Aegis Software - HRM (Payroll) Module User Manual

🔧 1. Payroll Module Setup (Initial Setup)

1.1 Create Receivable Profile

• Path: Application >> Receivable Profile

• Enter staff receivable details here.

• Ensure staff is created under proper staff classification.

• ✅ This setup is crucial for posting salary to accounting.

1.2 HRM Staff Profile Setup

• Path: HRM >> Staff Profile Setup

• Configure payroll and HR details.

• Add staff's email address to enable auto-email of salary slips.

• Include bank account details to generate a salary payment letter to the bank.

1.3 Payroll Head (Addition/Deduction Particular Heads) Setup

• Path: HRM >> Payroll Head

• Configure different salary components:

  • Title: Name of the head (e.g., Bonus, Basic Salary, Incentive)

  • Short Name: Abbreviation for the title

  • Apply Working Days: Select "Yes" if the head is affected by attendance (e.g., Basic Salary), else "No"

  • Order #: Determines the order of appearance on the payslip

  • Active: Mark active/inactive based on current use

  • Taxable:

    • Addition: Mark "Yes" if this head contributes to taxable income

    • Deduction: Mark "Yes" if it decreases taxable income (e.g., SSF, PF = Yes; Advance = No)

Taxable Head Comparison Table

Payroll Head	Type	Taxable
Basic Salary	Addition	Yes
SSF Deduction	Deduction	Yes
Advance Salary Deduction	Deduction	No

1.4 Payslip Structure Setup

• Path: HRM >> Payslip Structure

• Select staff ➝ Add required addition/deduction values ➝ Save

• If applicable, choose Remote Area (A/B/C) to comply with government tax rules

✅ Setup is now complete. You are ready to create and post payslips.

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🔁 2. Transaction – Posting Salaries

Path: HRM >> Payroll Posting

Steps:

1. Select Posting Status: Pending, Posted, or Draft

2. Select Posting Type: Salary or Wage

3. Optionally, filter by Department, Cost Center, or Staff Classification

4. Choose Staff (multi/single/all)

5. Select Fiscal Year and Salary Post Month

6. Transaction Date: Defaults to month's end, but can be customized

1 Update Payslip

• Update payslip structure without navigating to Payslip Structure setup.

2 Add/Edit Payroll Items

• Add special one-time additions or deductions (e.g., Advance Salary).

• Select staff ➝ Click Add/Edit ➝ Choose Head ➝ Enter Value.

3 View Payslip

• Preview payslip before posting.

4 Zero Posting

• if someone joined mid of fiscal year. that case we have to post not working month to prevent TDS calculation for no work month.

5 Trash Payslip

• Deletes draft or posted payslip.

• ⚠️ You can only trash posted payslips if voucher is not generated.

• Trashed payslips move to Draft.

6 Working Days

• Enter here staff's attendent days.

7 Last Month = Yes

• When selected, system treats the salary as final post for the fiscal year.

• If a staff leaves early, TDS adjustments are auto-handled.

➤ Save as Draft

• Use when you want to prepare payroll but post it later.

• To post saved drafts, select status = Draft ➝ Load ➝ Post.

➤ Payroll Details

• See a detailed breakdown of current payroll post.

➤ Download

• Download selected staff payslips in Excel.

➤ Summary

• View total tax, salary, deductions for reporting.

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📐 3. Automatic Tax Calculation Logic

Tax is auto-calculated based on:

Setup Area	Fields Considered
Staff Profile	Gender, Marital Status, Disability
Payroll Head	Taxable (Yes/No)
Payslip Structure	Remote Area selection
Payroll Posting	Working days, custom adjustments
Other	SSF, PF contributions

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📊 4. Reports Comparison Table

Report Name	Path	Description
Staff Payroll History Report	HRM >> Staff Payroll History	Displays all posted salary data. Useful for checking salary records of each staff. Includes two views: Detail View (great for Excel export and manual reporting) and Summary View (grouped by Department, Staff, Month, etc.).
Payslip Structure	HRM >> Payslip Structure	Shows the salary details configured for each staff before actual posting. Includes all heads such as SSF, PF, and insurance. Also useful to verify upcoming increments (filter by Type = Upcoming).
Bank Statement	HRM >> Bank Statement	Prepares printable bank letters for salary disbursement. Filter staff by Department, Cost Center, Designation, and Month. Output can be viewed or directly printed as an official letter.
Payroll Transaction Report	HRM >> Payroll Transaction Report	Displays posted payroll data filtered by selected payroll heads. Allows you to choose which heads to include in the report. Also includes summary totals and customizable column order.
Tax Report	HRM >> Tax Report	Displays TDS/tax information based on posted salary per staff. Useful for internal auditing or preparing tax statements.
Staff Profile Detail Report	HRM >> Staff Profile Detail Report	Shows detailed staff information including basic profile and payslip data. Filterable to include/exclude specific fields. Good for audits or master record verification.
Staff Attendance Report	HRM >> Staff Attendance Report	Like the profile detail report, but includes working day and attendance data. You can control which additions/deductions appear. Monthly attendance and posted salary can be reviewed here.
Payslip vs Posted Report	HRM >> Payslip vs Posted Report	Helps you compare the values set in Payslip Structure vs what was actually posted. Useful for catching mismatches or corrections required before final reports.

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🛠️ 5. Additional Tools

➤ Template Design

• Path: HRM >> Template Design

• Customize bank letter templates using keyboard tokens.

➤ Staff Classification Setup & Rights Control

• Path:

  • HRM >> Staff Classification Setup

  • HRM >> Staff Profile Setup

  • HRM >> Userright

• Classify staff for HR segmentation.

• Use Userright to assign user-based access on transactions & reports.

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🎉 Congratulations!

You now know how to:

• Setup staff, payroll heads, and payslip structure

• Post and manage payroll transactions

• Handle tax configurations and end-of-employment TDS

• Generate reports, letters, and export data