Reports and compliance

The payroll: the month received, posted and paid

There is no HR module. The payroll engine's result — by department: gross, PF, ESI, PT, TDS, advances, net — is imported once a month and posted as one journal; then the net and each authority is paid, with a challan.

Menu → Payroll. The wages are worked out elsewhere — Tally, Keka, the accountant's spreadsheet. What the books receive is the result, by department: gross, the employer's PF and ESI, the employee's PF, ESI, professional tax and TDS on salary, advances recovered, other deductions, net. It is posted as one journal a month and then paid.

The month's payroll tab: one row per month with its status, gross and net, and the Import button.

Do this

The month's payroll — one row per month: imported, posted, or reversed, with the totals.
Import the month's file (one row per employee). A file already imported is refused by its hash; a month with a posted run takes no second run until the first is reversed. Every row's net is checked to equal gross less the employee's deductions, and a recovery of an advance that was never given is refused. Then Post — one journal: each department's payroll account debited, salaries payable, PF, ESI, PT and TDS credited.
What is owed — the net to the staff, and PF, ESI, PT and TDS to their authorities. Pay each from a bank account with the date, the reference and the challan number; the net may be paid in parts. Over-paying a liability is refused.
Advances — a month's salary advanced to someone, recovered from the next payroll's *advance recovery* column, oldest first.
Claims & card — an expense claim with receipts goes through the payables machine with the employee as the payee; a corporate card is a bank account of kind *card*, whose statement is imported like any other.

The month whose payroll is not in yet

Accrue the month's payroll — an estimate by department, dated the month's last day, reversed on the first — so a month can be closed before the file arrives. It is refused once the month's payroll is posted.

What it does not do

The 24Q salary-TDS return is the payroll engine's to file; the challans are here. The service-charge pool the restaurant builds up is handed to the staff through the same payroll, as one amount the hotel shares out by its own rule.

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