HR and payroll

Employees

The staff record: designation, department, joining date, and the salary structure that applies.

Statutory deductions are configuration

Provident fund, ESI, professional tax, gratuity, labour welfare fund — the rates and thresholds are settings, per school and per state, not numbers typed in each month and not values written into the software.

That matters when a rate changes: it is a configuration change, applied once, and every subsequent run uses it. Nobody should be adjusting an individual's deduction by hand to hit a number.

Each rate takes effect from a month. When the law changes from a date, such as new income-tax slabs from 1 April, enter it ahead with that month under Takes effect from. Earlier months are still paid at the old rate, and the new one shows as Scheduled until its month arrives. A month that has already been run keeps the rates it was paid at, so a change can only take effect from the next month that has not been run. A scheduled change that turns out to be wrong can be withdrawn before its month.

Running payroll

A period is calculated, checked and then finalised. Payslips become visible to staff after that.

Check before finalising. A finalised period is corrected by an adjustment, on the record, not by quietly re-running it.

Recording that salaries were paid

Running payroll works out what each person is owed. It does not record that anyone was paid. When the salaries have gone out, choose Record payment… on the run and give the date on the bank statement and the bank's reference. Until then the run reads Not paid.

Salaries are often paid in batches — most staff by bank transfer on the 1st, others in cash a few days later, or one person after a bounced transfer is corrected. The dialog lists every unpaid payslip, all ticked. Untick anyone who was not paid on this date and they stay unpaid; the run reads Part paid · 38 of 42 until you record the rest, each batch with its own date and reference. Payslips shows who has been paid and when. A payment date cannot be in the future.

When a salary transfer bounces, open Payslips, choose Came back… beside that person's Paid, and give the date on the bank statement and the bank's reason. The payslip reads Not paid again, and the run becomes Part paid until Record payment… pays it once the account is corrected. The original payment stays in the month it was made; the return is counted in the month the money came back. Only someone who can record payroll payments can record a return.

Filing outputs

Where your school uses them, the statutory outputs are generated from the same run rather than compiled separately — which is what keeps a filing and a payslip agreeing.

Access

Payroll is one of the most restricted areas. Staff see their own payslip and nobody else's.