Payroll Module

1.Search Bar:

Menu Overview

1.The Search Bar in the Payroll module helps you quickly find any section within Payroll Manager, such as payslips, salary structure, or attendance. Just type a keyword to navigate instantly.

Where to find it:

• On the left sidebar (where menu options like Global Masters, Payroll Master, Recruitment, etc. are listed),
  
  
• Just above the menu items, there's a "Search Menu" bar with a placeholder text saying:
  
  

Use Case:

• Quickly find specific options or sub-modules within Payroll.
  
  
• For example, you can type: Import Staff,Session Transfer, Salary Reports, Payroll Manager
  
  

This helps you navigate faster without scrolling through the full menu.

2. Active Session:

At the Top it shows which Academic Year And Financial Year Is Active.Ensures salary calculations, reports, and budget tracking are tied to the correct academic and financial periods.

Academic Year:    Shows the currently selected academic session (e.g., 2025–2026). This determines how staff records, increments, and school-year-specific payroll elements are managed.

Financial Year:    Displays the active financial session (e.g., 2025–2026). This is essential for accurate payroll processing, statutory reporting, and financial audits.
Use Case:

• Ensures salary calculations, reports, and budget tracking are tied to the correct academic and financial periods.
• Helps administrators verify they are working in the correct session before processing payroll.
• Prevents data mismatches when handling increments, leave balances, or deductions that are year-dependent.
• Critical for generating year-wise compliance reports (like PF, TDS, Form 16, etc.).

Important Notes:

• Always double-check the active session before generating payroll or reports.
  
  
• If sessions need to be changed (e.g., end of academic year), it should be done by users with admin rights through settings.
  
  
  3. Help Center, Manuals & Settings:
• 
  At the top Right one ? Help Desk (Zoho)    Opens the support system (Zoho), where users can log in, raise queries, and get technical help. Useful for resolving ERP-related issues.

(i) Manuals / Information    Opens user manuals, tutorials, or guidance documents to help navigate the module easily.

Settings    Allows the user to customize the interface, such as changing the theme color, layout preferences, or language settings.

User Profile Dropdown    Displays the logged-in user's name. Clicking on it opens a dropdown with the Logout option. Useful for session management and account switching.

Where to Find Them:

At the top-right corner of the Payroll screen (as seen in your screenshots), next to the logged-in user's name (e.g., MOHIT SINGH PAWAR), you'll find three icons:
❓ Help (Circle with a Question Mark)

📘 Manuals (Document or Info Icon)

⚙️ Settings (Gear Icon)

Use Case Example:

If you're uploading staff salary data and need the correct format:

• Click the 📘 Manuals icon to access the format guide.
  
  

If you're unsure about a button or process:

• Click the ❓ Help icon for immediate assistance or explanation.
  
  

4. Quick Links: 

By using these features that users need to access frequently or quickly — without going through multiple menus.User can add or remove according to their need.
➕ Button    Allows the user to add a new quick link by selecting a page/module they often use.

🗑️ Remove Button    Lets the user remove any existing link that’s no longer needed.

List View    Displays all the current quick links with serial number, page name, and action options.

Where to Find Them:

It is usually beside or near the “Staff Registration”


5. Dashboard:

This option takes the user to the main dashboard, where they can get an overview of key metrics and quick access to essential features.
Employee Overview Metrics

• Employee Head Count (YTD): Total number of employees with gender-wise breakdown.
  
  
• New Joinings: Count of newly joined staff this year, also gender-wise.
  
  
• Retirements: Number of retirements this month and year.
  
  
• Joined & Left Employees : Shows the number of employees who joined  and left  the organization this financial year.

B. Employment Statistics

• Bar Chart by Staff Type: Shows distribution across Staff type  like Teaching, Admin, Guards, Drivers, etc.

C. Salary Disbursement

• Graphical View: Shows total salary paid each month, gives quick financial insight.

D. Employment Status & Events

• Donut Chart: Display Distribution of staff as Permanent, Contract, Confirmed, or Not Assigned.
  
  
• Birthdays & Anniversaries: Displays current day celebrations (if any) for HR engagement.

E. Comparative & Demographic Analytics

• Month-wise Salary Comparison: Compares current year vs previous year salary.
  
  
• Nationality-wise Employee Strength: This section displays the total number of employees based on their nationality
• Department-wise Head Count: It provides a quick view of department-wise distribution across the organization. (e.g., Primary Teachers, Admin Dept., etc.).

F. Salary Range Distribution

• Bar chart representing:
  
  

• Number of employees within defined salary brackets.
  
  
• Helps analyze pay structure and equity.

Use Case Example:

This Payroll Dashboard acts as a centralized hub to:

• Monitor employee trends and HR metrics in real time.
  
  
• Track payroll disbursement and departmental distribution.
  
  
• Improve HR decision-making with data-driven visuals.
  
  
• Simplify access to frequently used payroll tools through “Quick Links.”
  
  
• Engage staff by acknowledging events like birthdays/anniversaries.

6. Global Master:
6.1. Define Mail Template:

Email Template Configuration Module – User Manual

The Email Template module in your payroll software allows users to create and manage predefined email templates for various communication scenarios. This feature ensures that emails sent to parents, staff, or other users are consistent, professional, and automatically personalized based on user-specific data.

Purpose of this Module

This module enables the user to define and configure customized email templates that will be used across the system for sending automated or manual emails related to different operations such as:

• Attendance Reports
  
  
• Payroll Summaries
  
  
• Payslip Distribution
  
  
• Reminders and Announcements
  
  
• General Communication

Field Description:

Mail Type

• A dropdown menu to select the type of email (e.g., Salary Slip, TDS Summary, Payment Confirmation, etc.).
  
  
• Determines the purpose and trigger for the email.
  
  

☐ Is Enable

• Check this box to activate the template, so it starts sending mails as per the defined configuration.
  
  

☐ Is Unicode

• When selected, it allows the email content to support multilingual text, including Hindi, regional languages, symbols, etc.
  
  

📨 Mail (Body Text Field)

• This is where you write the email content.
  
  
• You can insert dynamic fields using shortcodes (shown below this section) like:
  
  

• #school__ – School Name
  
  
• #RegNo__ – Registration Number
  
  
• #Sal__ – Total Salary
  
  
• #St__ – Slot Time
  
  
• #R__ – Staff Name
  
  

⚠️ These placeholders will be automatically replaced with actual employee-specific values when the mail is sent.

How It Works

1. Create a New Template:
   
   

• Navigate to the Email Template Configuration section.
  
  
• Click on “Create Template”.
  
  
• Choose the template type (e.g., Salary Mail, Attendance Report).
  
  

2. Define Subject & Body:
   
   

• Enter a suitable email subject.
  
  
• In the email body, compose the message content using symbolic placeholders (also known as merge fields).
  
  

3. Use of Placeholder Symbols:
   
   

• Instead of using actual field names (like Staff Name,Salary Amout), you can insert symbols (e.g., {{staff_name}}, {{amount}}).
  
  
• These symbols are dynamically replaced with actual data when the email is sent.
  
  

Example:

You want to send salary slips each month via email. You create a mail template like this:

Message:

Hello #R__,

Your salary for the month of #M__ has been processed.

Total Days: #W__
 Present Days: #D__
 Total Salary: ₹#Sal__

Regards,
Payroll Department

Now, when this mail is sent, the ERP will automatically fetch and insert employee-specific details in place of the tags like #R__, #M__, #Sal__, etc.

 School Administration

4. Save & Apply:
   
   

• Once defined, click Save.
  
  
• The template can now be automatically used when sending emails related to the selected category (e.g., when fee is due or a payslip is generated).
  
  

Key Features

• Allows use of dynamic placeholders for personalizing emails
  
  
• Helps in saving time by avoiding repetitive email drafting
  
  
• Reduces manual errors in names, amounts, dates, etc.
  
  

Best Practices

• Always test each template with a sample user to ensure placeholders are rendering correctly.
  
  
• Keep the content short, clear, and professional.
  
  
  

How to Edit a Saved Email Template

The system allows users to easily update any previously defined email templates. Whether you need to revise the subject line, change the body content, or update placeholder symbols, the editing process is straightforward and uses the same interface as the template creation screen.

Steps to Edit a Saved Email Template

1. Navigate to the Email Template List:
   
   

• Go to the Email Template Configuration module from the menu.
  
  
• You will see a list of all previously defined templates.
  
  

2. Click on the “View” Button:
   
   

• Next to each template entry, there is a “View” button.
  
  
• Click it to open the template in edit mode.
  
  

3. Edit the Template:
   
   

• The edit window is identical to the template creation window.
  
  
• You can update:
  
  

• Template Type (if allowed)
  
  
• Email Subject
  
  
• Email Body with dynamic placeholders like {{staff_name}}, {{amount__}}, etc.
  
  

4. Save Changes:
   
   

• After making your changes, click the “Save” button to update the template.
  
  
• The changes will be immediately reflected wherever that template is used in the system.

Important Notes:

• If the template is in use for automated communications (e.g., fee alerts or payslips), changes will apply to all future emails sent using that template.
  
  
• Be cautious while modifying placeholder symbols—incorrect or missing symbols may result in blank or broken values in the final emails.
  
  
• Always review the content before saving to maintain professional tone and data accuracy.

 Use Case

You want to update the subject line for the fee reminder template from:

Pay Slip - {{staff_name}}

To:

Your payslip for the month of {{month_year}}  has been released and is now available in the ERP portal.

Kindly log in to your account to view or download the document for your records.

• Simply open the template using View, make the changes in the subject box, and hit Save.

Tip

Consider maintaining a naming convention or versioning system if multiple people have access to editing templates (e.g., "Pay Slip - v2").

6.2  Import staff:

This Section allows bulk uploading of staff details into the Payroll ERP system via an Excel file. It is a time-saving utility designed to help administrators quickly register or update multiple teacher/staff records at once, instead of manually entering them one by one.

Import Type:

• Excel To Online: This option is selected by default, meaning the uploaded Excel file will be read and its data transferred into the system automatically.
  Upload Excel Section

• Label: “STAFF DETAILS”
  
  
• Action: Upload an Excel file that contains the staff information (e.g., name, department, designation, contact details, etc.).
  
  
• Browse/Select file: Button to browse and choose the Excel file from your computer.
  
  
• Save Teachers: After selecting the file, clicking this button will:
  
  

• Read the data from Excel.
  
  
• Validate and import staff data into the Payroll system.
  
  
• It will add new records.

 Use Case:

1. Onboarding New Academic Year Staff
   
   
2. Migrating from Previous Payroll or HR Systems
   
   
3. Mass Updates to Staff Information (e.g., designations, departments, pay scales)

Important Notes:

• Ensure the Excel file format matches the system's expected structure (usually provided as a template).
  
  
• Any missing mandatory fields may result in upload errors.
  
  
• Duplicate or inconsistent data (like mismatched employee codes) may be rejected.

6.3. Session Transfer:
The "Session Transfer" feature in the Payroll ERP allows users to move payroll-related data from the current academic or financial year to the next academic year without re-entering it manually.

7.     Master Setting

7.1  Define Global Settings

7.1.i. Main Global Settings:

This is a by-default setting which comprises all the settings and values of the heads which has to be applied during the Salary Generation. 

Here's a detailed breakdown of each section's functionality:

Global Payroll Settings (Form 16, Provident Fund)

Form 16 Settings:

Rebate on Travelling Allowance (TA): Rebate on TA in Form 16 refers to the tax exemption given for travel between home and office.
Like ₹800/month is tax-free. Enabled for 12 months = ₹9,600/year exemption.

HRA for Metropolitan Cities : This percentage is used while calculating HRA tax exemption under Income Tax rules.

For employees living in metropolitan cities (Delhi, Mumbai, Kolkata, Chennai), House Rent Allowance (HRA) exemption is calculated as:

           50% of the basic salary.

           For non-metropolitan cities, it's 40% of the basic salary.

           
Rebate on Hill Allowance (HA): HA is a special allowance given to employees working in hilly or high-altitude areas.Under Income Tax rules, a rebate/exemption is allowed on HA, and the amount varies based on the location — typically ranging from ₹300 to ₹7,000 per month, depending on the height and region.

This helps reduce the employee’s taxable income if HA is part of the salary structure.

Provident Fund (PF) and Pension Settings

 Admin/Inspection/Insurance Charges (by employer):

• Admin Charges (A/C No 2): 1.10%
  
  
• Inspection Charges (A/C No 22): 0.01%
  
  
• Death Insurance (A/C No 21): 0.50%
  
  
• Other Inspection Contributions: Minor percentages, regulatory.

Inspection's Total PF Contribution towards PF A/C:

The total amount contributed to the Provident Fund (PF) account by both:

1. Employer's contribution, and
2. Employee's contribution,

for the purpose of inspection, audit, or compliance review.

ESI & Miscellaneous Settings

 Change Sorting Order

Salary Sheet Settings

Gratuity & Bonus Settings

 Bonus:

Use Case: 

This module standardizes salary processing, tax compliance, and statutory deductions. Once configured, these values:

• Automatically apply to payroll calculations for all employees.
• Ensure compliance with laws (e.g., EPF Act, ESI Act, Income Tax Act).
• Simplify Form 16 generation and audit trails.

7.1.ii. Salary Generate Settings:

• ✅ Salary Generate Settings – Currently active. This section allows configuration of what components appear when generating a salary.

2. Head(s) in Salary Generation Form

This section shows a list of salary heads or components that can be included in salary processing.

Each checkbox toggles whether the specific head will be active during salary generation.

✅ Checked = Included in Salary generation page.

⬜ Unchecked = Excluded or not used

Examples from the image:

• ✅ Dearness Allowance, TDS, Other Allowances, Provident Fund, Voluntary Provident Fund, Employee State Insurance etc., will be calculated as part of salary.
  
  

These options are customizable based on the school’s specific payroll policy.

3. Naming Conventions

Choose how the system will display names or text in payroll documents :

• Upper-Case Letters – Selected in the image (e.g., JOHN DOE)
  
  
• Lower-case letters (e.g., john doe)
  
  
• Capitalized Letters (e.g., John Doe)
  
  

This impacts how staff names or salary components appear on generated reports/slips.

4. Update Button

After making any changes, click "Update" to apply the settings.

7.2.Change Academic Year:

  This page is designed to provide user-specific control over Academic/Financial year selection. Changing the academic year here:

• Only impacts the logged-in user's view.
  
  
• Does NOT alter the system-wide academic year for the school or for other users.
  
  

Fields Description:

1. Academic Year

• Dropdown to select the academic session (e.g., 2025–2026).
  
  
• This affects reports, salary records, and data categorized under the selected school year.
  
  

2. Financial Year

• Dropdown to select the corresponding financial year.
  
  
• Used for payroll accounting, tax computation, TDS, PF, ESI, etc., based on the correct financial cycle.
  
  

3. School

• If multiple schools or branches are managed under one ERP system, you can select the specific school (in this case, Franciscan Public School).
  
  

4. Change Button

• 🔄 Clicking the “Change” button applies the selected session and school context.
  
  
• It refreshes all salary processing, records, and reports to match the selected session and year.
  Use Case:
• Prevents errors in data entry or salary slips by ensuring you're operating under the right year.
  Enables transition between academic/financial sessions (e.g., moving from 2024–2025 to 2025–2026).
• Necessary before generating reports, initiating payroll processing, or transferring sessions.
  Use Case Example:
• Let’s say you’ve just begun the 2025–2026 session in your school. Before processing June 2025 payroll:

• You come here
• Select Academic Year: 2025–2026, Financial Year: 2025–2026
• Click Change
• Now all payroll activities reflect that session.

7.3. Salary Calculation Based On:

This setting allows the organization to choose the basis for calculating various salary heads like Basic, HRA, and Allowances:

• Monthly Gross:
  Salary components (Basic, HRA, Allowances) will be calculated as a percentage of the employee’s gross salary.
  
  
• Monthly Basic:
  Salary components will be calculated based on the employee’s basic salary only.
  
  

⚠️ Important Note: Once salary is generated for any employee, this setting cannot be changed.

✅ Functionality Purpose:

• This setup drives the logic behind salary structure calculation.
  
  
• Ensures consistency and automation when processing payroll each month.
  
  
• Helps maintain compliance with statutory requirements (e.g., minimum basic for PF, tax, etc.).
  
  
• Once set, the system uses these configurations to auto-distribute the CTC into salary components.

7.4.  Define Staff Type:

This section is used to create and categorize different types of staff in your institution for payroll and visibility purposes.

Fields Description:

1. Staff Type (Text Box)

• Enter the name of the staff category, e.g.:
  Teaching Staff, Non-Teaching Staff, Administrative Staff, Hourly Workers, Contractual Staff, etc.
  
  
• This classification helps group employees for salary structure, reporting, and payroll processing.
  
  

2. Is Hourly Paid (Checkbox)

• Tick this box if the staff type is paid on an hourly basis rather than a fixed monthly salary.
  
  
• Useful for:
  Part-time teachers, Lab assistants, Activity/resource-based staff
  
  
• Enables the payroll system to calculate wages based on hours worked instead of fixed monthly pay.
  
  

3. Show on e-Care (Checkbox)

• Tick this if you want this staff type to be visible in the e-Care portal or mobile app.
  
  
• Common use cases:
  
  

• Making staff visible for parent-school communication
  
  
• Internal school directory
  
  

• If unticked, the staff type remains internal to HR/payroll only.
  Button       Function
• ✅ Save    Saves the defined staff type and options into the system
• 👁️ View    Displays a list of existing staff types already created
• 🖨️ Print    Allows you to print the list of staff types (for admin records/reporting)
• 🔄 Reset    Clears the form for fresh entry
  Use Case:
• Helps in segmenting employees based on roles and payment nature.
• Facilitates custom payroll rules (e.g., hourly vs. monthly).
• Enables better reporting and filtering for payslip generation, taxation, and compliance.
• Connects Admin and parent communication via the e-Care platform.

7.5. Define Qualification:

This feature is part of the employee master setup, helping HR/admins to manage employee qualifications systematically.

Fields Description:

1. Qualification (Text Box)

• Here, the user types the name of the qualification that will be associated with employees, such as:
  B.Ed, M.Sc, MBA, Ph.D., Diploma, etc.
  
  
• These entries can later be linked to staff profiles for documentation, filtering, reporting, or salary structure.

7.6.  Define Designation:

This section helps define and structure the designations of employees such as Teacher, Accountant, Principal, Clerk, etc., and link them to levels and visibility in payroll.

Field Description:

1. Designation (Input Field)

• Enter the title or role of the employee (e.g., Teacher, Driver, Office Admin, Coordinator).
  
  
• These designations are later mapped to employees during profile creation or salary assignment.
  
  

2. Level (Dropdown)

• Represents the hierarchical or pay scale level.
  
  
• Common use cases:
  
  

• Level 0: Entry-level staff
  
  
• Level 1: Mid-level
  
  
• Level 2+: Senior positions like Principal, HOD, Admin
  
  

• Helps in structuring salary bands, access levels, or benefit eligibility.
  
  

3. Show in Payroll (Checkbox)

• If checked, this designation will be available for payroll processing.
  
  
• If left unchecked, the designation will exist in the system (possibly for reporting or other non-salary roles), but not appear in salary-related operations.

If left unchecked, the designation will exist in the system (possibly for reporting or other non-salary roles), but not appear in salary-related operations.

✅ Save    Stores the entered designation in the system database

👁️ View    Displays a list of already defined designations

🖨️ Print    Allows printing of designation data for records

🔄 Reset    Clears the current form for fresh entry

Important Notes: 

Ensures clear classification of employee roles for streamlined payroll setup.

Supports designation-wise salary reports, filters, and analytics.

Aligns with the staff hierarchy and organizational workflow.

7.7.  Define Department

This section allows  Payroll Admins to manage organizational departments, which is crucial for categorizing employees, structuring salary budgets, and generating department-wise reports.
Field Description: 

Department (Text Field)    Enter the name of a new department (e.g., Mathematics, Admin, Accounts, IT, Transport, etc.). This helps in grouping staff based on functional or academic divisions.

Save (Green Button)    Saves the entered department to the ERP database. This department will be available across payroll settings, salary structures, reports, etc.

View (Blue Button)    Displays a list of all previously created departments. Helpful for reviewing or avoiding duplicates.

Print (Purple Button)    Prints the list of departments. Useful for administrative records or audits.

Reset (Orange Button)    Clears the form input to allow re-entry or correction.
USE CASE:

Once departments are defined, they are used in:

7.8. Upload Staff Photo:

Upload Staff Photo in the Payroll ERP system (FranciscanCare Payroll module). Uploaded photographs are displayed in reports, salary slips, ID cards, and other documents.

Field Description: 

Use Case:

Payroll & Salary Slip Personalization    Staff photos appear on printed salary slips and reports for identity confirmation.

ID Card Generation    Staff ID cards are auto-generated using these photos.

Administrative Identification    Helps HR/Management quickly identify individuals in lists.

Audit & Compliance    Enhances record authenticity in physical or digital audits.
7.9. Download Photo:

This section allows authorized users (like HR or Admin) to view and download staff photos for a specific category (e.g., Management). These photos may be used for: Payroll records, ID cards, Staff profiles, Attendance systems, Documentation or audits

Field Description: 

• Staff Dropdown (Staff: Management):
  
  

• Lets the user filter staff by department or designation type (e.g., Teaching, Non-teaching, Management).
  
  
• Currently selected: Management – so only management staff photos are shown.
  
  

• Size Options (Select Size):
  The user can choose the desired photo resolution before downloading. Four options are available:
  
  

• Card Size – 216 x 253 px: Used for ID cards or printed materials.
  
  
• Original Size – 432 x 506 px: High-resolution original photo.
  
  
• Full Size – 136 x 159 px: Suitable for profile views.
  
  
• Thumbs Size – 63 x 74 px: Small thumbnails for quick preview or listing.
  
  
  
  

• Download Functionality:
  
  

• Likely allows the bulk download or individual download of these images, based on the chosen size.
  
  
• Could be used for syncing with ID card printing software or records in the Payroll section.

7.10  Define Staff Document Type:

This feature allows administrators to set up the types of documents that need to be collected from staff members for payroll, and compliance purposes.
Define Document Type / Define Document:

• Define Document Type (selected in the screenshot):
  Used to create new document categories like:
  
  

• PAN Card
  
  
• Aadhaar Card
  
  
• Degree Certificate
  
  
• Bank Passbook
  
  

• Define Document:
  Used to upload actual documents for a specific staff member under the defined types.
  
  

Document Type Input Field:

• Here, you manually type the name of the document category.
  
  
• Example: "Medical Certificate" or "Appointment Letter"
  
  

Buttons:

• Save: Saves the document type.
  
  
• View: Shows a list of already defined document types.
  
  
• Print: Allows printing the list of document types.
  
  
• Reset: Clears the input field to start fresh.

8. Payroll Master:
8.1.i. Staff Registration: 

 Basic Personal Information

Purpose: Identify the staff member and collect essential personal details.

Section 2: Family & Contact Details

Section 3: Employment Details

Section 4: Identity and Classification

Section 5: Financial Nominee Details

Section 6: Additional Declarations

Checkboxes for required documents and roles:

• Child Protection
  
  
• Police Clearance Certificate
  
  
• Medical Fitness Certificate
  
  
• Special Educator (If applicable)
  
  
• Auto Assign Leaves: System will assign standard leave entitlements automatically.

8.1.ii Staff Salary Details 

Where salary structures, amounts, and pay heads are entered.
Top Section: Employee Identification & Banking Details

Basic Salary Part

Employment Milestone Dates

These fields are used for historical tracking, compliance, and statutory filings.

MACP Dates (Career Progression)

Extension Dates

Use Case:

The Salary Details page allows administrators to:

• Define how salaries are processed and disbursed.
  
  
• Ensure legal compliance with statutory bodies like EPFO, ESI, Income Tax, etc.
  
  
• Maintain historical and banking records of each staff member.
  
  
• Prepare for automation of salary calculation and payslip generation.

8.1.iii. Staff Salary Head:

• This section allows Payroll administrators to:
• Assign salary components (heads) like allowances and arrears to individual staff members.
  
  
• Set values and types for each salary component.
  
  
• Customize payroll calculations for each employee.

Use Case:

This section is used:

• During salary setup for a new staff member.
  
  
• When editing an existing employee's salary (e.g., allowance revisions).
  
  
• For adding temporary payouts like arrears or bonuses.
  
  
• For generating accurate monthly payslips.

8.1.iv. Staff Education Details 

To collect, store, and manage the academic background of employees for HR records, payroll grading, and compliance/audit requirements.

8.1.v. Staff Experience Details

Staff Experience Details tab is used to record, track, and manage the work experience history of an employee (staff) in an educational institution or other organizations

1. SL. NO. / Select Checkbox:
   
   

• Automatically generated serial number for each experience entry.
  
  
• Checkbox may be used for selecting specific entries for batch actions (like deletion or editing).
  
  

2. Name & Address of the Institution:
   
   

• Enter the name and location of the previous organization where the staff member was employed.
  
  

3. Year (From) and Year (To):
   
   

• Specify the start and end year of the staff member's service at the respective institution.
  
  

4. Post Hold:
   
   

• The designation or role the staff member held in that institution (e.g., PGT, TGT, Admin, Clerk).
  
  

5. Nature of Job (Permanent/Temporary):
   
   

• Select whether the position held was Permanent or Temporary.
  
  

6. Reason of Leaving:
   
   

• State the reason why the staff member left the previous job (e.g., Resigned, Transferred, Terminated).
  
  

7. Delete Icon:
   
   

• Used to delete a specific row or experience entry.
  
  

8. Add Row Button:
   
   

• Adds another row to input additional experiences for the same staff member.

8.1.vi.  Other Information:

This section is used to capture personal and background information about staff members that may not fall directly under salary, education, or work experience.

8.2. Define salary account:

This section is used by the school administration or accounts department to set up the official school bank account that will be used to distribute salaries to all staff. It acts as the default salary disbursement account in the payroll system.

Field Description:

Select Bank

• Dropdown list to choose the bank where the school’s salary account is maintained.
  
  
• Common options: SBI, ICICI, HDFC, PNB, etc.
  
  

✅ This bank will be used to process salary payments for all staff.

2. Account Name

• Enter the name of the account as registered with the bank (usually the name of the school or trust).
  
  

Example: "Franciscan International School Salary A/C"

3. Account No.

• Enter the exact account number of the school’s salary bank account.
  
  
• This account will be the source of funds for all payroll transactions (salary credit to staff accounts).

8.3. Define Salary Month:

Users can define a specific month for which an employee’s salary is being calculated, processed, and paid.
SI. No.: A system-generated serial number for internal tracking of each month's setup.
Select Year: The academic or financial year for which the payroll is being defined.
Select Month: The specific month (e.g., April) for which the salary process is being configured.
Total Days of Month: Total number of calendar days in the selected month (April has 30 days). This value is important for prorating salary when joining/leaving mid-month or for partial working days.
Total Working Days: Number of actual working days in the selected month, excluding holidays (like Sundays, public holidays, etc.). This figure is used to calculate per-day salary and Leave Without Pay (LOP) deductions.

8.4. Assign Info Bulk:

This section is used to define and manage salary account details of all employees — linking their employment details to their salary disbursement bank accounts and payroll structure.
Salary A/c Name: Choose a specific salary account (e.g., "Teaching Staff", "Non-teaching Staff", etc.)

Salary A/c No: Select a specific account number if available.

Staff Type: Filter between types of employees like Full-Time, Part-Time, Contractual, etc.

Buttons:
View: Display the current records based on selected filters.
Update: Save changes made in the staff info table.
This is where actual staff salary account-related data is entered/managed. Let’s break down the fields:

Sr. No / Emp No / Name

Auto-generated and editable employee information for identification.

PAN No / PF No / UAN No / ESI No

These are statutory and compliance identifiers:

PAN No: For income tax tracking.

PF No: Provident Fund number.

UAN No: Universal Account Number for PF.

ESI No: Employee State Insurance number.

Machine No

Represents biometric machine ID linked to attendance.

School Bank Name

The bank where the school holds the salary account (used for crediting salary in bulk via bank integration).

School Bank Acc No

The school’s bank account number from which salary will be credited.
Emp Bank Acc No

The employee’s personal bank account number for receiving salary.

Basic Salary

The fixed basic salary assigned to the employee.
Grade PayAdditional salary component based on the employee’s grade/rank.

Increment DateThe last increment date or next scheduled increment.
Order NoInternal order sequence, may relate to payroll processing or reporting.

Use Case:

You can add, update, or correct employee account and payroll details from this page.

8.5.Create Salary structure:
8.5.i. Define Salary Head:

This section is used to create and configure different salary components, such as Basic Pay, HRA, DA, Bonus, Deductions, etc., which form part of the salary structure.

8.5.ii. Relate Static Dynamic Head:

This feature allows the system to link predefined (static) salary components with actual (dynamic) heads used during salary processing.

• Static Head: Predefined or system-based salary components.
  
  
• Dynamic Head: Custom or user-defined salary heads configured during payroll setup (e.g., "House Rent Allowance", "Transport Allowance").
  
  

Mapping ensures that:

• The salary data is calculated, displayed, and reported correctly.
  
  
• Arrears, recoveries, and statutory deductions align properly with the configured heads.

8.5.iii. Define Salary Group:

This section is used to create different salary groups or bands based on basic pay slabs. Each group defines the range of basic salary and associated values like grade pay and pay scale.
Group Name: Enter a name for the salary group (e.g., TGT Grade I, Admin Level II). This helps identify the band.
Basic From: Lower limit of the basic salary for the group (e.g., ₹20,000).
Basic To: Upper limit of the basic salary (e.g., ₹30,000). Employees within this range fall under this group.
Grade Pay: Fixed additional pay associated with the group, often used in government-style pay systems.
Pay Scale: A reference code or number indicating the full pay scale (can be internal or regulatory).
Actions at the Bottom

• Save: Saves the defined salary group into the system.
  
  
• View: Displays existing salary groups.
  
  
• Print: Allows printing of the group details for records.
  
  
• Reset: Clears all the fields to start fresh.

8.5.iv. Assign Salary Head to Group:

This setup defines what components (allowances, arrears, deductions) an employee in a specific salary group is entitled to, and how much they receive—either as a fixed amount or as a percentage of basic pay.

Usage Flow

1. Select a Salary Group from the dropdown.
   
   
2. Tick the checkbox beside each applicable salary head.
   
   
3. Enter the value for each head based on its type:
   
   

• If Total Basic % → enter the percentage (e.g., 10 for 10%).
  
  
• If Fixed → enter the fixed amount (e.g., 2000).
  
  

4. Click Save (button likely appears further down) to apply the configuration.

8.5.v. Assign Salary Group to Staff:

Assign Salary Group to Staff. This part of the payroll system is essential for linking individual staff members with the correct salary structure (i.e., salary group) that has already been defined.
Functionality: Assign Salary Group to Staff

This interface allows HR or Payroll Admins to:

🔹 Assign a Salary Group (predefined pay scale and allowances)
🔹 To one or more staff members
🔹 Based on their Staff Type, designation, or manually selecting them.

Workflow

1. Filter by Staff Type (optional).
   
   
2. Select Salary Group from dropdown.
   
   
3. Check the boxes next to staff to whom you want to assign this group.
   
   
4. Click Assign to apply to the salary group.
   
   
5. (Optional) Use Show Structure to preview what the group includes (DA, HRA, etc.).
   
   
6. If needed, click Remove to undo assignments.

8.5.vi. Bulk Salary Head Assign:

This functionality allows payroll administrators to assign or update specific salary components (like allowances or deductions) to multiple employees at once.

Workflow (Example)

1. Select Dearness Allowance from the Salary Head dropdown.
   
   
2. Use optional filters (e.g., only Teaching Staff, or specific Bank).
   
   
3. Click View – the system will list matching staff.
   
   
4. Check the boxes next to employees you want to assign this allowance to.
   
   
5. Click Save to apply the changes.

8.5.vii. Bulk Salary Head Entry:

The user can manage and update salary heads (i.e., components of salary like allowances, deductions, etc.) for one or more employees in bulk.
Filter Options (Top Section)

These dropdowns allow users to filter data before viewing or editing salary information:

1. School Bank – Filter by the bank used by employees (default: All School Banks).
   
   
2. Salary A/c No. – Filter by salary account number (default: All Salary A/C).
   
   
3. Employee Type – Filter by type of employee (default: All Employee Types).
   
   
4. Head – Select a particular salary head (default: All Salary Heads).
   
   

🔘 Action Buttons

• View: Displays salary data for filtered employees.
  
  
• Edit: Allows editing of salary-related fields.
  
  
• Reset: Clears all filters and selections.
  
  

Use Case

This tool is primarily used by payroll administrators to:

• Enter and manage bulk salary data,
  
  
• Adjust various salary components,
  
  
• Ensure accuracy in payroll processing.

 8.5.viii. Define 7th CPC Level:

This module is specifically used for configuring and managing pay structures based on the 7th Central Pay Commission (CPC), which is a standardized government pay matrix used across many educational and government institutions in India.

Action Buttons at Bottom

Use case:

8.5.ix. Define 7th Commission Basic:

Users can define the basic pay values (cell amounts) associated with specific 7th CPC Levels, which are required for correctly calculating employee salaries.
7th CPC Level: Allows the user to select a particular 7th CPC Level (e.g., Level 1, Level 10).
Cell Amount: Monetary value of the specific cell under the selected CPC level.
Example: 122.00 is the amount set for one of the cells in the "testing" level.

In the real system, there would typically be multiple cells per level, each representing a higher pay step as an employee gains experience or promotions.
Use Case:

This screen is essential for:

• Creating salary matrices under 7th CPC for employees.
  
  
• Defining structured increment levels per CPC grade.
  
  
• Linking basic pay values to employees based on their grade level and years of service.

Workflow Example:

• If a teacher is at 7th CPC Level 6, Cell 5, their basic salary will be picked from this matrix (e.g., ₹25,500), and all allowances (HRA, DA, etc.) are calculated based on this basic pay.
  
  

8.5.x. Bulk Head Remark Entry:

To enter, update, or annotate salary head values (like DA, HRA, etc.) for multiple employees in one go, typically for internal records, auditing, or administrator notes.
ey Functional Elements

📌 Filters at the Top

These help to narrow down the employee list based on criteria:

• School Bank: Filters employees whose salaries are disbursed through the selected bank (e.g., Punjab National Bank).
  
  
• Salary A/c No: Can further narrow it to specific account numbers, but in this case, it’s set to All Salary A/C No.
  
  
• Employee Type: Allows filtering by type such as Teaching, Non-teaching, Contractual, etc. Here, it's set to All Employee Types.
  
  
• Salary Month: The salary month for which the remark will be applied (e.g., April 2025).
  
  
• Salary Head: Specifies which component you want to annotate. In this case, it's DA (Dearness Allowance).

Main Table

This section shows a list of employees who match the filter criteria:

• Staff Details Checkbox: Lets you select individual or multiple employees.
  
  
• Sr. No., Emp. No., Emp. Name: Identifiers for the employee.
  
  
• Amount: Displays the amount for the selected salary head (e.g., ₹118,571 for DA for Mohit Singh Pawar).
  
  
• Remark Field: Input field where you can enter text remarks for the selected employee(s).
  
  
• Copy Remark Button: Lets you copy the same remark to multiple selected rows to save time.

Action Buttons

• View: Loads the data based on the selected filters.
  
  
• Reset: Clears current selections and inputs.

Use Case Example

Let’s say HR wants to note that DA for April 2025 includes a special adjustment due to inflation. They can:

1. Select April 2025 → DA → Filter employees.
   
   
2. Type “Includes inflation adjustment” in the Remark box.
   
   
3. Click “Copy Remark” to apply it to all listed employees.
   
   
4. Save/update records.

8.6.  TDS Configuration:
8.6.i. Define Income Tax Slab:

Users can configure tax slabs for different categories of employees based on the Income Tax Regime. It helps ensure that the correct tax percentage is deducted from an employee’s salary according to applicable laws and group-specific slabs.
1. Select Tax Regime Type: Allows you to choose the taxation system:
Existing Regime (with exemptions & deductions).
New Regime (lower rates but without exemptions).
2. Select Group: Used to define tax slabs separately for:
Male,Female,Senior Citizens
3. Sl. No.: The serial number for maintaining the order of slabs (e.g., 5). It helps when defining multiple slabs for progressive taxation.
4. Lower Bound (in Rs):The minimum income for the slab to apply.
5. Upper Bound (in Rs):The maximum income for the slab.

6. Tax (in %): The rate of income tax applicable to income falling within the defined bounds.
Benefits

• Ensures accurate tax calculation based on income and demographic.
  
  
• Complies with Government of India TDS regulations.
  
  
• Allows different slabs for different regimes and groups.
  
  
• Easily auditable and printable.

8.6.ii. Relate IT Slab To Staff:

Users can map each staff member to a specific Income Tax Regime (Old or New) so that the correct TDS (Tax Deducted at Source) is calculated during salary processing.

Key Functional Elements

1. Staff Type (Dropdown)

• Allows filtering of staff by employment category:
  
  

• Example: Teaching, Non-Teaching, Admin, etc.
  
  
• Selected option: All Staff Types (shows everyone).
  
  

2. Select Tax Regime Type (Dropdown)

• Provides the options to choose:
  
  

• Old Tax Regime – with exemptions/deductions.
  
  
• New Tax Regime – lower tax rates, no exemptions.
  
  

• This regime will be assigned to the selected staff members.

STAFF DETAILS Table

8.6.iii.  Define IT Head:

Users can create and manage specific tax deduction heads (like LIC, Tuition Fee, HRA Rent Paid) under a broader IT Group (like Section 80C, Section 80D, HRA, etc.).

Use Case Example: 

To define Section 80D (Medical Insurance Premium):

• Sl. No.: 12
  
  
• IT Head Group Name: Section 80D
  
  
• Max Rebate Limit: 25000
  
  
• Percentage: 100
  
  
• Click Save
  
  

Once saved, this rebate option will be available to assign to staff when calculating their taxable income and TDS.

8.6.iv. Define TDS Deductee:

This section is used to record the details of individuals or employees for whom TDS (Tax Deducted at Source) is applicable. It is an essential part of payroll compliance and tax reporting.

This is typically used for:

• Contractors, consultants, or part-time workers.
  
  
• Employees where TDS needs to be manually set or reported for statutory compliance.
  
  
• Mapping specific personnel as deductees in TDS returns (e.g. Form 24Q).

Field Description:

8.7. Pay  Scale Configuration:

8.7.i. Define Pay Scale:

Admin users can create and manage pay scales for employees. It refers to a structured salary range or band assigned to different positions or employee categories.
Ensures salary structure consistency across departments.

Essential for automated payroll calculation based on grade/level.

Facilitates easier reporting, budgeting, and audits.

8.7.ii. Define Pay Scale Amount:

Users can assign a specific monetary value to a defined pay scale. This is a crucial step in the payroll setup process because it links the Pay Scale Name (created in the previous step) with its corresponding salary amount.

Purpose in Payroll Configuration

This is a critical step because it directly influences:

• Monthly salary calculations
  
  
• Budget planning and payroll forecasting
  
  
• Automatic generation of payslips and TDS
  
  

Without this configuration, the system won’t know how much salary to associate with each employee based on their pay scale.

Workflow Summary

1. Define Pay Scale – Set up structure/names (e.g., Grade A, Level 2).
   
   
2. Define Pay Scale Amount – Assign monetary values to each pay scale.
   
   
3. Map Employees to Pay Scales – Based on role/designation.
   
   
4. Run Payroll – System pulls amounts based on assigned pay scales.
   
   

8.7.iii. Define Grade Pay:

Users can define the fixed salary amount associated with a position, rank, or level, and it is usually added to the basic pay or pay scale amount to determine the total gross salary.

Purpose in Payroll Structure

Grade Pay is typically used to:

• Differentiate staff within the same pay scale based on role, rank, or experience.
  
  
• Provide transparency in pay structure.
  
  
• Add an additional layer of categorization to salary setup.
  
  

Example Calculation in Payroll

If an employee is assigned:

• Pay Scale Amount: ₹25,000
  
  
• Grade Pay: ₹4,200
  
  

Then:
Gross Pay (before allowances/deductions) = ₹25,000 + ₹4,200 = ₹29,200

Workflow Summary with Grade Pay

1. Define Pay Scale – Name of the pay scale (e.g., Level 3).
   
   
2. Define Pay Scale Amount – Assign a base amount to the pay scale.
   
   
3. Define Grade Pay – Assign an additional fixed amount to enhance the pay level.
   
   
4. Map to Employee Profile – Combine Pay Scale + Grade Pay in employee configuration.
   
   
5. Run Payroll – The system calculates salaries based on these components.
   
   

8.7.iv. Define Fixation: 

This functionality is used to fix or configure an employee’s salary structure based on different salary components like Pay Scale, Basic (% of pay scale), DA (Dearness Allowance %), and Grade Pay. It is crucial for implementing salary revisions or setting up new employee salaries according to defined structures.

Sample Salary Fixation Calculation

If:

• Pay Scale Amount = ₹30,000
  
  
• Basic (%) = 50% → ₹15,000
  
  
• DA (%) = 10% → ₹1,500
  
  
• Grade Pay = ₹4,200
  
  

Then:

Revised Salary = Basic + DA + Grade Pay = ₹15,000 + ₹1,500 + ₹4,200 = ₹20,700

Workflow

1. Define Pay Scale & Amount
   
   
2. Define Grade Pay
   
   
3. Define Fixation 
4. Assign to Employee Profile
   
   
5. Generate Salary Slip via Payroll Run

8.7.v. Assign Pay Scale to Staff: 

This step is essential in the salary configuration process where the defined pay scales are mapped or assigned to individual staff members based on filters like bank, designation, employee type, etc.

Workflow Summary:

Define Pay Scale → Set Pay Scale Names & Amounts.

1. Define Grade Pay → Configure grade pay values.
   
   
2. Define Fixation → Fix salary structure using pay scale + DA + grade pay.
   
   
3. Assign Pay Scale to Staff (This Screen) → Link that configuration to staff profiles.
   
   
4. Payroll Processing → System uses these assignments to auto-calculate monthly salaries.
   
   

Example Use Case

• Admin wants to assign the new Pay Scale "PS-2025-A" with Grade Pay to all TGT Teachers in Bank A.
  
  
• They filter:
  
  

• School Bank = Bank A
  
  
• Employee Type = Teaching
  
  
• Designation = TGT
  
  

• Then they search, view, and assign the updated pay scale.
  
  

8.8. Modify Staff in Bulk:

 Users can update or edit specific payroll-related fields for multiple employees at once  quickly and efficiently.

Key Purpose

• Save time by avoiding manual updates for each individual staff profile.
  
  
• Ensure consistency across departments or staff types for fields like pay scale, DA, designation, bank account details, etc.
  
  
• Useful during policy changes, annual revisions, or data corrections.
  
  

Field Description

Use Cases

• Annual pay scale revision for all Teaching Staff in the Science Department.
  
  
• Updating Bank A/c numbers after a school-wide salary account migration.
  
  
• Assigning or modifying DA % or Grade Pay for staff of a specific school.
  
  
• Bulk promotion update (e.g., TGT → PGT for multiple staff).

Workflow

1. Define Pay Scale/Fields → Initial configuration
   
   
2. Assign Pay Scale to Staff → Individual or filtered mapping
   
   
3. Modify Staff in Bulk → Mass corrections/updates based on new data or policies
   
   
4. Process Payroll → Ensures accurate and updated data is used
   
   

8.9. Rejoin Staff:

 Users can use this feature when a previously separated or resigned employee returns to service and needs to be reactivated in the payroll system.

Use Cases

• An employee who resigned or was terminated is re-hired.
• Contractual or temporary staff is reappointed for a new session or financial year.
• Returning employees due to long leaves, sabbaticals, or transfers from other branches.

• A new employee ID is generated for HR/payroll continuity.
• Old records remain intact for audit/history.
• Rejoined staff will now appear in payroll processing, pay scale assignment, attendance, and other modules.
• You may need to assign them designation, pay scale, department, etc. again after rejoining.
  
  

8.10. Generate Barcode:

 This module is designed to generate unique barcodes for employees, which can be used for: Payroll identification, Attendance tracking (via barcode scanners), Staff ID card generation, Streamlining HR and administrative processes
Field Descriptions:

Filters:

• School Account: Dropdown to filter employees based on different school accounts if multiple institutions/departments are managed.
  
  
• Employee Type: Filter by role types (e.g., Management, Teachers, Non-teaching, etc.)
  
  

2. Buttons:

• View: Displays the list of employees based on selected filters.
  
  
• Generate: Creates new barcodes for selected employees or all employees.
  
  
• Reset: Clears filters or current selections.
  
  

3. Search:

• A search bar is provided to find employees quickly by name, designation, or other parameters.

Use Case Examples:

• When generating salary slips or reports, barcode IDs ensure unique identification.
  
  
• During staff attendance or access control, scanned barcodes speed up verification.
  
  
• Barcodes also be printed on ID cards for physical identification.

8.11. Assign transport to Staff:

 This section allows users to assign and manage transportation details for employees within the organization.This helps in managing transportation logistics and calculating transport allowances or deductions
Field Description:

Each staff member has a dropdown where you can select their mode of transport. Available options:

• School Bus: Uses institution-provided transport
  
  
• Self: Drives their own vehicle
  
  
• Private: Hired/third-party transport
  
  
• Car: Uses a personal or assigned car
  
  
• Public: Uses public transportation
  
  
• Select: Default/blank selection (not yet assigned)
  
  

2. Staff Details Table (right side):

3. Form Filters (left side):

• Salary A/c: Bank used for salary disbursal
  
  
• Salary A/c No.: Associated account number
  
  
• Staff Type: Filter staff by department or role

Use Case Examples:

• The Accounts team can calculate transport allowance based on the selected type.
  
  
• The Admin department can generate bus route plans based on who uses the school bus.

8.12. Insurance:
8.12.i.   Insurance Vendor: 

This section is used to define and maintain a list of insurance vendors (third-party companies) that provide insurance services to the school staff—such as health, accidental, or life insurance. This can be linked to payroll deductions or benefits.

Field Description:

Use Case:

• Centralized database of all insurance service providers.
  
  
• Enables easy linking of vendor details to staff insurance records.
  
  
• Streamlines insurance deduction and premium payment tracking in payroll.
  
  

8.12.ii. Relate Policy with Employee:

 This section is used to assign or manage insurance or financial policies (like health insurance, salary accounts, etc.) for employees based on: Their school bank, Their salary account number, Their employee type (e.g., teaching, non-teaching, contract, etc.)

Field Descriptions:

Action Buttons:

• 👁️ View: After setting filters, this button displays the list of employees matching the criteria so that policy linking can be reviewed or applied.
• ❌ Reset: Clears all selected filters to allow fresh selection.

Use Case:

If the school is providing Group Health Insurance:

• You may only want to assign this to the teaching staff.
  
  
• You can filter by Employee Type = Teaching and School Bank = Punjab National Bank, then click View to see eligible employees and relate them to the insurance policy.

8.12.iii. Related Policies with Month:

 This section is used to assign, view, or manage insurance-related policies (e.g., health insurance, accidental insurance, salary deductions) for a particular Month-Year. This ensures that policy-related deductions or benefits are calculated accurately during payroll processing.

🔘 Button Functions:Use Case:

Let’s say the school has an insurance policy where ₹500 is deducted monthly for health insurance:

1. Go to “Related Policies with Month”.
   
   
2. Select June 2025 as Month-Year.
   
   
3. Click Create to link the insurance deduction with June’s payroll.
   
   
4. The payroll engine will now automatically deduct ₹500 from employees who are enrolled in the policy.

8.13. Professional Tax Slab:

This section is used for defining professional tax rules that are applied to employees based on their salary range.

Use Case Example:

If you want to deduct ₹200 for professional tax from employees earning between ₹10,000 to ₹15,000 for January:

1. P.Tax Nature: Monthly
   
   
2. Select Month: January
   
   
3. Group: Admin Staff
   
   
4. Lower Bound: 10000
   
   
5. Upper Bound: 15000
   
   
6. Professional Tax: 200
   
   
7. Save
   
   

This setup will apply a ₹200 deduction from eligible employees during January payroll processing.

8.14. Upload Staff Document:

 In this section users can upload, manage, and verify important documents related to employees, such as ID proofs, address proofs, qualification certificates, contracts, etc.

Field Description:

9. Recruitment:
9.1. Interview Type:

 Users can define and manage various interview categories that can later be used for scheduling interviews, generating reports, and tracking candidate evaluations.

Example Use Case:

Let’s say a school wants to streamline hiring and categorize interviews:

1. HR logs into the Payroll ERP.
   
   
2. Open the “Interview Type” module.
   
   
3. Enters:
   
   

• Interview Type: Technical Round
  
  
• Report Name: Subject Knowledge Assessment
  
  

4. Clicks Save.

9.2. Assessment Type:

 This section is part of the staff evaluation process, especially useful during recruitment or performance appraisals.

Use Case Example:

Let’s say the Admin department is organizing interviews for a new teacher. They may need to assess candidates on:

• Assessment Name: Demo Class
  
  
• Report Name: Classroom Teaching
  
  
• Max Marks: 20
  
  

Once these are saved, they can be selected during interview evaluations, allowing structured grading and report generation.

9.3. Interview Slot: 

Users can create and manage time slots for candidate interviews in an organized and systematic way. It helps users to allocate specific interview times and avoid conflicts or overlaps.
Field Description:

9.4. Job Posting: 

To post internal or external job vacancies and manage the hiring process efficiently by specifying all necessary details related to the job opening.

Publishing Controls:

Use Case:

Centralizes and streamlines hiring.
Ensures all HR stakeholders have a clear record of open positions.

Helps integrate job postings with interview scheduling and applicant tracking.

Makes audit and compliance easier by keeping recruitment data structured.
9.5. Application Received:

In this Section users can track, view, filter, and process job applications submitted by candidates in response to job postings.
Field Description: 

Use Case:

1. After a job is posted, candidates apply online.
   
   
2. HR/Admin reviews those applications here.
   
   
3. Applications are filtered by date, job, or qualifications.
   
   
4. From this dashboard, you can:
   
   

• View interview status
• Assign interview rounds
• Move to final offer stage
  
  

5. Streamlines hiring without manually managing spreadsheets or emails.

Workflow:

This screen integrates with:

• Job Posting – pulls the job titles
  
  
• Interview Slot Management – links with interview status
  
  
• Offer Letter Generation – enables issuing offer letters directly
  
  

9.6. Slot Assigning:

 To assign interview time slots to shortlisted candidates for specific dates. This is a key step in organizing structured interview rounds.

Field Description:

Workflow:

1. Admin selects a date range (usually the date of scheduled interviews).
   
   
2. Clicks the “Show” button to:
   
   

• View a list of candidates.
  
  
• View existing slot assignments (if any).
  
  
• Assign or reassign interview slots manually.
  
  

3. Assignments might include:
   
   

• Time slot (e.g., 10:00 AM – 10:30 AM)
  
  
• Interview panel
  
  
• Round number (e.g., Round 1 / Technical / HR)
  
  

4. Once assigned, these slots are saved and become visible in the Interview Tracking module.

9.7. Travel Plan Approval: 
9.8. HR Entry Forms:

Users can generate and issue appointment letters for newly recruited or existing employees based on their role, school, and department.

9.9. HR Exit Forms:

The Users can use this form to manage the employee exit process in a structured and compliant manner, including documentation like Exit Form and No Dues Certificate.

Workflow Example:

1. Admin selects the School, Staff Type, Department, and Employee Name.
   
   
2. Clicks:
   
   

• “Exit Form” to document the resignation/termination.
  
  
• “No Dues Form” to ensure the employee has settled responsibilities and returned items.
  
  

3. Both forms are typically saved or printed and added to the employee’s exit file.

10.  Advance
10.1. Fix Advance A/c (Advance Account Configuration): 

This section is used to map or configure employee advance accounts within the payroll system. This ensures that any advance salary, loans, or recoveries are correctly linked to a specific account for proper payroll processing, deductions, and reporting.

Account Name: Input field to define a unique name for the advance account (e.g., “Salary Advance”, “Festival Advance”, “Loan A/c”).

Select Account: Dropdown to choose the linked account from the organization’s chart of accounts (e.g., Advance Payable, Staff Loan Receivable).
Save Button:    Saves the configuration so that this account can be used during payroll processing or while disbursing advances.

Workflow:

1. Accountant enters an Account Name for the type of advance being tracked.
   
   
2. Selects the correct ledger/account from the ERP’s internal accounting system.
   
   
3. Clicks Save to fix the mapping.
   
   
4. Once saved:
   
   

• This mapping is used in salary processing when advances are given or recovered.
  
  
• Helps in proper tracking and reconciliation with the financial system.
  
  
• Ensures that salary slips and account ledgers show correct deductions.

Use Case:

• An employee takes a ₹10,000 advance for medical treatment.
  
  
• HR maps “Medical Advance” to “Advance to Employees” account.
  
  
• When processing salary, the system deducts part of the advance from monthly salary based on this configuration.

10.2. Employment Form:

Users can use this to register a new employee into the ERP system with complete personal, contact, academic, and job history. This information feeds into modules like payroll, attendance, leave, appraisal, and compliance.

Field Description:

Employee Details:

• Name of Applicant, Father’s Name, DOB, Gender, Contact Info: Core identification and contact information.
  
  
• Contact Person Name: For emergencies or reference.

🏠 Address Section:

• Permanent & Present Address: For correspondence, verification, and HR record keeping.
  
  
• Checkbox for "Same as Correspondence" helps in auto-filling the address.

📌 Other Personal Information:

• Nationality, Religion, Marital Status: Often required for background checks, legal compliance, and demographic records.

🗣️ Languages Known:

• Indicates multilingual abilities which may be relevant for teaching or communication roles.

🧠 Educational Qualification:

• Exam Name, Year, Institution, Class, Major Subject: To validate qualifications and teaching subject expertise.

💼 Professional Experience:

• Total Years of Experience
  
  
• Breakup of Service (Month/Year, Class Handled, Subject, Institution):
  
  

• Used for determining salary bands, seniority, and appropriate posting.
  
  
• Often integrated with salary scale & eligibility for promotions.

🏫 Class & Subject Applying For:

• HR notes down the class level (e.g., Primary, Secondary) and subject the candidate is being hired for.

🆔 Employee Mark of Identification:

• A physical identifier (scar, mole, etc.) for biometric or identification verification.

🏅 Extra-Curricular Activities:

• Assesses employee's contributions beyond academics (sports, music, etc.).

🧾 Other Work Commissioned / Part-Time:

• Used to check for conflicts of interest or additional skill sets.

👥 References (1 & 2):

• Person Name, Contact Info, Relation: Used for background checks or emergency reference.

📌 General Section:

• Last Employment & Salary
  
  
• Expected Salary
  
  
• Required Joining Date
  
  
• Bond with Current Employer
  
  
• Reason for Leaving Previous & Joining This Institution

10.3. Advance Entry:

 This section is used to manage and record employee salary advances or loans, and set up the repayment schedule directly within the payroll system.
Enter/Search Name:

• Used to search existing advance records for a particular employee.
  
  
• Useful for viewing, editing, or auditing past advances.

Employee Name:

• Dropdown to select the employee receiving the advance.
  
  
• Automatically pulls the employee's profile linked to payroll.

Advance Description:

• A short note about the purpose or reason for the advance (e.g., “Medical Emergency”, “Festival Loan”)

Loan Amount:

• Total amount given to the employee as an advance

Return Amount (Installment/Month):

• Amount to be deducted monthly from the employee's salary.
  .
• Used to calculate the number of months required for full recovery.

Payment Mode:

• Specifies how the amount is disbursed:
  
  

• By Cash
  
  
• By Cheque

Cheque No. / Cheque Date:

• Used if the disbursement is done through a cheque.
  
  
• Maintains banking and audit compliance.
  Account Name:

• The internal account or ledger from which the advance is issued (e.g., "Advance Salary", "Staff Loan Account").

Advance Issue Date:

• The date on which the advance was issued to the employee.

Recovery Month:

The month in which the repayment starts.
Used by the payroll engine to schedule deductions from that specific payroll cycle.

Use Case:

Automatic deductions from salary—no manual tracking needed.

Improves financial transparency and employee trust.

Helps HR manage recoverable accounts efficiently.

Reduces errors in EMI deduction and loan tracking.