Payroll Reports

Payroll Reports help you track, analyze, and stay compliant with payroll data. From high-level summaries to department breakdowns, this module ensures your HR and finance teams always have the right insights at hand.

What You’ll Learn

By the end of this guide, you’ll know how to:

• • Access and navigate payroll reports
  • Generate and configure different report types
  • Export and share reports in multiple formats
  • Schedule recurring reports
  • Analyze trends and compliance data

• Troubleshoot common reporting issues

Getting Started

Prerequisites

• • HR Admin or Payroll Manager access
  • Processed payroll data (for the period you want to report on)
  • Report permissions enabled in your role

• Validated data (ensure salary, tax, and deduction entries are accurate)

Types of Reports Available

• Payroll Summary → Overview of payroll totals

• Employee Salary Reports → Individual salary details and payslips

• Tax Reports → TDS, tax compliance, refund summaries

• Department Reports → Payroll by department

• Custom Reports → Build your own views

• Compliance Reports → Legal and regulatory reporting

Accessing Payroll Reports

Step 1: Navigate to Reports

1. • Go to Payroll from the main menu
   • Select Reports
   • Browse Report Categories

• Click on the report type you need

Step 2: Reports Interface

On the Reports page, you’ll see:

• Categories → Payroll, Tax, Compliance, Custom

• Report List → Available reports within each category

• Quick Actions → Generate, export, or schedule reports

• Recent Reports → Your last generated reports

• Favorites → Pin frequently used reports

Payroll Summary Report

Generate a Payroll Summary

1. • Select Payroll Summary
   • Pick a Period (month/year)
   • Apply filters (Department, Employee, Currency)

• Click Generate Report

Report Output

• • Total Employees processed
  • Gross Salary (before deductions)
  • Total Deductions
  • Net Salary (take-home)
  • Department-wise breakdown

• Component analysis (HRA, PF, TDS, etc.)

Employee Salary Reports

Generate an Employee Report

• Click Employee Salary Reports
• Select an Employee
• Choose a Period
• Click Generate

Available Report Types

• Payslip → Monthly payslip for an employee

• Salary History → Track salary changes over time

• Component Breakdown → Detailed salary structure

• Tax Summary → Tax deducted for the employee

Tax Reports

Generate Tax Reports

• Go to Tax Reports
• Select a Report Type (TDS Summary, Compliance, Refund, etc.)
• Set the Period
• Click Generate Report

Report Output

• Employee-wise tax deductions
• Total tax deducted in period
• Tax slabs and calculations
• Compliance status

Department Reports

Generate Department Reports

• Select Department Reports
• Choose a Department
• Set the Period
• Click Generate

Report Features

• Department payroll overview
• Employee count and salary totals
• Salary distribution within department
• Cross-department comparison and trend analysis

Custom Reports

Create a Custom Report

• Go to Custom Reports
• Choose a Template or start from scratch
• Select fields (Employee ID, Department, Deductions, etc.)
• Apply filters, sorting, and grouping
• Preview → Save → Generate

You can also schedule custom reports to run automatically.

Scheduling Reports

• Go to Schedule Report
• Select the report you want to schedule
• Set Frequency (Daily, Weekly, Monthly)
• Add Recipients (emails)
• Confirm delivery format (PDF, Excel, CSV)

Manage schedules:

• Edit or pause existing schedules
• Delete outdated schedules

Exporting & Sharing Reports

• Export Options → PDF, Excel, CSV, HTML

• Email Reports → Send directly from system with message note

• Download Reports → Save to local storage

Analytics & Insights

• Trend Analysis → Track salary/expense growth over time

• Comparison Charts → Compare months, employees, or departments

• Distribution Analysis → Salary ranges or deduction spread

• Forecasting → Predict upcoming payroll costs

Best Practices

• Schedule reports → Avoid last-minute rush
• Validate data before running reports
• Standardize formats (PDF for sharing, Excel for analysis)
• Archive old reports for audits and compliance
• Restrict access to sensitive payroll reports

Payroll Import

The Payroll Import feature lets you bring in employee and payroll data directly from Excel into the HRMS system. Use it to update salary details, deductions, and generate salary slips at scale.

What You’ll Learn

By the end of this guide, you can:

• Prepare the Excel file for payroll import
• Upload and validate your file
• Process the import without errors
• Fix common issues during validation
• Verify payroll records after import
• Follow best practices for smooth imports

Before You Start

Prerequisites

• Access Rights → You must be an Admin or HR Manager
• Excel File → Prepared with correct employee and payroll data
• Backup → Always back up existing data before importing
• Time → Large files may take a few minutes to process

Data That Gets Imported

• Employee information (personal + employment)
• Payroll data (salary components, earnings, deductions)
• Department & designation
• Salary slips (generated automatically after import)

Preparing Your Excel File

Step 1: Download Sample File

• Go to Payroll → Import Payroll
• Click Download Sample
• Open the file in Excel (or compatible software)
• Review the column structure

Step 2: Required Columns

Your file must include these fields:

• Employee Number
• First Name
• Department
• Basic Salary
• HRA
• PF Deduction
• TDS

Step 3: Formatting Rules

• Dates → Use YYYY-MM-DD (e.g., 2024-01-15)
• Numbers → Enter without symbols (e.g., 5000, not ₹5,000)
• No empty rows → Remove blanks between records
• Save file → As .xlsx or .xls

Import Process

Step 1: Upload File

• Log in as Admin/HR Manager
• Go to Payroll → Import Payroll
• Click Choose File → select your Excel file
• Click Upload

Large files may take longer. Don’t close the browser until the upload finishes.

Step 2: Validate File

The system checks for:

• Missing columns
• Incorrect formats
• Duplicate employee IDs
• Data errors

Fix issues before moving forward.

Step 3: Process Import

• Click Process Import
• Confirm action
• Monitor progress (system shows employee count & % processed)
• Wait until you see Import Complete

Verifying Imported Data

Step 1: Check Employee Records

• Go to Employees → Directory
• Search for imported employees
• Verify personal + employment details

Step 2: Check Payroll Data

• Go to Payroll → Employee Salary
• Confirm salary components and deductions

Step 3: Run Test Payroll

• Go to Payroll → Generate
• Select a test month
• Generate payslips → Verify accuracy

Handling Errors

Common Issues + Fixes

• Missing Required Fields → Add missing values in Excel
• Invalid Date Format → Use YYYY-MM-DD
• Duplicate Employee Numbers → Ensure each employee has a unique ID
• Invalid Data Format → Check numbers and text consistency

Error Resolution Steps

• Download error report
• Fix issues in Excel
• Save updated file
• Re-upload and re-process

Best Practices

• Backup payroll data before import
• Start with a small test file
• Validate Excel formatting carefully
• Avoid interrupting the process once started
• After import, always verify payroll by generating payslips

Generate Payroll

This guide explains how to generate monthly payroll in the HRMS system — from salary calculations and deductions to payslip distribution and reporting.

What You’ll Learn

By the end of this guide, you’ll be able to:

• Access payroll generation
• Configure payroll settings
• Generate monthly payroll
• Review and approve payroll
• Resolve payroll errors
• Generate payslips and reports

Getting Started

Prerequisites

Before generating payroll, ensure:

• You have HR Admin or Payroll Manager access
• All employee records are updated
• Salary components (allowances, deductions) are configured
• Attendance and leave data are finalized

What Gets Generated

When you generate payroll, the system creates:

• Salary calculations (earnings + deductions)
• Adjustments for attendance and leaves
• Payslips for each employee
• Payroll summary & detailed reports

Accessing Payroll Generation

• Go to Payroll in the main menu
• Click Generate Payroll
• Review the payroll generation interface:
  • Payroll Period (month & year)
  • Employee List
  • Generation Settings
  • Previous Payrolls
  • Action Buttons (Generate, Review, Approve)

Configuring Payroll Settings

Step 1: Select Payroll Period

• Choose Month and Year
• Verify period → Review last month’s payroll for reference

Step 2: Configure Settings

• Basic Settings: Payroll Date, Payment Date, Currency, Payroll Cycle
• Calculation Settings: Attendance, Leave, Overtime, Expense claims
• Deduction Settings: Tax, PF, ESI, Other deductions

Step 3: Select Employees

• Include All, or filter by Department / Designation
• Choose based on Employee Status (Active, New Joiners, Exits, On Leave)

Generating Payroll

• Review all configuration settings
• Click Generate Payroll → Confirm generation
• Monitor progress:
  • Employees processed
  • Calculation status
  • Errors or warnings
    Completion %

The system automatically:

• Calculates salaries
• Applies deductions
• Processes attendance & leave
• Generates payslips

Reviewing Generated Payroll

Step 1: Payroll Summary

Check totals for:

• Employees processed
• Payroll amount
• Success, Error, and Warning counts

Step 2: Error Review

• Employee Errors → Incomplete salary data
• Calculation Errors → Wrong formulas or components
• System Errors → Technical issues

Step 3: Fix Issues

• Click on error → View details
• Correct data
• Regenerate payroll if needed

Detailed Payroll Review

• Open Review Payroll
• Select employee → Check salary breakdown
• Verify:
  • Basic pay
  • Allowances
  • Deductions
  • Net salary
  • Adjustments (attendance, leave, overtime, expenses)

Approving Payroll

• Run a Pre-Approval Checklist:
  • No errors, accurate data, compliant with tax laws
• Click Approve Payroll → Add approval notes
• Confirm approval → Lock payroll
• Post-approval actions:
  • Generate payslips
  • Send notifications
  • Update employee records
  • Generate payroll reports

Generating Payslips

• Click Generate Payslips
• Choose format (PDF, Excel, HTML)
• Configure options (logo, signature, language)
• Distribute payslips:
  • Email
  • Print & handout
  • Download & archive

Payroll Reports

Report Types Available

• Payroll Summary
• Department-wise Payroll
• Tax Report
• Deduction Report
• Custom Reports

Export Options

• Excel → For analysis
• PDF → For sharing
• CSV → For imports
• Email → Send directly

Employee Salary

This guide walks you through managing employee salaries in the HRMS system — from setting up salary components to updating increments and generating reports.

What You’ll Learn

By the end of this guide, you’ll know how to:

• View employee salaries details
• Set up new salaries with components
• Update salary structures and increments
• Track salary history
• Generate reports for individuals and departments

Getting Started

Prerequisites

Make sure you have:

• HR Admin / Manager Access – to manage salaries
• Employee Record – employee must exist in the system
• Salary Components – allowances, deductions configured
• Salary Groups – predefined salary groups

What You Can Manage

• Basic Salary – fixed base pay
• Allowances – DA, HRA, transport, medical, etc.
• Deductions – PF, ESI, TDS, professional tax
• Bonuses & Incentives – performance-based payouts
• Overtime – extra working hours
• Salary History – all changes over time

Accessing Employee Salary

Step 1: Navigate to Employee Salary

• Go to Payroll in the main menu
• Select Employee Salaries
• View the salary list of all employees
• Use the Search bar to find specific employees

Step 2: Interface Overview

On the Employee Salaries page, you’ll see:

• Employee List – all employees with salary details
• Filters – department, status, designation
• Action Buttons – view, edit, or manage salaries
• Summary Section – Salary Statistics

Viewing Employee Salary

• Search and select an employee
• Click on the employee’s name
• View Salary Breakdown (basic pay, allowances, deductions)
• Review Calculation details & effective dates

Setting Up a New Employee Salary

Step 1: Create New Salary

• Click Add Salary
• Select the employee
• Choose a Salary Group
• Add salary components

Step 2: Enter Basic Information

• Salary Group
• Effective Date
• Currency & Payment Frequency

Step 3: Add Salary Components

• Basic Salary – fixed base pay
• Allowances – DA, HRA, medical, transport, etc.
• Deductions – PF, ESI, TDS, professional tax

Each component allows you to set:

• Fixed Amount / %
• Calculation Base
• Effective Date

Updating Employee Salary

Edit Existing Salary

• Search employee → Click Edit
• Update salary values or components
• Click Save

Process Increments

• Types: Annual, Promotion, Performance, Market Adjustment
• Enter: New salary amount + Effective date + Reason
• Save the increment

Update Specific Components

• Select a component
• Modify value
• Set effective date
• Save changes

Salary History

• Go to Employee Salaries → History
• View all past salary changes
• Export salary history report

Includes:

• Change Date
• Change Type
• Old vs New values
• Updated By
• Reason

Salary Reports

Individual Reports

• Salary Slip
• Component Breakdown
• Tax Summary
• Salary History

Bulk Reports

• Salary by Department
• Salary by Designation
• Salary Range Analysis
• Increment Report

Salary Groups

Salary Groups define structured pay scales for different employee categories. Instead of configuring salary components for each employee, you group employees under a common structure — making payroll consistent, accurate, and easier to manage.

What You’ll Learn

By the end of this guide, you’ll be able to:

• Create and configure salary groups
• Assign salary components to groups
• Apply groups to employees (individually or in bulk)
• Manage group settings and rules
• Generate group-level reports

Getting Started

Prerequisites

You’ll need:

• HR Admin Access → permission to create and edit salary groups
• Salary Components → must be set up first
• Employee Data → employees ready to be assigned
• Planned Group Structure → outline of departments, designations, or salary levels

What Are Salary Groups?

Salary group help you:

• Define Components – Specify which earnings and deductions apply
• Set Values – Fixed amounts, percentages, or formulas
• Categorize Employees – Group by department, designation, or contract type
• Standardize Payroll – Ensure consistent salary structures
• Simplify Updates – Update one group instead of multiple employee records

Creating a Salary Group

Step 1: Access Salary Groups

• Go to Payroll in the main menu
• Click Salary Groups
• View the existing list
• Select Add Group

Step 2: Enter Basic Information

Fill in:

• Group Name (required)
• Group Code (unique identifier)
• Description (optional but recommended)
• Group Type → Standard, Contract, Intern, or Custom

Step 3: Configure Applicability

Choose where this group applies:

• Departments (e.g., Finance, IT)
• Designations (e.g., Manager, Intern)
• Employee Levels (e.g., L1, L2)
• Salary Ranges (if applicable)

Step 4: Assign Salary Components

• Earnings → Select, set values, apply calculation rules, and define priority
• Deductions → Select, set values, apply calculation rules, and define priority

Step 5: Advanced Settings

• Calculation → Salary method, rounding rules, tax calculation, allowance
• Display → Show in payslip, order of components, reporting inclusion

Tip: Test the group with one employee before rolling it out widely.

Assigning Employees to Groups

Individual Assignment

• Open Employee Assignment
• Search and select employees
• Choose the correct Salary Group
• Set Effective Date
• Save

Bulk Assignment

• Select multiple employees
• Use Bulk Assignment
• Choose the salary group and effective date
• Confirm assignment

Warning: Reassigning an employee to a new group overrides their previous salary structure.

Configuring Group Components

• Fixed Amount → Set value, currency, and effective date
• Percentage-based → Enter % of base component (e.g., 10% of Basic)
• Formula-based → Add formula, test syntax, add variables and conditions

Group Rules

• Min/Max Salary → Boundaries for salaries in the group
• Increment Rules → Define how raises are applied
• Promotion Rules → Rules for moving between groups

Managing Salary Groups

• Edit → Update group details or components
• Copy → Duplicate an existing group, then adjust

Delete → Remove group (only if no employees are assigned)

Getting Started

By the end, you’ll be able to:

• View all existing salary components
• Create and configure new components
• Edit or update existing ones
• Manage earnings, deductions, and formulas
• Apply rules to employees or departments
• Generate component usage reports

Prerequisites

To manage salary components, you’ll need:

• HR Admin Access – Permission to create/edit payroll components
• Payroll Knowledge – Understanding of salary structure and compliance
• Component Details – Clear info about the component you’re adding
• Calculation Rules – Whether it’s fixed, percentage-based, or formula-driven

Types of Salary Components

• Earnings – Add to employee salary (e.g., Basic, HRA, Bonus)
• Deductions – Reduce salary (e.g., PF, ESI, TDS)
• Fixed – A fixed amount (e.g., ₹500 transport allowance)
• Variable – A percentage of salary (e.g., 10% HRA)
• Formula-based – Calculated using custom rules

Accessing Salary Components

• Go to Payroll → from the main menu
• Select Salary Components → under Payroll submenu
• Browse List → view all existing earnings and deductions
• Use Tools → filter, search, or take actions (edit, delete, configure)

Tip: Use the search bar if you have a long list of components.

Creating a New Component

1. Click Add Component
2. Fill in Component Details:
   • Name, Code, Type (Earning/Deduction), and Category
   • Description (optional but recommended)
3. Configure Calculation Settings:
   • Fixed Amount – Enter default value
   • Percentage – Select base component (e.g., Basic Salary)
   • Formula – Write or paste a calculation formula
4. (Optional) Add Applicability Rules:
   • Apply to employee groups, departments, designations, or salary ranges
5. Set Display Preferences:
   • Show in payslip, reports, and order on printed documents
6. Click Save

Your new component is now active and ready for payroll processing.

Editing an Existing Component

• Search or filter the component list
• Open the component and click Edit
• Update fields like Name, Description, Default Value, or Formula
• Review & Save changes

Warning: Changes to active components will affect payroll and reports immediately. Always review before saving.

Common Component Categories

Earnings – Basic, DA, HRA, Medical Allowance, Overtime, Bonus, Incentives
Deductions – PF, ESI, Professional Tax, TDS, Loan Deductions, Insurance

Advanced Configuration

• Fixed Amount – Set value, currency, and effective date
• Percentage-based – Define percentage, base component, and rounding rules
• Formula-based – Write custom formulas, test syntax, add conditions

Always test your formula before applying it to employees.

Reports & Analysis

• Component Summary – Total, active, earning vs deduction
• Usage Reports – Which employees, departments, or salary ranges use it
• Cost Analysis – Financial impact of components

Troubleshooting

• Component not calculating? → Re-check formula syntax & variables
• Duplicate name error? → Use unique names/codes
• Validation failed? → Ensure required fields and value ranges are correct

Best Practices

• Use clear, descriptive names (e.g., “Transport Allowance – Fixed”)
• Keep consistent codes and categories
• Document complex formulas
• Review and update components periodically
• Backup before major changes