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