aloyce payroll presentation

8/7/2019 ALOYCE PAYROLL presentation

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ALOYCE PAYROLLMANAGEMENT SYSTEM

Version 1.0INTRODUCTION2

SYSTEM REQUIREMENTS3COMMON OPERATIONS OF USAGE4

WORKING WITH APPLICATION SOFTWARE5

ALOYCE PAYROLL5

1.FILE62.SYSTEM SETUP7

3.EMPLOYEE DETAILS10

4.TRANSACTIONS125.PAYROLL REPORTS15

6.UTILITIES217.HUMAN RESOURCE24

8.HR REPORTS269.TOOLS29

10.ABOUT US30

CONTACT DETAILS30


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INTRODUCTION Aloyce payroll software has been developed keeping in mind the legal

requirements that the businesses in the region need to fulfill and theunique requirements that the companies/organization face in the day today operations.

Aloyce payroll takes care of the local in-house basic requirements of

managing Human Resource from the point of initial job vacancy andapplicant management to the monthly payroll processing, the automatedpreparation of the Legal reports such a P9 and P10. Application users willbe able to create Users and assign rights, manage the NSSF and PPFcontributions for their employees, manage the employee leaves, employeeadvance salaries, overtime payment and other key areas of interest.

Provided above are just some of the features included in the system for theease of the end user. Users will gain more insight into the system oncethey start using it.

For further customization please contact me as per the contact informationprovided at the end of this manual.

I hope you will enjoy using this software application and i thank you forbelieving in ALOYCE MABAMBA NYAMWESA.


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SYSTEM REQUIREMENTS

Computer: Intel P-II or above

4 GB of free Hard disk space or more

64 MB RAM or more

System: Microsoft Windows 95/98/ME/2000/XP.

With latest service packs as per requirements.

Printer as per requirement will increase usage performance.

Any other device as per user requirements as and whenneeded.

Networked or standalone as per needs and requirements. SQL Server 7.0 or 2000 installed and well configured.


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SYSTEM REQUIREMENTS

Software used:

Microsoft Visual Basic 6.0 (Front End)

Microsoft SQL Server 7.0 (Back End)

Seagate Crystal Reports 8.0 (Reports)

Note:

ALOYCE MABAMBA NYAMWESA will not take any

kind of responsibility of data loss in the absence oftaking regular backups. Please refer to this manualon page 23 for backup and recovery procedures.


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COMMON OPERATIONS OF USAGE

T h eA loycU s er s a r


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COMMON OPERATIONS OF USAGE

SAVE


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WORKING WITH APPLICATION SOFTWAREALOYCE PAYROLL

The Aloyce Payroll software has Ten (10) main menus andits usage and operations are described below:

Application begins with Login authentication where byappropriate User Name and password along with the Choice

of Company needs to be provided in order to access thesystem. This will give only valid users an access to thesystem. Once the main screen shows up, you will see tenmain menus or mode of operations for users to workaccordingly. Some options may not be visible depending onrights set by Application Administrator. (Admin).


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Aloyce Payroll supports a multi-company platform where data about

different companies can be storedseparately. The company nameneeds to be provided at the time oflogging into the system.


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FILE>>Log on as different User

This option allows the current user to login as adifferent user provided the user name and password

is known. Once activated; the option closes thepayroll application and provides the login formsimilar to the one shown earlier for another user tosign in.

>>Exit Payroll The Exit Payroll option simply exits the payroll

application.


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2. SYSTEM SETUP


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2. SYSTEM SETUPa. User(Create User)Create User command activates a form which can be used to create

a user in the system, allow for security by providing the password,provide the account status (Locked or Un-Locked) and assign rightsto the user. User rights can be assigned for each and every form inthe Payroll Application.

b. User(Modify User)Modify User is an option which allows changes to be made to theUser settings if the user has already been created. Once the User is

selected it activates the same screen as the one used to createusers which allows for changing the user details and also re-assigning of rights.

c. User(Change Password)Change Password screen allows the user to de-activate the previouspassword and replace it with a new password of their choice. It doesnot allow the new password to be the same as the previous one.


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2. SYSTEM SETUPd. Company SetupCompany information form is used to collect vital information regarding the company fromthe user. This information in-turn is used on the reports. The fiscal details provided in the

Company information are also used to manage and process the payroll.

e. Tax TableAloyce-Payroll comes with a pre-compiled tax table for the business customers accordingto the laws of our region. However it can be modified as per requirement.

f. DepartmentDepartment form allows the user to create new Departments as well as modify and deleteexisting Departments.

g. DesignationDesignation form allows the user to create designations used by the company, it alsoallows the user to modify and delete the existing designations if changed or out-of-date.

h. NationalityNationality form allows the user to create the nationalities that are expected to be used orare currently being used to record the information about the employees of the company.


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2. SYSTEM SETUPi. Religion

Religion form allows the user to enter the names of religions that are expected to be used orare currently being used to record the information about the employees of the company.

j. Timings

The Timings form is used to manage the employee office timings. The management can enterdifferent timings for the weekdays and different timings for the weekends.It is also useful for managing the attendance of the employees. However the system is verystrict in the marking of the attendance, any employee even a minute late will be marked aslate.

k. Overtime Rate

Overtime Rate form allows the users to enter the overtime rate paid by the company as amultiple of basic salary. Different overtime can be provided for the weekdays and theweekends. It also allows a limit to be set on the number of overtime hours that are acceptable.

l. Bank Details

Bank details form allows the user to enter basic information of the Bank, such as the nameand the contact details etc.

m. Branch DetailsBranch Details form allows the user to input the contact details for the banks already enteredinto the system.


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2. SYSTEM SETUPn. Loan TypesThe Loan Types form allows the Payroll users to enter the types of Loans that the companyregularly authorizes for its employees. Entering the appropriate information in the loantypes form allows further when entering the information regarding the loans for which theemployees have applied.

o. Currency MasterCurrency master is the utility in Aloyce Payroll that enables the System to manage Aloycepayroll currency.

p. Payments and Deductions

The Payments and Deductions section allows the Payroll users to identify the standarddeductions made on the employee salaries such as the NSSF, TUICO ect.

q. NSSF ContributionNSSF Contribution form allows the Payroll users to specify the portion of employee salarycontribution made to NSSF by the Employer and the contribution made by the employee.

r. PPF ContributionPPF Contribution form allows the Payroll users to specify the portion of employee salarycontribution made to PPF by the Employer and the contribution made by the employee.

s. Overtime/Absent TypeOvertime and absent Type in the System setup allow the payroll users to record the typesof overtime and absent markings accepted in the company regulations.


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2. SYSTEM SETUPt. Holidays

The Holidays tab in the system setup allows the payroll users toidentify the scheduled holidays from the beginning during the initialsetup thereby allowing the payroll users to fight off potential errors inthe payroll.

As an example let us consider 25th of December which is a holidaydue to Christmas, now if this day is not entered into the system and itfalls on the weekday the computer will mark all the employees of thecompany as absent and thus deducting the salary as per softwaresettings. Changing or editing such an error may not be huge task for asmall company with a few employees but consider changingattendance for a company of around 200-300 people. In order to avoidsuch a mishap the Holidays can be mentioned during the initial setup

thereby saving staff from inconvenience.


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3. EMPLOYEE DETAILS Employee Details is the form where all the information regarding the employees is

entered including but not limited to personal details, professional details, medical

history, legal details, past achievements, vehicle information and payments anddeductions.


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3. EMPLOYEE DETAILS Employee details can only be entered once the system setup

information has already been entered into the system.a. Personal Details Personal details section in the Employee form consists of further

sub-sections such as the Employee details which enables themanagement to record information such as the employees fullname, religion, nationality, date of birth, gender and marital status.

Address Details section stores contact and residential informationabout the employee.

Employee Job details section stores information about theemployees date of appointment, department, designation and jobdescription.

Other Details is the section where bank account information, NSSFand PPF details are entered.


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3. EMPLOYEE DETAILSb. Professional Details

Professional details section is further sub divided into three sub-sections.

Educational Details section records information about the degree qualifications of the employee,the institution from where it was achieved and the date during which it was achieved.

The Professional Training section stores information about the employees professional traininghistory, courses attended, dates of courses etc.

Work experience section stores information about the employees past jobs and his duties duringthat time.

c. Other Information

Other information stores miscellaneous information about the employee such as the refereeinformation, details of illness, club memberships, past convictions, outstanding contributions andachievements etc.

d. Vehicle Information

Vehicle information stores information regarding the vehicle used by the employee. Information

stored includes vehicle details, insurance details, driving license no and renewal date.

e. Payments and Deductions

Payments and deductions section stores salary information about the employee. It includes thepayments made to the employee, deductions made on the salary, leave details, and the status ofthe employee as permanent or casual.


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4. TRANSACTIONS


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4. TRANSACTIONSa. Loan Request formLoan request form is used when an employee requests for a loan. In the loan forminformation such as employee details, loan type, request no, request date, loan

purpose and loan amount can be entered.

b. Loan Approval formLoan approval form is used to approve the loan which has already been requestedearlier. Loan approval form contains information such as the Loan Approval no.,request no., employee details, loan type, loan amount requested, loan amount

approved and the number of installments. The form also provides for the loanrepayment installment structure which enables the management to enter thesalary months and amount to be deducted in these months.

Loan approval form allows the user to lookup the loan request, once selected; theloan details are transferred to the loan approval form. This helps the users savetime as no data entry has to be made and also saves users from errors.

c. Loan Payment FormLoan Payment form is updated when the loan is paid to the employee. It containsinformation such as the Loan Payment No., Employee Details, Payment Date,Amount Paid and Loan balance etc.


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4. TRANSACTIONSd. Leave Request formLeave request form is used when applying for a leave. Leave request form recordsinformation such as the Leave Request No., Employee Details, Leave type, Request type,Request dates/days and Leave sold.

e. Leave Approval formLeave approval form is used to approve leaves and also store information about thepreviously approved leaves. The Leave approval form allows the users to lookup the leaverequests entered into the system. Once a request is selected all the information entered inthe request is transferred to the approval form so as to save the data entry effort and alsoto reduce chances of error.

f. Advance RequestAdvance Request form is used when requesting the management or the company for anadvance of the salary. Information recorded in the form includes Advance Request No.,Employee Details, Advance Type and the Advance amount requested etc.

g. Advance ApprovalAdvance Approval form is used to approve the advance request made earlier. TheAdvance Approval form has a lookup system whereby the user can easily select theAdvance request for which the approval is to be made. Once selected the AdvanceApproval form obtains information from the Request form which increases efficiency andreduces the chances of error in data entry.


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4. TRANSACTIONSh. Salary Arrears

Salary Arrears form allows the users to enter the amount previously not paid to one or moreemployees to which they were entitled. This form simply allows the users to Select the Employee,

his Basic Pay, Increment Amount that was to be paid for the past months, No. of Months theincrement was to be paid, Total Increment Amount(Increment per Month * No. of Months). Arrearsamount will be added to the employee salary in the month the arrears were entered.

i. Overtime

Overtime form is used to pay overtime to the employees. This form will select the Actualovertime worked by the employees. It allows the management to enter the Overtime-Given bythe management to the employees in the Overtime Given Column. When the payroll processing isdone the Overtime given values are used to calculate the employee pay.

j. Absent/Late Details

The Absent and Late Details form is used to deduct the employee salary for absence from workand late arrival. The Actual column in the form will be filled as per the attendance.

The Given column is provided for the management to select the number of Late and Absent daysgiven to the employee.

The Payroll users will have to press Enter in order for them to view the three options. Options

are:-1. None The Absent days/Late hours will not be taken into Payroll calculations.

2. Amount The Absent days/Late hours will be taken into the Payroll calculationsaccording to the amount specified.

3. Leave Days The Absent days/Late hours will not be taken into Payroll calculations butwill be considered as weekday work hours and deducted from the employees annual leave.


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4. TRANSACTIONSk. Payroll Calculation Process

The Payroll Calculations Process allows the Payroll users to process theemployee payroll on either the monthly or daily basis.

When the Payroll calculations are processed the system calculates theemployees salary from the system and calculates the taxes and applies allthe deductions to the salaries of the employees as entered into the system.


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5. PAYROLL REPORTS


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5. PAYROLL REPORTSa. Payslip

This option generates payslips for employees, monthly. Payslips can beprinted for all employees. Payslips can be printed in either the portraitformat or the landscape format.

b. Salary Reconciliation

This option displays the salary reconciliation result for the current monthand the previous month.

c. Payments/Deductions Accumulation Report

This report generates an accumulated report of all payments anddeductions from a range of months.

d. Wages(Casual)

This report generates payslips for the casual employees.

e. Wages Processed

This report provides the users with the history of the processed payroll forthe Casual employees.


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5. PAYROLL REPORTSf. Casual ReportThe Casual Report provides the management with the summary of the payments made tothe casual employees.

g. Salary SummaryThis report provides the management with a salary summary of all the employees of thecompany. The employees can be grouped by departments or can be provided as a singleaccumulated list. The report also provides the users the option to show each and everypayment and deduction for each and every employee.

h. Employee DetailsEmployee Details report in the Aloyce-Payroll shows the entire payroll related history of theemployee including all the leaves, loans, advances, salary increments, overtime payments,late hours, attendance records etc within the date range provided by the payroll user.

i. Inactive Employee ReportInactive Employee Report provides information regarding the employees who are currentlyinactivated.

j. Department PayrollDepartment Payroll report provides the Department Managers an understanding and acompleter breakdown of the departmental salary expenses. The report provides a list of allthe employees of the department along with their Net Pay.


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5. PAYROLL REPORTSk. Credit Advice ScheduleThis report is used for sending information to the bank regarding the employeesand their salary. The report provides the Net Pay for all the employees withaccounts in a particular bank and their Account Numbers.

l. No Bank Account NumberThis option is useful for employees that do not have any account number.

m. Employment Taxes Payment Credit SlipThe Employment Taxes Payment Credit Slip allows the company to print theofficial report for the Tanzania Revenue Authority, Income Tax Department. Thisreport includes the TIN No., the Employer Name, Bank Details, Payment Type,Payment Amount. It also include the Amount to be paid to the Commissioner ofIncome Tax.

n. Leave DueThe Leave Due report provides information sorted by the month and the year.The information provided in the report includes the Employee name, EmployeeNumber, Date of Joining, Privilege Leave days and the number of leave days due.This report can help the management plan the workforce holidays andcoordinating the employee leaves in an efficient manner


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5. PAYROLL REPORTSo. Leave SummaryThe Leave Summary report provides information about the employees sick and privileged

leaves within the time frame entered in to the Leave Summary form by the user.

p. Leave Details ReportThe Leave Details Report is organized according to the Employee. It includes the Leave diary.The information provided in the report includes the employee details, the year of report, leavetaken, leave encashed, leave deducted, balance leave and the leave status etc.

q. Overtime Report

Overtime report includes information about the overtime worked by the individual employeesin the payroll.

The report provides a detailed report of the overtime worked by the employee including suchinformation as the overtime worked on the weekdays, the weekends, overtime payment etc.

r. Absent/Late ReportAbsent/Late report provides an employee wise report with such information as the employee

name, total number of late hours and the total number of absent days. This information isaccumulated from the payroll database and summarized for all employees in the form of areport that can assist the payroll users to calculated the deductions.


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5. PAYROLL REPORTSs. Expiry ReportsThe Expiry Reports in the Aloyce Payroll allows the payroll users to stay on top of thevarious expiry dates and renewal deadlines. The reports included in this category arethe Passport expiry report, the Permit expiry report and the contract expiry report.

These reports can allow the management to do advance planning for the workforcerequirements. By knowing the passport expiry and the permit expiry dates thecompany can apply for the extension and renewal ahead of the deadline as these taskscan be a legal minefield if overlooked and they normally take some time so the abilityto forecast these deadlines can save the company last minute chaos and possible fines.

t. NSSF ReportThe NSSF Report provides a report in the NSSF approved format for submission to theNSSF Department. The report includes the employer details, the employer registrationsnumber, city, address, month, cheque and receipt information.

It also includes the names, gross salaries, NSSF membership numbers, contributionsand other details for all of its employees.

u. Employee NSSF Accumulation ReportThe Employee NSSF Accumulation Report provides information about the sum of allthe NSSF contributions made for a particular employee. The report providesinformation in the form of a list which includes such details as the employee name,employee NSSF number, the month of payment, the year, NSSF contribution made forthe month and the NSSF receipt number for the contribution.


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5. PAYROLL REPORTSv. PPF ReportThe PPF Report provides a report in the PPF approved format for submission to thePPF Department. The report includes the employer details and the employerregistrations number.

It also includes the membership numbers, full names, monthly salaries, membercontribution rate and amount, employer contribution rate and amount and the totalcontribution for each member (employee).

w. Employee PPF Accumulation ReportThe Employee PPF Accumulation Report provides information about the sum of allthe PPF contributions made for a particular employee. The report providesinformation in the form of a list which includes such details as the employee name,employee PPF number, the month of payment, the year, PPF contribution made forthe month and the PPF receipt number for the contribution.

x. Monthly ReportsMonthly reports for Aloyce Payroll consists of a set of collective reports thatsummarize the monthly payroll activities performed by the company. This reportingstructure allows the management to analyze the monthly statistics.


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5. PAYROLL REPORTS>>Loan Requisition Report. Loan Requisition report is printed for eachemployee. The report consists of multiple sections including the LoanApplication Details, Accounts Information and the Approval Details.

The Loan Application Details lists information such as the Loan Request No,the Loan Type, Employee No, Employee Name, Date of Joining, LoanAmount Requested, Purpose of Loan and the Applicants Signature.

The Accounts information section includes the Employees monthly salaryand the previous loan amount. The information can only be filled by theaccounts department.

Approval Details includes such information as the Loan Approval No.,Approval Date, Approved Amount, Payment Type and the Number ofInstallments.

Report also provides the Approved Loan Structure which includes theMonth, Deduction Amount, Deducted Amount and the Outstanding Amount.


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5. PAYROLL REPORTS Loan Approval Report. Loan Approval Report provides a list of the Loans

approved for the month. The list includes the Approval Date, Approval No.

Employee ID, Employee Name, Loan Type, Approved Amount, Number ofInstallments and the Interest Amount. Loan Outstanding Report.The Loan Outstanding Report provides a list of

Loans remaining Outstanding at for the month. The report is sorted according tothe Loan Type. The Report includes such information as the Loan Type,Employee ID, Employee Name, Monthly Deduction and the Total Outstanding.

Cash Payment Report.The Monthly Cash Payment Reports provides a list ofthe Cash Payments returned by the employees as part of the Loan Installments.The reports includes such information as the Deduction No., Date Paid,Employee ID, Name, Loan Type, Amount Paid and the Reference VoucherNumber.

Leave Requisition Report.The Leave Requisition Report allows the Payroll

Users to print a report for an employees leave request. The informationprovided in the report includes the Department Name, Request Date, LeaveRequest No., Leave Type, Employee ID, Employee Name, Leave Status, No ofDays Requested for Leave, Date of Joining, Leave Start Date, Leave End Dateand remarks. A sub-section also provides further information about theemployee such as the Company Loan Balance, Advance/Monthly Salary and theLeave Status.


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5. PAYROLL REPORTS Leave Approval Report. The Leave Approval Report provides a list of the

Leaves approved for the month. The report includes such information as theApproval Date, Approval No, Employee Name, Leave, Leave Type, RequisitionNo., Leave Start Date, Leave End Date, No. of Leave Days and the Amount Paid.

Leave Completed Report. The Leave Completed report provides information

to the management regarding the current status of the employees leaves andhow many days have the employees completed. The Report includes suchinformation as the Approval Date, Approval No., Employee ID, Employee Name,Requisition Number, Leave StartDate, Leave EndDate, Total Leave Days, LeaveDays Completed and the Total Amount Paid.

Advance Requisition Report. Advance Requisition Report includes provides a

list of the Advance payments requested by the employees in the month. Thereports provides details such as the Requisition Date, Requisition No., EmployeeID, Employee Name, Advance Type, Requested Amount and the RequisitionStatus.

Advance Approval Report. The Advance Approval Report provides the

management with a list of Advance payment approved for the employees in aparticular month. Details provided in the report include the Approval Date,Approval Number, Employee ID, Employee Name, Requisition Number, AdvanceType, Approved Amount, Number of Installments and the Monthly Deductions.


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5. PAYROLL REPORTS In-Active Employees Report. The In-Active Employees Report lists theEmployee ID, the Employee Name, Date the Employee Left and the Reason of

leaving. This report only includes the employees in-activated in a particular month.

Arrears Report. The Monthly Arrears Report includes information such as theBatch Date, the Batch No, Applicable to, Employee ID, Employee Name, IncrementAmount, Months to which the increment will be applied and the Arrears Amount. Thereport only includes the Arrear entered in the current month.

PPF Report. The PPF Report shows the monthly PPF Payment calculations forthe employees.

NSSF Report. The NSSF Report provides information about the NSSFcontributions and calculations for the employees for a particular month.

Total Leave Report. The Total Leave Report includes a list of all the leaves

for the month. The report includes details such as the Leave Approval Date, theLeave Approval Number, Employee ID, Employee Name, Leave type, RequisitionNumber, Leave StartDate, Leave EndDate and the No. of Leave Days.


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5. PAYROLL REPORTS Actual Overtime. The Monthly Actual Overtime Report provides information

about the Overtime worked by the employees in the month.

Overtime Given. The Monthly Overtime Given Reports provides information aboutthe Overtime Given to the employees for the month.

Employee Transfer. The Employee Transfer Report provides a list of EmployeeInter-Department Transfers for the month.

y. Year End Report.

The Year End Reports allow the Management to print the legal reports to be submittedby the Business to the Government. These reports include the P9 and the P10report which the company has to submit to the government on a yearly basis.

z. Cash/Bank Payment Report.The Cash/Bank Payment Report allows the management to view and accumulation of

the Cash and the Bank Payments.

aa.Consolidated Reports.Consolidated Reports can be printed in the form of the P10 and the NSSF reports.


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6. UTILITIES


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6. UTILITIESa. Reminders The Reminders section in the Payroll Utilities allows the Payroll users to set reminders

for themselves and other users, it also allows the setting of the reminder by date,after startup of the system or by time.

b. Reminder Alerts All the Reminders for a particular user can be found in the Reminder Alert section of

the Utilities. The user can view the details of the reminder by double clicking theparticular reminder.

c. Email The Email feature in the Payroll allows the users to send emails. In order for the

feature to work the Outlook mail settings should be configured on the host computer.

d. Global Update The Global Update Section consists of two sub-sections the Global Update (Monthly)

and Global Update (weekly).

Global Update (Monthly) is used when Additional Payments/Deductions are to begiven to employees for a particular month.

Global Update (Weekly) is used when Additional Payments/Deductions are to be givento employees for a particular week.

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6. UTILITIESe. In-Active EmployeeIn-Active Employee is a feature that allows a particular employee to be inactivated once heleaves the job. If an employee is inactive then the payroll for the that particular employee isnot processed.

Inactivating an employee is preferable compared to deleting the employee because anyemployee may have a range of transactions linked to him/her deleting the employee wouldcause those transactions to become invalid. Therefore the Payroll system allows the Payrollusers to simply inactivate the employee which removes him/her from all future payrollprocesses while maintaining the integrity of the previous records.

f. Employee TransferThe Employee Transfer facility is useful if the employee is being transferred from onedepartment to another department. In order to transfer the employee the following detailneeds to be entered Employee Details, Date of Transfer, Transfer Number, name of theprevious department and the name of the new department.

g. Employee(s) transfer from HR to PayrollThis feature is designed to save the Payroll users the time and effort of entering the employeedetails of a person already entered in the Human Resource section. This feature simplytransfers the applicants details from the Human Resource section and transfers them to the

appropriate fields in the Employee form to be entered into the payroll.

The transfer does not fill all the necessary fields of the employee table and still requires theuser to enter some information. This happens because only limited information is requiredabout the applicant however once confirmed as an employee the information required is moreso whatever information is present in the HR is transferred to the Payroll but the additionalfields need to be filled by the user.

This feature also protects the Payroll user from making any error in re-entering theinformation in the payroll system.

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6. UTILITIESh. ContractThis section holds the Contract details of the employees. The details stored include the employeedetails, the date of contract, the contract expiry date etc. The contract can be modified and renewed.

The section also maintains a log of all the contract renewals in the form of the Contract RenewalDiary. This enables the management to check the past records of the employee contracts.

i. Database BackupThe Database Backup utility allows the Payroll users to backup the payroll data stored in the system.The Aloyce Payroll Database Backup feature is user friendly and can be used by the users who arenot familiar with the technicalities of the Database systems.

The Database Backup screen allows the users to login to the SQL Server using the appropriateUserName and Password. It further allows the user to select the backup folder in a standard displaycommonly used in the windows explorer.

The above feature ensures that the users be able to manage the payroll system without getting toomuch involved in the technical aspects which the users dont want to.

j. Month End Purge.The Month End Purge means that the data entry for the month has been concluded and that thecomputer should consider the current month to be over. This allows the payroll users to enter thetransactions for the next month.

k. Extra Payment.Extra Payment allows the management to make the extra or bonus payments for the employees.

l. Payroll Process Diary.

Payroll Process Diary allows the Payroll Users to keep a track/log of the Payroll Processing done.


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7. HUMAN RESOURCE


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7. HUMAN RESOURCEa. AttendanceThe Attendance feature in the Human Resource Section is used to manage the attendance of

the employees in the payroll. In order for efficient operation of the attendance feature thefollowing information has to be input; the status, Time In, Lunch Out, Lunch In, Time Out.

Payroll users should note that the Payroll system is very strict on late arrivals. If an employeeis even a minute late the system will mark the employee as late.

b. Job RequirementsThe Job Requirements module in the Human Resource section allows the management to

input their requirements for a particular job. This is the first stage in employing an individual.The information required for this process includes the Job Requirement ID, Date, PostDepartment, No of Posts, Qualifications, Skill set, Publish Date, Remarks, Newspapers, PublishDate, Bill No, Bill Amount and the Bill Date etc.

d. BiodataThis feature enables the Payroll to store the biodata of the applicants for the job. Theinformation required includes the Date, position applied for, personal details, expected salary,academic qualifications, technical qualifications, experience and remarks etc.

e. Interview DetailsThis feature is used to record Interview Details. It contains information like Interview No.,Date, Post, Person's Name which is coming from the bio data, Interviewed by, designation,department, Salary, comments etc.


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7. HUMAN RESOURCEf. Hospital DetailsThis is used to create the company's hospitals, which will be used when

producing a Sick Sheet.

g. Change Sick Sheet AmountThis is used if the sick sheet amount allocated to an employee needs to bechanged.

h. Sick Sheet

This is used for producing sick sheets to employees.

i. Medical ClaimThis is used when there is a Medical Claim by an employee. It containsinformation like Claim no., Date, Employee details, Bill no., Amount etc.

j. Warning

This is used to record warnings given to Employees.


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8. HR REPORTS


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8. HR REPORTSa. Attendance ReportThe Attendance Report allows the Payroll users to prepare date wise

reports for attendance for the employees in the payroll. The attendancereport provides information about the attendance on all the days within acertain date frame.

The report can also provide further information about the timings on theparticular days as well. Thus providing the management with acomprehensive outlook at how regular the employees are and possiblyestablish a trend or pattern.

If time is included in the report it may also enable the management toidentify the fact that the individual was only a few minutes late and themanagement may decide not to deduct the amount from the salary.

b. Job Requirement ReportThe Job Requirement Report allows the Payroll users and the

Management to print the Job Requirements entered into the system in adate wise manner.

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8. HR REPORTSc. Biodata ReportThis will generate all Biodatas report date wise.

d. Interviews ReportThis will generate all Interviews report date wise.

e. Warning Letter ReportWarning Letter Report provides a list of the warning letters issued by the management forthe employees of the company.

f. Medical Claim Report

This will generate all Medical claims report date wise by all employees.

g. Performance Appraisal ReportThis will generate all Performance appraisals report date wise for all employees.

h. Applicant Letters Reports Applicant Letters reports are further classified into the Applicant(Call Letter Report) , the

Applicant(Offer Letter Report) and the Applicant Appointment Letter Report.

Applicant Call Letter Report provides a report of all the Call Letters issued in a date wisemanner.

The Applicant Offer Letter Report prints a report will all the offers made to the applicants whichhave been input into the system.

Applicant Appointment Letter Report generates a report that provides information about all the

Applicants Appointment Letters entered into the system. This information is presented in a datewise manner.


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8. HR REPORTSi. Employee ContractThe Employee Contract report allows the Payroll users to print a list of contractinformation about the employees. This report includes information such as the ContractDate, Contract No., Employee Name, Employee ID, Date of Joining, Permit No., PermitExpiry, Passport No., Passport Expiry, Contract expiry and Contract Duration.

j. Employee Letters ReportsThe Employee Letters Reports are further sub-divided into the Increment Letter Report,Resignation Letter Report and the Final Settlement Report.

Increment Letter Report allows the Management to print and issue a letter confirmingthe increment being awarded to an employee.

Resignation Letter Report allows the Management to print and issue a letter acceptingthe resignation of an employee.

Final Settlement Report allows the Management to print and issue a final settlementreport for an employee leaving the company.

k. Sick Sheet ReportsSick sheet Report allows the Management and Payroll Users to print a list of sick sheetsissued according to a date constraint.


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8. HR REPORTSl. Training ReportThe Training Report allows the management to print a list of Employee Trainings providedwithin a certain time frame. Report includes details such as the Date of Training, EmployeeName, Employee ID, Training Start Date, Training End Date, Training Details, Trained By,Certificate Details and the Grade Achieved.

m. Travel Report

The Travel Report allows the management to print a list of officially sanctioned travelingdone by the employees. The details included are Travel Date, Travel No., Employee Name,Employee ID, Travel Type, Travel Place, Travel StartDate, Travel EndDate, Currency, TravelAllowance, Transport Allowance and Total Allowance.

n. Employee Transfer from HR to PayrollEmployee Transfer report allows the management to view all the HR to Payroll transfermade according to dates. Details included are the Date of Transfer, Employee name,Employee ID, Date joined, Department and Designation.

o. Front Office ReportsThe Front office Reports are divided into the Callbook report and the Staff MovementReport.

The Callbook Report allows the management to view all the calls placed by the companyemployees. Details include Call Date, Call Time, Call Type, From Telephone No, FromExtension, To Telephone No., To Extension, Call From, Call To and message.

Staff Movement Report allows the management to track the movements of the employees.The report provides details such as the Date, Employee Name, Reason, Time Out, ExpectedTime In, Time In, Authorized by and the Remarks.


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9. TOOLS


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9. TOOLSa. NotepadThe Notepad utility allows the Payroll users to quickly and easily open notepad where

they can note down information that may be useful in the future.

This notepad can also be used to store comments and extra information for whichthere is no place on the form but may prove to be useful in the future.

b. CalculatorThe Calculator allows provides the payroll users with the ability to perform calculations

while using the software. The utility may prove to be useful in the absence of an officecalculator.

The utility can be readily used to confirm or calculate the payroll calculation whileentering or while viewing a report.

c. Internet ExplorerInternet Explorer utility allows quick and easy access to the internet.

d. Windows ExplorerThe Windows Explorer feature enables quick and easy access to the Windows Explorer.


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10. ABOUT US


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10. ABOUT USa. About Us

The About Us panel provides information about the software development team, the company and the copyrights. It alsoidentifies the Project leader and the team leader.

aloyce payroll presentation

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