. Add / View attachment by clicking against each document type. Refer this link for more info Document Management.


Click here to import employees bulk wise.