Staff & Payroll: a screen-by-screen guide

Every page of the Staff & Payroll module in DesiERP, what it is for, how to use it, and what to enter in each field.

Staff & Payroll keeps your employee records, the daily attendance register, leave, and the monthly payroll with PF, ESI, professional tax, labour welfare fund and TDS. It also handles staff loans, one-off pay additions and deductions, and the full and final settlement when someone leaves. When a payroll or settlement is paid, the entries go to your books with each payable in its own account.

6 sections19 screens283 fields explained

HR setup

These lists sit in the Masters menu and feed the employee form, the attendance register and the payroll. A new company starts with a ready set of departments, designations, grades, employment types, shifts, leave types, salary components and one standard salary structure, which you can change. A row that is in use cannot be deleted; you park it instead, so it stays on old records but is no longer offered.

Departments

Menu path: /hr/departments

The parts of the business people work in, such as Sales, Accounts or Stores. Each employee belongs to one department, and attendance, payroll and the reports can be read department by department.

How to use it

Open Masters > Departments. A new company already has Administration, Sales, Accounts & Finance, Operations, Stores & Warehouse and Human Resources.
Click New Department.
Leave the code blank for the next number, or type a short code.
Enter the name, and choose which department it reports into if it is a sub-department.
Choose the head of department and enter a cost centre if you use one.
Click Save Department.
Use the row menu to edit, park or delete a department.

Fields on this screen (6)

Field	Type	What to enter
New Department
Code	text	A short, stable code such as SALES. Up to 20 characters: letters, digits and - _ . / only, saved in capitals. Leave it blank and the next number (DEPT-001 and so on) is given. Must be unique in the company.
NameRequired	text	The department name, up to 80 characters. Must be unique in the company. Renaming a department also updates the department name shown on its employees.
Reports into	dropdown	The parent department. Leave blank for a top-level department. A department cannot report into itself or into one of its own sub-departments.
Head of department	dropdown	An active employee who heads the department.
Cost centre	text	Up to 40 characters, if your books track cost by centre.
Description	text	A note of up to 300 characters.

Columns in the list

Department (name and code)Reports intoHead of departmentCost centreEmployeesStatus

Filters and search

All / In use / Parked tabs (the summary cards work the same way)Search by name or code

Buttons and actions

New DepartmentOpens the form to add a department.

EditOpens the department in the same form. Clicking the name does the same.

Park / Bring back into useA parked department stays on the employees who have it but is no longer offered on the employee form.

DeleteShown only when no employee, designation or sub-department uses it. Deletes it for good.

DownloadExports the list to Excel, CSV or PDF.

EmployeesOpens the employee list.

Good to know

The Employees assigned card shows how many active employees have a department and how many do not.

An employee without a department is flagged as needing attention on the Employees page.

Designations

Menu path: /hr/designations

The job titles people hold, such as Manager, Accountant or Helper. A designation can carry a usual department and a grade, so choosing it on an employee suggests both.

How to use it

Open Masters > Designations.
Click New Designation.
Enter a code (or leave blank for the next number) and the name.
Choose the usual department and grade, if any.
Click Save Designation.

Fields on this screen (5)

Field	Type	What to enter
New Designation
Code	text	Short code such as ACCT, up to 20 characters. Blank gives the next number (DESG-001 and so on). Unique in the company.
NameRequired	text	The job title, up to 80 characters, unique in the company. A rename is carried to the employees who hold it.
Usual department	dropdown	The department this title usually sits in. On the employee form, picking this designation fills the department if it is still empty.
Grade	dropdown	The grade this title carries. On the employee form it fills the grade if it is still empty.
Description	text	A note of up to 300 characters.

Columns in the list

Designation (name and code)Usual departmentGradeEmployeesStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New DesignationOpens the form to add a designation.

EditOpens the designation for changes.

Park / Bring back into useParks or restores the designation on the employee form.

DeleteOnly when no employee uses it.

DownloadExports the list to Excel, CSV or PDF.

Good to know

New companies start with Manager, Accountant, Supervisor, Sales Executive, Store Keeper and Helper.

Grades

Menu path: /hr/grades

Pay grades: the level a job sits at, the yearly pay band and the notice period it carries. They help keep pay consistent for people doing work of the same weight.

How to use it

Open Masters > Grades.
Click New Grade.
Enter the code and name, the level (1 is the most senior) and the notice period.
Enter the pay band from and to, per year.
Click Save Grade.

Fields on this screen (7)

Field	Type	What to enter
New Grade
Code	text	Short code such as G1, up to 20 characters. Blank gives the next number (GRD-001 and so on).
NameRequired	text	Such as Management or Staff, up to 80 characters, unique in the company.
LevelRequired	number	A whole number from 1 to 99; 1 is the most senior. Default 1.
Notice period (days)	number	0 to 365 days. Default 30.
Pay band from (per year)	number	The lowest yearly pay (₹) in this grade. Default 0.
Pay band to (per year)	number	The highest yearly pay (₹). 0 leaves the top open. It cannot be below the bottom of the band.
Description	text	A note of up to 300 characters.

Columns in the list

Grade (name and code)LevelNotice period (days)Pay band from (per year)Pay band to (per year)EmployeesStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New GradeOpens the form to add a grade.

EditOpens the grade for changes.

Park / Bring back into useParks or restores the grade on the employee form.

DeleteOnly when no employee or designation uses it.

DownloadExports the list to Excel, CSV or PDF.

Good to know

New companies start with four grades: Management (60 days notice), Supervisory, Staff (30 days) and Workmen (15 days).

Employment Types

Menu path: /hr/employment-types

The terms a person is engaged on, such as permanent, probation, contract or trainee. Each type says how long probation and notice run, whether PF and ESI apply, and whether the person is paid through the monthly payroll.

How to use it

Open Masters > Employment Types.
Click New Employment Type.
Enter the code and name, the probation months and the notice days.
Tick Provident fund, ESI and Payroll as they apply to people on these terms.
Click Save Employment Type.

Fields on this screen (8)

Field	Type	What to enter
New Employment Type
Code	text	Short code such as PERM. Blank gives the next number (EMPT-001 and so on).
NameRequired	text	Such as Permanent or Contract, up to 80 characters.
Probation (months)	number	0 to 36. On a new employee, choosing this type sets Probation ends to the joining date plus these months.
Notice period (days)	number	0 to 365, default 30. Fills the employee's notice period if it is empty. Used for the notice recovery in a full and final settlement.
Provident fund	checkbox	PF is deducted for people on these terms. On a new employee it sets the PF tick.
ESI	checkbox	ESI is deducted when the pay is within the limit. On a new employee it sets the ESI tick.
Payroll	checkbox	Paid through the monthly payroll run. Untick for people paid against a bill, such as consultants; payroll then leaves them out.
Description	text	A note of up to 300 characters.

Columns in the list

Employment Type (name and code)Probation (months)Notice period (days)Provident fundESIPayrollEmployeesStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New Employment TypeOpens the form to add a type.

EditOpens the type for changes.

Park / Bring back into useParks or restores the type on the employee form.

DeleteOnly when no employee uses it.

DownloadExports the list to Excel, CSV or PDF.

Good to know

New companies start with Permanent, Probation (6 months), Contract, Trainee / Intern, Part-time and Daily wage.

The PF and ESI ticks only set the starting ticks for a new employee; you can still change them on each employee.

Shifts

Menu path: /hr/shifts

When the working day starts and ends, how late is still on time, and which days of the week are off. Attendance and payroll read each employee's shift to decide late marks, half days and weekly offs.

How to use it

Open Masters > Shifts.
Click New Shift.
Enter the code, name, start and end times and the break.
Set the grace minutes and the hours that make a full day and a half day.
Tick the weekly off days.
Tick Default shift if new employees should start on it.
Click Save Shift.

Fields on this screen (11)

Field	Type	What to enter
New Shift
Code	text	Short code such as GEN. Blank gives the next number (SH-001 and so on).
NameRequired	text	Such as General or Night, up to 80 characters.
StartsRequired	text	Start time, such as 09:30. Default 09:30. Coming in after the start plus the grace is a late mark.
EndsRequired	text	End time, such as 18:30. An end earlier than the start means the shift ends the next day; it is then treated as a night shift.
Break (minutes)	number	0 to 240, default 60. Taken off the hours worked when a punch-in to punch-out span is 5 hours or more. After the break the shift must have at least one hour of work.
Grace for late coming (minutes)	number	0 to 120, default 10. Coming in later than this after the start is recorded as late, with the minutes late.
Hours for a full day	number	1 to 24, default 7.5. When punch times are entered without a status, this many hours worked counts as Present. It must fit in the shift after the break. Also used to work out the hourly rate for overtime.
Hours for a half day	number	0.5 to 12, default 4. Fewer hours than this is an absence; between this and a full day is a half day. Cannot be more than a full day.
Weekly off	checkbox	Tick the days off (Mon to Sun). Default Sunday. These days fill into the attendance register by themselves and leave does not count them unless the leave type says so. A shift cannot have all seven days off.
Default shift	checkbox	New employees start on this shift. Only one shift can be the default; ticking it here takes it off the others.
Description	text	A note of up to 300 characters.

Columns in the list

Shift (name and code)StartsEndsBreak (min)Grace (min)Full day (h)Weekly offDefaultEmployeesStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New ShiftOpens the form to add a shift.

EditOpens the shift for changes.

Park / Bring back into useParks or restores the shift. The default shift cannot be parked.

DeleteOnly when no employee uses it.

DownloadExports the list to Excel, CSV or PDF.

Good to know

New companies start with General (09:30 to 18:30, default), Morning, Evening and Night shifts.

To stop a shift being the default, make another shift the default.

An employee with no shift is treated as having Sunday off.

Holidays

Menu path: /hr/holidays

The holiday calendar: the days the business is closed. A holiday is filled into the attendance register by itself, is a paid day off for monthly staff and is not counted as leave.

How to use it

Open Masters > Holidays. The page shows one year; pick another year from the year tabs.
Click Add national holidays to put 26 January, 15 August and 2 October on the calendar.
Or click Copy from last year to copy last year's holidays to the same dates.
Click New Holiday for each festival or company holiday.
Choose the date, kind and name, and whether it is for all branches or one branch.
Click Save Holiday.

Fields on this screen (5)

Field	Type	What to enter
New Holiday
DateRequired	date	The day of the holiday. The year must be from 2000 up to five years ahead. Only one holiday per day for the same branch (or for all branches).
Kind	dropdown	National, Festival (default), Optional or Company. An Optional holiday is listed for reference only: it is not filled into the register and is taken as leave by those who want it.
HolidayRequired	text	The name, such as Diwali or Pongal. Up to 80 characters.
Applies to	dropdown	All branches, or one branch only. Employees get the holidays of their own branch.
Note	text	Up to 200 characters.

Columns in the list

Holiday (with a note if it falls on a weekly off)DateDayKindApplies toWhenNote

Filters and search

Year tabsSearch by holiday, month or kind

Buttons and actions

Add national holidaysAdds Republic Day, Independence Day and Gandhi Jayanti for the year shown, if not already there.

Copy from last yearAfter you confirm, copies last year's holidays to the same dates this year. Days already on the calendar are left alone.

New HolidayOpens the form to add a holiday.

EditOpens the holiday for changes.

DeleteTakes the holiday off the calendar. Attendance already marked for that day stays as it is.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Festival dates move every year, so check them after copying.

The On a weekly off card counts holidays that fall on a weekly off; for most staff these give no extra day off.

Leave Types

Menu path: /hr/leave-types

The kinds of leave people can take: whether the day is paid, how many days a year, how they are credited, and what happens to unused days. Loss of Pay is the unpaid leave payroll deducts for.

How to use it

Open Masters > Leave Types. New companies already have Casual, Sick, Earned, Loss of Pay, Maternity, Paternity and Compensatory Off.
Click New Leave Type.
Enter the code and name, and tick Pay if the day is paid.
Enter the days a year and choose how they are credited.
Set carry forward, the longest single leave, who it is open to and whether it can be encashed.
Click Save Leave Type.

Fields on this screen (11)

Field	Type	What to enter
New Leave Type
Code	text	Short code such as CL. Blank gives the next number (LT-001 and so on).
NameRequired	text	Such as Casual Leave, up to 80 characters.
Pay	checkbox	Paid leave: the day is paid as worked. If unticked, the leave is loss of pay, and its days a year, credit, carry forward and encashment are cleared.
Days a year	number	0 to 366, default 12. For a leave credited Yearly or Monthly this is the yearly entitlement. For a leave credited Only when granted: above 0, it is the most one leave can use and no balance is kept (as for maternity leave); 0 means the leave draws on a balance made of the days you grant (as for compensatory off).
CreditedRequired	dropdown	At the start of the year (Yearly), a twelfth each month (Monthly), or Only when granted (None). The credit is pro-rated by the months the employee is on the rolls in the year, in half days; Monthly credits only the months so far this year.
Carry forward up to (days)	number	Unused days taken into the next year, up to this many. 0 means they lapse.
Longest single leave (days)	number	The most days one request can cover. 0 means no limit.
Open toRequired	dropdown	Everyone, Women only or Men only. Checked against the employee's gender when leave is applied.
Encashment	checkbox	Unused days can be paid out. Encashable balances are paid in the full and final settlement.
Weekly offs and holidays	checkbox	Count as leave when they fall inside the leave (as for maternity leave). If unticked, weekly offs and holidays inside the leave are not counted.
Description	text	A note of up to 300 characters.

Columns in the list

Leave Type (name and code)PaidDays a yearCreditedCarry forwardOpen toEncashableUsed byStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New Leave TypeOpens the form to add a leave type.

EditOpens the leave type for changes.

Park / Bring back into useA parked leave type can no longer be applied for.

DeleteOnly when no leave request, balance entry or opening balance uses it. Standard ones cannot be deleted.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Loss of Pay is a standard leave type: it always stays unpaid and its code cannot change.

The leave year on the Leave page is the calendar year (January to December).

Salary Components

Menu path: /hr/salary-components

The lines of a payslip: earnings, deductions and employer contributions, each with how it is worked out and what it counts towards (PF wages, ESI wages, income tax, loss of pay). The standard statutory lines are worked out by rule.

How to use it

Open Masters > Salary Components. New companies already have the standard lines: Basic, DA, HRA, Conveyance, Medical, Special Allowance, Overtime, Incentive, Arrears, PF, ESI, Professional Tax, TDS, LWF, loan and advance recovery, employer PF and ESI, and more.
Click New Salary Component.
Enter the code and name, and choose the kind and how it is worked out.
Enter the usual value a salary structure starts the line with.
Tick what it counts towards: income tax, PF wage, ESI wage, pro-rating for loss of pay, and whether it prints on the payslip.
Click Save Salary Component.

Fields on this screen (12)

Field	Type	What to enter
New Salary Component
Code	text	Short code such as CONV. Blank gives the next number (SC-001 and so on).
NameRequired	text	As printed on the payslip, up to 80 characters.
KindRequired	dropdown	Earning, Deduction or Employer contribution. Only earnings count as PF wages, ESI wages, taxable income or are reduced for loss of pay; those ticks are cleared for other kinds.
Worked out asRequired	dropdown	Fixed amount, % of basic, % of gross, Balance of the gross (earnings only), or Entered each month (used on Pay Adjustments). By statutory rule is only for the standard components and cannot be chosen for a new one.
Usual value	number	The amount or percentage a salary structure starts this line with. A percentage cannot be over 100. Set to 0 for balance, entered-each-month and statutory lines.
Order on the payslip	number	0 to 999, default 50. Lower numbers print first.
Income tax	checkbox	Counts as taxable income.
Provident fund	checkbox	Part of the wages PF is worked out on (basic and DA usually). Also the wages the statutory bonus and gratuity are worked on.
ESI	checkbox	Part of the wages ESI is worked out on.
Attendance	checkbox	Reduced for days not paid (loss of pay). If unticked the full amount is paid whenever the employee has any paid days.
Payslip	checkbox	Printed on the payslip.
Description	text	A note of up to 300 characters.

Columns in the list

Salary Component (name and code, standard tag)KindWorked out asUsual valueOrderTaxablePF wageESI wagePro-ratedUsed byStatus

Filters and search

All / In use / Parked tabsSearch by name or code

Buttons and actions

New Salary ComponentOpens the form to add a component.

EditOpens the component. For a standard component the code and kind cannot be changed, and a statutory or entered-each-month line keeps how it is worked out.

Park / Bring back into useA parked component is not offered on salary structures or adjustments.

DeleteOnly when no salary structure uses it and it is not a standard component.

DownloadExports the list to Excel, CSV or PDF.

Good to know

PF, VPF, ESI, Professional Tax, TDS, LWF and Statutory Bonus are worked out by payroll from Payroll Settings; they do not go on a salary structure.

Components worked out as Entered each month (Incentive, Arrears, Reimbursement, Leave Encashment and so on) are added on Pay Adjustments.

The Standard card counts the components payroll relies on; they can be parked but not deleted.

Salary Structures

Menu path: /hr/salary-structures

How a monthly gross is split into basic, HRA and allowances. You put an employee on a structure and enter the gross; the lines are worked out, and one line takes the balance so they always add up to the gross.

How to use it

Open Masters > Salary Structures. New companies have a Standard structure: basic at 50% of gross, HRA at 40% of basic, conveyance ₹1,600, medical ₹1,250 and the rest as special allowance.
Click New Structure. It starts with Basic, HRA and Special Allowance.
Enter the code and name.
In Lines, choose each component, how it is worked out and its value. Add a line or remove one with the cross.
Make sure there is exactly one Basic line and exactly one earning set to Balance of the gross.
Type a monthly gross in the Try it box to see the split, the deductions, the take-home and the cost to company.
Click Save Structure.

Fields on this screen (10)

Field	Type	What to enter
New Structure
CodeRequired	text	Short code such as STAFF, up to 20 letters, digits and - _ . / only, saved in capitals.
NameRequired	text	Such as Office staff, up to 80 characters. Code and name must be unique.
Description	text	Up to 300 characters.
Default	checkbox	New employees start on this structure. Ticking it takes the default off the others. If no structure is the default, the one being saved becomes it.
Lines
ComponentRequired	dropdown	An earning, deduction or employer contribution from Salary Components, grouped by kind. Statutory and entered-each-month components are not offered. A component can appear only once.
Worked out asRequired	dropdown	Fixed amount, % of basic, % of gross, or Balance of the gross (earnings only). Basic can only be % of gross or a fixed amount.
Value	number	The amount in ₹ or the percentage. A percentage cannot be over 100. Basic cannot be zero. Blank and locked for the balance line.
At the gross below	number	Shown, not typed: the amount of the line at the gross entered in the Try it box. The balance line shows what the other earnings leave.
Try it with a monthly gross of ₹	number	A gross to test the structure with (default ₹30,000). Shows earnings, the deductions taken from pay, what the employer adds, take-home a month and cost to company a month and a year, using the Payroll Settings as they are now, for a full month with no overtime or loss of pay.
PF / ESI / Professional tax	checkbox	Include these in the preview, as if the employee had them ticked.

Columns in the list

Structure (name, code, Default tag)Lines (each component with its rule)EmployeesStatus

Filters and search

All / In use / Parked tabsSearch by structure or component

Buttons and actions

New StructureOpens the structure editor.

EditOpens the structure. Saving replaces its lines.

Make defaultMakes this the structure new employees start on. Only for a structure in use.

Park / Bring back into useA parked structure stays on the employees who have it but is not offered. The default cannot be parked.

DeleteOnly when no employee is on it and it is not the default.

ComponentsOpens Salary Components.

PF, ESI & tax settingsOpens Payroll Settings.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Basic is worked out first; % of basic lines use it, % of gross lines use the gross, fixed lines are as entered, and the balance line takes what is left. If the other lines come to more than the gross, saving the employee is refused.

PF, ESI, professional tax, TDS and LWF are not listed on a structure; payroll works them out each month.

Changing a structure does not change employees already on it until their record is saved again, because each employee keeps their own split lines.

Overview

The HR Dashboard gives one view of today's attendance, pending leave, this month's payroll status and what still needs doing.

HR Dashboard

Menu path: /hr/dashboard

A daily summary for the owner or HR person: who is on the rolls and at work today, what is waiting (payroll, leave, attendance, settlements, incomplete records), and the coming dates and holidays.

How to use it

Open Staff & Payroll > HR Dashboard.
Read the summary cards at the top.
Work through the Needs doing list; each line has a link to the page that fixes it.
Check leave waiting for a decision and the coming dates.
Use the buttons at the top to go to Attendance, Payroll, Reports or Add Employee.

Columns in the list

Cards: On the rolls (joined and left this year), At work today, On leave today, Payroll of last month (status), Monthly wage bill, Owed on loans, Exits to settle, Records to completeNeeds doingLeave waiting for a decisionComing up in the next month (birthdays, work anniversaries, confirmations, last working days)Holidays aheadPeople by departmentPayroll cost, month by month (last six runs: gross plus employer share)

Buttons and actions

Attendance / Payroll / ReportsOpen those pages.

Add EmployeeOpens the new employee form.

Needs doing linksRun payroll, open a draft or approved run, decide leave, mark attendance, settle exits, or complete employee records.

HeadcountOpens the Headcount report from People by department.

Good to know

Needs doing lists: last month's payroll not run, still a draft, or approved but not paid; leave waiting; people not marked today; people who left without a paid settlement; confirmations due within a month; records missing something payroll needs.

When everyone is on a weekly off or holiday today, the summary says today is a day off.

People

The employee record holds who the person is, their job, their pay and what is deducted, and their statutory and bank details. Attendance, leave and payroll all work from it.

Employees

Menu path: /hr/employees

The list of everyone on the rolls and those who have left, with their role, pay, deductions and last payslip. From here you add, edit, mark as left or rejoin employees.

How to use it

Open Staff & Payroll > Employees.
Click Add Employee to open the full employee form.
Fill at least the full name, joining date and pay (monthly gross, or wage per day). Department, designation, shift and the rest come from the HR setup lists.
Tick the statutory deductions that apply, and choose the tax regime and TDS method.
Enter PAN, Aadhaar, UAN, ESI number and the bank details (start with the IFSC).
Click Save Employee. The profile opens.
Use the Need attention tab to find records missing something payroll needs.
When someone leaves, click Left, enter the last working day and save.

Fields on this screen (67)

Field	Type	What to enter
Personal: Identity
Full nameRequired	text	As on their ID, up to 120 characters.
Employee code	text	Up to 30 characters, unique in the company. Leave blank on a new employee for the next number (EMP- series).
Gender	dropdown	Male, Female or Other. Used for professional tax slabs set by gender and for leave open to women or men only.
Date of birth	date	Cannot be in the future; the employee must be at least 14. Used for the age band of the old tax regime.
Marital status	dropdown	Single, Married, Widowed or Divorced.
Blood group	dropdown	A+, A-, B+, B-, AB+, AB-, O+ or O-.
Father's name	text	Up to 120 characters.
Spouse's name	text	Up to 120 characters.
Personal: Contact
Mobile	text	10-digit mobile number.
Work email	text	Must look like an email address.
Personal email	text	Must look like an email address.
Emergency contact	text	Who to call, up to 120 characters.
Relation	text	Father, wife, brother and so on, up to 40 characters.
Emergency phone	text	10-digit number.
Personal: Address
Present address	text	House, street and area, up to 300 characters.
PIN code	text	6-digit PIN code. Entering it fills City and State.
City	text	Filled from the PIN code, or typed. Up to 80 characters.
State	text	Filled from the PIN code, or typed. Up to 80 characters.
Permanent address	text	Up to 300 characters. The same as present link copies the present address.
Job: Where they work
Designation	dropdown	From Designations. Fills the department and grade if they are empty. The + new link opens Designations to add one.
Department	dropdown	From Departments. Without one the employee is flagged as needing attention.
Grade	dropdown	From Grades.
Employment type	dropdown	From Employment Types. On a new employee it sets the PF and ESI ticks, fills the notice period if empty, and sets Probation ends from the joining date. A type not on payroll means the person is left out of payroll runs.
Branch	dropdown	The branch they work at; starts with your own branch. Decides which branch holidays apply to them.
Shift	dropdown	From Shifts; starts with the default shift. Sets their weekly offs, late marks and working hours.
Reports to	dropdown	Another active employee. Cannot be themselves, and two people cannot report to each other.
Signs in as	dropdown	The DesiERP user this employee signs in as, only if they use the app themselves. A user can be tied to one employee only.
Job: Dates
Joined onRequired	date	The joining date; today on a new employee. Days before it are not paid, and leave credit starts from this month.
Probation ends	date	Cannot be before the joining date.
Confirmed on	date	Cannot be before the joining date.
Notice period (days)	number	0 to 365. Used to work out notice not served in the full and final settlement.
Attendance device code	text	Their number on the punching machine, used when importing attendance. Must be unique.
Resigned on	date	Shown when editing. Cannot be before the joining date.
Last working day	date	Shown when editing. Days after it are not paid. Cannot be before the joining date or the resignation date.
Reason for leaving	text	Shown when editing. Up to 200 characters.
Pay: Salary
Paid	dropdown	Monthly salary or Daily wage. Daily-wage staff are paid only for the days marked present, half days and paid leave.
Salary structure	dropdown	Monthly staff only. Starts with the default structure. It splits the gross into basic, HRA and allowances.
Monthly gross (₹)Required	number	Monthly staff only. The full month's gross before deductions. The breakup panel on the right shows the split, deductions, take-home and yearly cost to company.
Wage per day (₹)Required	number	Daily-wage staff only. Paid for each day marked present. The panel shows the approximate month at the daily-worker month set in Payroll Settings (26 days by default).
Overtime per hour (₹)	number	The employee's own overtime rate. 0 uses the overtime multiple from Payroll Settings times their hourly pay.
Paid by	dropdown	Bank transfer (default), Cash, Cheque or UPI. Bank needs an account number and UPI needs a UPI ID, or the record is flagged.
Change of pay effective from	date	Appears when editing and the pay type, gross, daily wage or structure changes. Recorded in the pay history; defaults to today.
Reason	text	Appears with a change of pay: annual increment, promotion and so on, up to 200 characters.
Pay: What is deducted
Provident fund	checkbox	PF is deducted at the employee share % of PF wages from Payroll Settings. Ticked by default. Without a UAN the record is flagged.
ESI	checkbox	ESI is deducted while the full month's ESI wages are within the limit in Payroll Settings. Ticked by default.
Professional tax	checkbox	Deducted by the state slab, if professional tax is on in Payroll Settings. Ticked by default.
Labour welfare fund	checkbox	Deducted in the LWF months, if LWF is on in Payroll Settings. Unticked by default.
Voluntary PF (% of PF wage)	number	Shown when VPF is allowed in Payroll Settings. The employee's own extra PF, up to the maximum set there; not matched by the employer. Provident fund must be ticked.
Tax regime	dropdown	New regime (the default) or Old regime (by the employee's choice). Decides which tax table TDS uses.
TDS is	dropdown	Worked out by payroll each month, or A fixed amount a month. The starting choice comes from Payroll Settings.
Income tax (TDS) a month (₹)	number	The fixed monthly TDS, or, when payroll works it out, the estimate (read only). The estimate link works out the year's tax from the gross times 12 plus any earlier employer's salary, less TDS already deducted, over 12 months. Cannot be the whole salary.
Declared deductions for the year (₹)	number	Old regime only: 80C, 80D, HRA exemption and the like, from the employee's declaration. Taken off the income before tax.
Salary from an earlier employer this year (₹)	number	Added to the year's income when TDS is worked out.
TDS that employer deducted (₹)	number	Counted as already paid. Cannot be more than the earlier salary.
Statutory & Bank: Identity numbers
PAN	text	Format AAAAA9999A, saved in capitals.
Aadhaar	text	12 digits.
UAN (provident fund)	text	12 digits. Needed for the employee to appear in the PF ECR file.
PF member no.	text	Up to 30 characters.
ESI number	text	10 digits, or the 17-digit insurance number.
Statutory & Bank: Where the salary goes
Start with the IFSC	text	11 characters: four letters, a zero, six more. Typing a valid IFSC looks up the bank and fills the Bank field.
Bank	dropdown	The employee's bank; filled from the IFSC or chosen.
Account number	text	Up to 40 characters. Used on the bank transfer sheet.
UPI ID	text	Such as name@bank, up to 80 characters.
Statutory & Bank: Notes
Notes	text	Anything worth remembering, up to 400 characters.
Mark as left
Resigned on	date	The day notice was given.
Last working day	date	Defaults to today if blank. Days after it are not paid. If it is in the future, the person stays on the rolls until then.
Reason	text	Better opportunity, relocation, retirement and so on, up to 200 characters.

Columns in the list

Employee (name, code, mobile)Role (designation, department)Terms (employment type, grade, shift)Joined (and left or leaving date)Pay (per month or per day, structure)Deducted (PF, ESI, PT, TDS chips)Last paid (month and payslip count)Status (On rolls or Left, missing items)

Filters and search

All / On the rolls / Need attention / Left tabs (the cards also filter)Department dropdownSearch by name, code, mobile, designation or department

Buttons and actions

Add EmployeeOpens the full employee form.

Open profile (eye icon or name)Shows the employee's job, personal, statutory and bank details, the pay breakup, pay history, payslips, this month's attendance, this year's leave and their team.

EditOpens the employee form with their details. A change of pay adds a row to the pay history.

Save EmployeeChecks and saves the record, splits the gross by the structure into salary lines, and opens the profile.

LeftRecords the resignation date, last working day and reason. They stay on past payslips.

RejoinPuts a person who left back on the rolls and clears the leaving dates.

RemoveOnly for someone with no payslips and nobody reporting to them.

Attendance / PayrollOpen those pages.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Need attention flags an active employee with no salary structure (monthly), no department, no bank account when paid by bank, no UPI ID when paid by UPI, or no UAN when PF is ticked.

The Gross pay a month card counts daily staff at their daily wage times the daily-worker month from Payroll Settings.

The cost to company includes the employer's PF, ESI, LWF and the gratuity provision set in Payroll Settings.

For a person leaving with dues, use Full & Final instead; it records the exit and works out the settlement.

Time

The attendance register records the exceptions of each day; weekly offs come from each person's shift and holidays from the calendar. Leave is applied and approved here, and an approved leave goes onto the register by itself.

Attendance

Menu path: /hr/attendance

Mark each day's register and see the month at a glance. Payroll reads this register to work out paid days, loss of pay and overtime.

How to use it

Open Staff & Payroll > Attendance. The Day register for today opens.
Pick another day with the arrows or the date box, and a department if needed.
For each exception press a status: Present, Absent, Half day, Leave, Week off or Holiday. Or enter punch In and Out times and leave the status blank; the hours decide.
Enter overtime hours and a note where needed.
Click Mark the rest present to mark everyone not marked and not off as present.
Click Save the register.
Click Month view to see the whole month, with totals of present, absent, leave, late days, overtime, loss of pay and paid days.
Click Import punches to load a CSV or Excel sheet from the attendance machine.

Fields on this screen (10)

Field	Type	What to enter
Day register
Date	date	The day shown. A future day cannot be marked.
Department	dropdown	All departments or one department.
Status (Present, Absent, Half day, Leave, Week off, Holiday, clear)	dropdown	The day's mark. The eraser clears it. A day not marked counts as worked for monthly staff and is not paid for daily-wage staff. A weekly off or holiday fills in by itself; mark it only if they worked. A day from an approved leave cannot be changed here; cancel the leave first.
In	text	Punch-in time. Coming in after the shift start plus the grace is recorded as late, with the minutes.
Out	text	Punch-out time. With both times and no status, the hours worked (less the break if 5 hours or more) decide Present, Half day or Absent against the shift's full-day and half-day hours.
OT hrs	number	Overtime hours, 0 to 16, in steps of half an hour. Paid in the month's payroll.
Note	text	A reason, up to 200 characters.
Month view
Month	date	The month shown; not beyond this month.
Department	dropdown	All departments or one department.
Import punches
Attendance sheetRequired	file	CSV or Excel (.xlsx), up to 5 MB. The header row must have a code column (employee code or attendance device code) and a date column; then any of in, out, status (P, A, H, L, W, HO), OT hours and note. A row replaces what the register had for that person and day.

Columns in the list

Day register: Employee (code, designation, shift times), Today / That day (status buttons and hint), In, Out, OT hrs, NoteMonth view: Employee, one column per day, P, A, H, L, Off, Late, OT, LOP, Paid days

Filters and search

Day register / Month viewDate or month picker with previous and next arrowsDepartment dropdownSearch by name or code

Buttons and actions

Save the registerSaves the rows you changed. Unchanged rows are left as they are.

Mark the rest presentMarks everyone not yet marked and not on a weekly off or holiday as present. Save to keep it.

Import punchesReads the sheet and marks the register. Rows for unknown codes, future dates, people on approved leave or not on the rolls are skipped and listed.

Download a sample sheetDownloads a sample CSV with the expected columns.

HolidaysOpens the holiday calendar.

Download (month view)Exports the month grid to Excel or CSV.

Good to know

Once the payroll of a month is approved or paid, that month's register is closed. Reopen the payroll to change it.

Loss of pay days are absences, half of each half day, and unpaid leave.

Click any day in the month view to open that day's register.

Set the Attendance device code on each employee so machine exports match.

Leave

Menu path: /hr/leave

Record leave requests, approve or refuse them, and keep each person's leave balances. An approved leave goes onto the attendance register and is paid or not by its leave type.

How to use it

Open Staff & Payroll > Leave. The Requests view lists all leave.
Click Apply Leave, choose the employee, leave type and dates, or tick Half day.
Read the preview: the days it uses and the balance left.
Click Save as waiting to wait for a decision, or Save and approve if it is already agreed.
For waiting requests, click Approve, or Refuse and give a reason.
Click Balances to see what each person has left; click a figure to enter an opening balance, grant days or correct it.

Fields on this screen (12)

Field	Type	What to enter
Apply Leave
EmployeeRequired	dropdown	An active employee.
LeaveRequired	dropdown	A leave type in use; unpaid ones are marked (unpaid). Must be open to the employee's gender.
FromRequired	date	First day; today by default. Cannot be before the joining date.
ToRequired	date	Last day; cannot be before From, past the last working day, or more than a year away. Locked when Half day is ticked.
Half day	checkbox	Half of that one day (0.5 day).
Reason	text	Up to 300 characters.
Refuse
WhyRequired	text	The reason for refusing, up to 300 characters.
Balance
Change	dropdown	Grant extra days, Correct the balance (+ or −), or Enter the opening balance (replaces what was carried forward, for starting part-way through the year).
Days	number	Whole or half days. A grant must be above 0; an opening balance cannot be negative; a correction cannot take the balance below zero.
Note	text	Up to 200 characters. Required for a correction.
Balances view
Year	dropdown	Last year, this year or next year.
Department	dropdown	All departments or one.

Columns in the list

Requests: Employee, Request (number and date asked), Leave (paid or unpaid), Dates, Days, Reason, Status (with decision note and who decided)Balances: Employee, one column per leave type (days left, taken, waiting), All left

Filters and search

Requests / Balances viewsAll / Waiting / Approved / Refused / Cancelled tabsOne employee only (from an employee's profile)Search by employee, leave or reason

Buttons and actions

Save as waitingSaves the request with a number from the leave series (LV-) to wait for a decision.

Save and approveSaves and approves together; the days go on the attendance register.

ApproveApproves a waiting request and puts its days on the register as leave.

RefuseRefuses a waiting request with a reason.

CancelCancels a waiting or approved request. An approved leave comes off the register and goes back on the balance.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Weekly offs and holidays inside the leave are not counted unless the leave type says so; a leave made up only of such days is refused.

A paid leave is refused if the balance (less requests still waiting) does not cover it. Take the rest as Loss of Pay, or correct the balance.

Two leaves cannot overlap for the same person.

Leave in a month whose payroll is approved cannot change until that payroll is reopened.

Payroll

Payroll runs once a month for everyone on the rolls, working each payslip out from the salary lines, the attendance register, leave, loans and the month's adjustments. Runs are checked, approved, paid and posted to the books. Loans, pay adjustments, full and final settlements and the statutory reports sit alongside.

Payroll

Menu path: /hr/payroll

Run the monthly payroll, check every payslip, approve, mark as paid and post it to the books. Used by the owner, accountant or HR person once a month.

How to use it

Make sure employees have their pay and the month's attendance register is marked.
Open Staff & Payroll > Payroll and click Run payroll.
Choose the document type and month (last month is suggested), add a note, and click Compute payslips.
On the run page, check the payslips and the Left out list. Correct the register, leave, adjustments or an employee's pay, and click Recompute while it is a draft.
Hold back any payslip that should not be paid yet.
Click Approve. The payslips are fixed and the month's attendance, leave and adjustments are closed.
Click Mark as paid, choose the date and Bank or Cash, and click Paid. One journal is posted.
Download the bank sheet and print payslips as needed.

Fields on this screen (6)

Field	Type	What to enter
Run payroll
Document TypeRequired	dropdown	The payroll document type and the number series the run number comes from (PAY- by default). Document No. shows the next number.
MonthRequired	date	The month to pay. Not a future month; only one run per month.
Notes	text	Up to 400 characters, such as Diwali bonus month.
Mark payroll as paid
Paid on	date	The payment date; today by default and not in the future.
Paid from	dropdown	Bank or Cash. The net is credited to the bank or cash account set in your default accounts.
Hold back
Why	text	Reason for holding a payslip, up to 200 characters, such as bank details awaited.

Columns in the list

Payroll list: Run, Month, Staff, Gross, Deductions, Net pay (held back count), Employer adds, Paid (date and mode), Status (Draft, Approved, Paid)Run page: Name, Days (paid of base, loss of pay, worked, leave, off, OT, late), Full month, Gross (OT and additions), PF, ESI, PT, TDS, Loans, Other, Total, Net pay, Employer adds

Filters and search

Search by month or run numberRun page: search by employee or department

Buttons and actions

Run payroll / Compute payslipsCreates the month's run and works out a payslip for each employee on the rolls that month.

OpenOpens the run with every payslip.

RecomputeDraft only. Works every payslip out again from the register, the employees' pay and the settings. Held payslips stay held.

ApproveFixes the payslips and closes that month's attendance, leave and adjustments.

ReopenTurns an approved, unpaid run back into a draft.

Mark as paidPosts one journal for all payslips not held back: Dr Salaries & Wages (gross) and Dr Employer contributions; Cr PF, ESI, professional tax, TDS and LWF payables, Cr salary deductions payable for other deductions, Cr Staff Loans & Advances for recoveries, and Cr bank or cash for the net. Loan recoveries are written back to the loans.

Hold back / Let goKeeps one payslip out of the payment, or puts it back with the rest, before the run is paid.

ReleaseAfter the run is paid, pays a held-back payslip with its own journal entry.

PayslipOpens a printable payslip with earnings, deductions, employer contributions and year-to-date figures.

All payslipsOpens every payslip of the run, one to a page, for printing.

Bank sheetDownloads a CSV of employee code, name, paid by, bank, account number, IFSC, UPI ID, amount and narration. Held payslips show 0.

RegisterOpens the month's attendance.

How payroll worksOpens a page explaining the payroll rules.

RemoveDeletes a run that is not paid.

DownloadExports the list or the run to Excel, CSV or PDF.

Good to know

Days paid: the month is divided on the basis chosen in Payroll Settings (days in the month, 30 days, or 26 working days). Monthly staff are paid the days on the rolls less loss of pay (absences, half of each half day, unpaid leave). A working day nobody marked counts as worked. Daily-wage staff are paid for days present, half days and paid leave, at their daily wage.

Earnings: each salary line marked to be reduced for loss of pay is paid in the ratio of days paid to the month's base; other lines are paid in full. Then the statutory bonus (if on), overtime (hours times the employee's rate, or the overtime multiple times the hourly pay of the gross or basic over the month's base days and the shift's full-day hours), and the month's additions from Pay Adjustments.

Deductions, in order and never more than the gross left: PF and VPF, ESI, professional tax, LWF, TDS (fixed, or worked out from the tax tables: the year's projected income less what was already deducted, spread over the months left in the tax year), the structure's own deductions, adjustment deductions, then loan and advance instalments. Net pay is rounded to the rupee if set. The employer adds PF with pension, PF admin and EDLI, ESI, LWF and the structure's employer lines.

Left out of a run: employees whose employment type is not on payroll, monthly staff with no salary structure, daily staff with no daily wage, and anyone whose last month's salary is in a full and final settlement. The bank and cash accounts must be mapped in your default accounts before paying.

Loans & Advances

Menu path: /hr/loans

Record money given to staff as a loan or a salary advance, and take it back from their pay month by month. Payroll deducts each month's instalment by itself and this page keeps count of what is still owed.

How to use it

Open Staff & Payroll > Loans & Advances and click New Loan or Advance.
Choose the employee and the kind, and enter the amount and the date given.
Choose whether it was paid from the bank or in cash.
Choose the month recovery starts and either the number of months or the amount each month; the plan shows how it will be cleared.
Click Save. The payment is posted to the books.
Use the eye icon to see recoveries and to skip or restore a month.
If the employee hands money back directly, click Repaid.

Fields on this screen (15)

Field	Type	What to enter
New Loan or Advance
EmployeeRequired	dropdown	An active employee. Someone who has left cannot be given a loan.
Kind	dropdown	Advance against salary, or Loan. Advances are recovered on their own payslip line when the company has the advance component; loans on the loan line.
Amount given (₹)Required	number	More than 0.
Given on	date	Today if blank; not in the future.
Paid from	dropdown	Bank or Cash.
Taken back from the pay of	date	The first month of recovery; not before the month it was given. Defaults to that month.
Over how many months	number	1 to 120. If neither this nor the monthly amount is given, it is taken back in one month.
Each month (₹)	number	Leave blank to split the amount evenly (rounded up). The instalments must clear the amount within the months.
Note	text	What it is for, up to 300 characters.
Repaid
Amount (₹)Required	number	Money handed back directly; not more than is still owed.
On	date	Today by default; not in the future or before the loan was given.
Received in	dropdown	Cash or Bank.
Note	text	Up to 200 characters.
Details
Skip or restore a monthRequired	date	A month to leave out of recovery, or to put back. Not before recovery starts, not a month already recovered, and not a month whose payroll is approved.
Why	text	Reason for skipping, such as festival month, up to 200 characters.

Columns in the list

EmployeeNumber (kind and date given)Given (bank or cash)Each month (over how many months)Taken back (amount and %)Still owedNext from pay of (months left)Status (Recovering, Cleared, Cancelled)

Filters and search

All / Being recovered / Cleared / Cancelled tabsOne employee onlySearch by employee or number

Buttons and actions

SaveSaves the loan with a number from the staff loan series (LN-) and posts Dr Staff Loans & Advances, Cr Bank or Cash.

EditBefore any recovery, everything can change and the entry is re-posted. After money has come back, only the monthly amount and note can change.

RepaidRecords money handed back and posts Dr Bank or Cash, Cr Staff Loans & Advances. The loan closes when fully cleared.

DetailsShows recoveries and skipped months, and lets you skip or restore a month.

CancelOnly when nothing has been recovered. Reverses the entry in the books.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Loans and advances are interest-free.

The payroll recovery is written to the loan when that payroll is paid, not when it is computed.

Whatever is still owed when someone leaves is taken back in the full and final settlement.

Pay Adjustments

Menu path: /hr/adjustments

Add something to, or take something off, an employee's pay besides the salary: an incentive, arrears, a reimbursement, a fine. For one month or every month up to a chosen month. Payroll picks them up when it computes the month.

How to use it

Open Staff & Payroll > Pay Adjustments. The current month is shown; move with the arrows or pick a month.
Click New Adjustment.
Choose the employee and what it is for (an earning added to pay, or a deduction taken off).
Enter the amount and the month it is paid in.
To repeat it, choose the last month in Repeat every month until.
Click Save. Recompute the month's draft payroll if it is already run.

Fields on this screen (6)

Field	Type	What to enter
New Adjustment
EmployeeRequired	dropdown	An active employee.
ForRequired	dropdown	Added to pay: earnings set to Entered each month (incentive, arrears, reimbursement, leave encashment and so on). Taken off pay: your own deductions. Overtime and loan recoveries are not entered here.
Amount (₹)Required	number	More than 0.
In the pay of	date	The month it is paid or taken in. Not a month whose payroll is already approved.
Repeat every month until	date	Leave blank for one month only. At most five years; cannot end before it starts.
Note	text	Such as Diwali incentive, up to 200 characters. Printed with the line on the payslip.

Columns in the list

EmployeeFor (added or taken off)AmountApplies (month or range, in payroll lock)Note

Filters and search

Month picker with previous and next arrowsSearch by employee or component

Buttons and actions

New AdjustmentOpens the form.

EditOnly until the payroll of its first month is approved.

Stop after this monthFor a repeating adjustment, makes the month shown its last month.

RemoveDeletes the adjustment, for every month it covers. Not once its first month's payroll is approved.

DownloadExports the list to Excel, CSV or PDF.

Good to know

An earning adjustment counts towards PF or ESI wages if its component is marked so.

Deduction adjustments are taken only from what is left after statutory deductions and TDS.

Add more components under Salary Components with Worked out as Entered each month.

Full & Final

Menu path: /hr/settlements

Settle with an employee who leaves: the last month's salary, leave paid out, gratuity, notice not served and loans still owed, worked out from the record, checked, approved and paid.

How to use it

Open Staff & Payroll > Full & Final and click New Settlement.
Choose the document type and the employee. People who have already left come first.
Enter the resignation date (if notice was given), the last working day and the reason. The plan shows the notice served and short.
Click Work it out. The exit is recorded on the employee and the settlement opens as a draft.
Check what is due and what is taken. Click Correct figures to change days, leave paid out, gratuity, notice, loans, TDS or other items.
Click Approve on or after the last working day.
Click Mark as paid (or Mark as received if the employee owes money), choose the date and Bank or Cash. One journal is posted.
Print the statement.

Fields on this screen (23)

Field	Type	What to enter
New Settlement
Document TypeRequired	dropdown	The settlement document type and its number series (FNF- by default).
EmployeeRequired	dropdown	Anyone on record without an open settlement for their exit.
Resigned on	date	The day notice was given. Leave blank when there was none to serve; then no notice is taken back.
Last working dayRequired	date	Filled from the employee if set, else today. Not more than 120 days ahead, not before joining or resignation.
Reason for leaving	text	Resigned, retired, end of contract and so on, up to 200 characters.
Correct figures
Resigned on	date	Changing it works everything out again.
Last working dayRequired	date	Changing it works everything out again.
Reason for leaving	text	Up to 200 characters.
Salary days of the last month	number	The days paid for the last month, up to the month's base. The salary, PF, ESI and professional tax follow the days. Shown when the salary is in the settlement.
A day of leave is worth (₹)	number	The rate for each leave day paid out. Worked out as basic over the leave encashment days in Payroll Settings (26 by default); a daily wage for daily staff.
Leave paid out (days)	number	Per encashable leave type, in whole or half days, up to the balance.
Gratuity (₹)	number	As worked out, or entered by hand; not above the gratuity limit in Payroll Settings. The hint shows how it was worked out.
Other earnings (₹)	number	Such as bonus or arrears. Starts with the last month's earning adjustments.
Other earnings are for	text	Required when there are other earnings, up to 200 characters.
Notice served (days)	number	Days of notice served; the required days are shown.
Taken back for notice (₹)	number	The notice recovery. Enter 0 to waive it.
Loans taken back (₹)	number	Up to what is still owed on loans and advances.
Income tax, TDS (₹)	number	TDS on the settlement. Starts with the employee's monthly TDS amount when the last salary is included.
Other deductions (₹)	number	Starts with the month's deduction adjustments and the structure's own deductions.
Other deductions are for	text	Required when there are other deductions, such as laptop not returned.
Note on the settlement	text	Up to 400 characters.
Mark as paid / received
Paid on / Received on	date	Today by default; not in the future.
Paid from / Received in	dropdown	Bank or Cash.

Columns in the list

EmployeeNumber (paid date)Last working day (reason)Service (since joining)DueTakenNet (or owed by the employee)Status (Draft, Approved, Paid)

Filters and search

All / Drafts / Approved / Paid tabs (the cards also filter)Search by employee or number

Buttons and actions

Work it outRecords the exit on the employee, gives the settlement its number and works out every figure. A draft payroll of the last month is recomputed so the employee is not paid twice.

Work out againDraft only. Reads the register, leave balance, loans and pay again; figures corrected by hand are replaced.

Correct figuresDraft only. Saves the corrected figures.

ApproveFixes the figures. Only on or after the last working day.

ReopenTurns an approved, unpaid settlement back into a draft.

Mark as paid / Mark as receivedPosts one journal: Dr Salaries & Wages, Leave Encashment, Gratuity and Employer contributions; Cr PF, ESI, professional tax and TDS payables, notice recovery, other deductions and Staff Loans & Advances; and the net to or from bank or cash. Writes the loan recovery back and takes the leave paid out off the balance.

StatementOpens a printable statement of the settlement.

RemoveDraft only. The employee stays marked as left.

DownloadExports the list to Excel, CSV or PDF.

Good to know

Last month's salary: if that month's payroll is already approved, the salary was paid there and is left out; otherwise the settlement carries it (days on the rolls less loss of pay, with PF, ESI and professional tax) and the payroll of that month leaves the employee out.

Gratuity: due after the qualifying years in Payroll Settings (5 by default; a last year with enough days worked, 240 by default, counts whole). It is the PF-wage components (basic and DA) times the days per year (15) over the month days (26), for each year of service, a part year of six months or more counting as a year, up to the limit (₹20 lakh by default).

Notice not served is the required days less the days from resignation to the last working day, at a day's gross on the company's day basis.

A net below zero is money the employee pays in.

Reports

Menu path: /hr/reports

The salary register, statutory statements for PF, ESI, professional tax and TDS, and people, attendance and leave figures. Each report downloads to Excel, CSV or PDF.

How to use it

Open Staff & Payroll > Reports.
Pick a group (Payroll, Statutory, People, Time & Leave) or search by name.
Open a report.
Choose the month, financial year, year or department the report takes.
Read the cards and the table; click a row to open the employee or settlement.
Click Download for Excel, CSV or PDF, or the special file the report offers (ECR file, bank file).

Fields on this screen (4)

Field	Type	What to enter
Report filters
Month	date	For monthly reports; defaults to the latest month with a payroll run, not beyond this month.
Financial year	dropdown	April to March, up to six years back.
Year	dropdown	Calendar year for leave reports.
Department	dropdown	All departments or one, where the report takes it.

Columns in the list

Payroll: Salary Register, Cost by Department, Bank Transfer Sheet, Year-to-date Earnings, Cost to Company, Loans Outstanding, Settlement RegisterStatutory: PF Statement (with the ECR file), ESI Statement, Professional Tax, TDS on Salaries (by quarter, for Form 24Q)People: Headcount, Joiners & LeaversTime & Leave: Attendance Summary, Leave Balances, Leave Register

Filters and search

Group tabs: All, Payroll, Statutory, People, Time & LeaveSearch reports by name

Buttons and actions

DownloadExports the report to Excel, CSV or PDF.

ECR file (.txt)On the PF Statement: downloads the text file for the EPFO portal, one line per member with a UAN.

File for the bank (.csv)On the Bank Transfer Sheet: downloads the payroll's bank sheet.

The payrollOpens the payroll run the report is read from.

All reportsBack to the report list.

Good to know

Monthly payroll reports read the payroll run of that month; with no run the report says so.

The PF Statement shows EPF, EPS and EDLI wages (EPS and EDLI stop at the wage ceiling) and NCP days (days that lost pay); members without a UAN are counted on the card.

Year-to-date figures include approved and paid runs only; settlements are in the Settlement Register.

Payroll setup

Payroll Settings holds the company's statutory rules and pay-cycle choices. Payroll reads them every month, so when the law changes you change it here once.

Payroll Settings

Menu path: /hr/payroll-settings

Set the provident fund, ESI, professional tax and labour welfare fund rules, how a day's pay and overtime are worked out, the statutory bonus, gratuity and leave encashment, and the income tax tables TDS is worked out from.

How to use it

Open Staff & Payroll > Payroll Settings.
Switch PF, ESI, professional tax and LWF on or off and check their rates and limits.
For professional tax, pick your state and click Use this state's slabs, then correct the slabs to the current rules.
Set the pay cycle, overtime and rounding.
Set the statutory bonus and the gratuity and leaving rules.
Click Save Settings.
In Income tax (TDS), pick the tax year, check each regime's figures and slabs, and click Save for that regime.
Use Check it with a salary to see the effect on a sample gross.

Fields on this screen (65)

Field	Type	What to enter
Provident fund (EPF)
Deduct PF	checkbox	Switches PF on for employees marked for PF. On by default.
Employee share %	number	0 to 100; default 12. Employee PF is this % of the PF wage, rounded to the rupee.
Employer share %	number	0 to 100; default 12. The employer PF is this % of the PF wage less the pension share.
Wage ceiling (₹ a month)	number	Default ₹15,000. Pension and EDLI are always worked on wages up to this.
Above the ceiling	checkbox	Contribute on the ceiling only. On by default. If off, employee and employer PF are on the full PF wage.
Pension (EPS) %	number	Default 8.33. Out of the employer's share, on wages up to the ceiling. Cannot be more than the employer share.
Admin charge %	number	Default 0.50, on the PF wage. An employer cost.
EDLI %	number	Default 0.50. Insurance, on wages up to the ceiling. An employer cost.
PF establishment code	text	Up to 40 characters. Shown on the PF Statement.
Voluntary PF (VPF)	checkbox	Employees may add more PF of their own. On by default.
VPF up to (% of PF wage)	number	Default 88. The employee share plus VPF can be at most 100%. VPF is on the PF wage earned, not held to the ceiling, and goes into PF with the rest.
Employee State Insurance (ESI)
Deduct ESI	checkbox	Switches ESI on for employees marked for ESI. On by default.
Employee share %	number	Default 0.75, of the ESI wages earned, rounded up to the rupee.
Employer share %	number	Default 3.25, rounded up to the rupee.
Wage limit (₹ a month)	number	Default ₹21,000. ESI applies while a full month's ESI wages are within this.
ESI employer code	text	Up to 40 characters. Shown on the ESI Statement.
Contribution period	checkbox	Someone who had ESI earlier in April to September or October to March stays covered to the end of that period, even if a raise takes the wage over the limit. On by default.
Professional tax
Deduct professional tax	checkbox	Off by default. Cannot be on without slabs.
State	dropdown	Own slabs, or Andhra Pradesh, Telangana, Karnataka, Maharashtra, West Bengal, Gujarat or Assam for their usual slabs.
Registration no.	text	Up to 40 characters.
Professional tax slabs
Gross from (₹)	number	The month's gross the slab starts at.
To (₹, blank = and above)	number	Where the slab ends; blank for and above. Slabs for the same people cannot overlap.
Tax a month (₹)	number	The professional tax for a gross in this slab.
In February (₹)	number	A different amount for February, if the state has one (such as ₹300). Blank means the same.
Applies to	dropdown	Everyone, Men or Women. If an employee's gender has its own slabs, those are used; otherwise the Everyone slabs.
Labour welfare fund
Deduct LWF	checkbox	Off by default. Needs at least one month ticked.
Employee (₹)	number	The fixed employee contribution in each LWF month.
Employer (₹)	number	The fixed employer contribution in each LWF month.
Registration no.	text	Up to 40 characters.
Deducted in	checkbox	Tick the months the state collects LWF (January to December).
Pay cycle and overtime
A day's pay is the month's pay over	dropdown	The days in that month (default), 30 days every month, or 26 working days. Used for joining or leaving mid-month, loss of pay, overtime and notice pay.
Overtime is paid at	number	1 to 5 times the hourly rate; default 2. Used when the employee has no overtime rate of their own.
The hourly rate is on	dropdown	The gross (default) or basic only, over the month's base days and the shift's full-day hours.
Salaries go out on	number	Day of the following month, 1 to 31; default 7.
Net pay	checkbox	Round to the rupee. On by default.
A daily-rated worker's month	number	1 to 31 days; default 26. A daily worker's full month for ESI, bonus, leave and the cost to company.
A working day	number	Hours, default 8, where the employee's shift does not say. Used for the overtime hourly rate.
Statutory bonus
Pay bonus monthly	checkbox	Pays the statutory bonus with each month's salary. Off by default; leave it off to pay bonus yearly through Pay Adjustments.
Rate %	number	8.33 to 20; default 8.33. Of the PF-wage components (basic and DA) earned.
Worked on wages up to (₹ a month)	number	Default ₹7,000. Above this, the bonus is held to this wage. 0 means no ceiling.
Only for wages within (₹ a month)	number	Default ₹21,000. Basic and DA of a full month above this gets no bonus. 0 means everyone.
Gratuity and leaving
Days' wages for each year	number	0 to 365; default 15. 0 switches gratuity off.
A day's wage is a month's over	number	1 to 31 days; default 26.
Due after (years of service)	number	0 to 50; default 5.
A last year counts whole after	number	Days worked in the last year, 0 to 366; default 240. Someone one year short of the qualifying years still qualifies if they worked at least this many days in that last year. 0 means never.
Gratuity limit (₹)	number	Default ₹20,00,000. 0 means no limit.
Provision in cost to company %	number	Of basic; default 4.81. Only for the cost to company shown on structures and employees. 0 leaves it out; gratuity is still paid on leaving.
Leave is encashed at basic over	number	1 to 31 days; default 26. A day of leave paid out in a settlement is the monthly basic over this.
Income tax (TDS)
New employees' TDS is	dropdown	Worked out by payroll (default) or A fixed amount on their record. Sets the starting choice on the employee form.
The tax year starts in	dropdown	The first month of the tax year; default April.
Tax table for	dropdown	The tax year to view, such as 2026-27. A year not set up yet starts as a copy of the latest one.
Income tax: each regime (New, Old)
Standard deduction (₹)	number	Taken off salary income. Starting figures for 2026-27: ₹75,000 new regime, ₹50,000 old regime.
Cess %	number	Health and education cess on tax and surcharge; starts at 4.
No tax up to taxable (₹)	number	The rebate limit: taxable income up to this gets the rebate. Starts at ₹12 lakh (new) and ₹5 lakh (old).
The rebate is at most (₹)	number	The largest rebate. Starts at ₹60,000 (new) and ₹12,500 (old).
Marginal relief just above the rebate limit	checkbox	Tax is held to the income above the rebate limit. On for the new regime at the start.
Marginal relief on surcharge	checkbox	Tax and surcharge are held so the surcharge never takes more than the income above its threshold.
Ages	dropdown	Old regime slabs only: Under 60, 60 to 80, 80 and over, or Everyone. Picked by the employee's age at the end of the tax year.
Above (₹)	number	Where a slab of taxable income starts. The first slab starts at 0 and slabs may not leave gaps or overlap.
Up to (₹, blank = and above)	number	Where the slab ends; the last slab must be left blank.
Rate %	number	The tax rate of the slab.
On income above (₹)	number	A surcharge band start, such as ₹50 lakh. Starts with 10% above ₹50 lakh, 15% above ₹1 crore, 25% above ₹2 crore, and 37% above ₹5 crore in the old regime.
Rate % (surcharge)	number	The surcharge rate for the band.
Note	text	Up to 300 characters.
Check it with a salary
A monthly gross of ₹	number	Default ₹25,000. Shows the earnings, deductions, take-home, employer cost and monthly cost to company on the default structure, with the settings as last saved.

Buttons and actions

Save SettingsSaves PF, ESI, professional tax and slabs, LWF, pay cycle, bonus and gratuity settings. They apply from the next payroll run computed; approved runs keep their figures.

Use this state's slabsAfter you confirm, replaces the professional tax slabs with the chosen state's usual slabs and switches professional tax on.

Add a slab / Add a bandAdds a row to the professional tax slabs, an income tax slab, or a surcharge band.

Save the new / old regime for the yearChecks and saves that regime's figures, slabs and surcharge for the tax year shown.

How payroll worksOpens a page explaining the payroll rules.

Salary structures / ComponentsOpen those setup pages.

Good to know

TDS worked out by payroll: the year's income is the earlier employer's salary, plus gross already paid this tax year, plus this month, plus a full month for each month left. Less the standard deduction (and declared deductions in the old regime), taxable income is rounded down to ten rupees, taxed by slab, less the rebate, plus surcharge and cess. Monthly TDS is the year's tax less TDS already deducted, divided by the months left.

The state slabs are a starting point; check them against the current rules of your state.

If the page shows a note about the payroll rules update, the VPF, bonus, ESI period, gratuity and income tax sections are not yet available and TDS is the fixed amount on each employee.

Each section shows a short note of the law it follows, such as the EPF Act, ESI Act, Payment of Bonus Act and Payment of Gratuity Act.

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