💰Payroll

This page provides a step by step guide for FAQs related to 'Payroll' menu in the Cloud portal

• Import

• Transactions

• Utilities

1. How to run or generate a Full and Final settlement?

You can generate a Full and Final settlement for the employee after entering their separation details in the system.

Step 1: Log into the cloud portal and select the 'Payroll' menu.

Step 2: Open the 'Utilities' tab and select the 'Full and Final Settlement' sub-tab.

Step 3: Select ‘Category’ as shown below.

Step 4: Next, choose ‘Employee Code’, only separated employees will be shown here.

Step 5: Now enter the following details for a selected employee.

Step 6: You can click on the ‘Monthly Input’ button next.

Step 7: Enter the required details and then click on the ‘Process F&F’ button.

Step 8: Click 'Preview' to view the F&F Statement.

Step 9: The system will calculate the F&F and show you the details.

Note: .

a. The full and Final (FnF) can can not be run for employees in bulk or multiple employees. The FnF process has to be done for an individual employee.

b. You can generate the month-wise Final Settlement Register through a path, Analytics >Reports > Financial > Final Settlement Register.

c. Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

For any queries, contact [email protected]

2. How to post salary data in Employee Self-Service Portal ?

Path: Cloud portal>Payroll>Utilities>Self Service Post> select details>Post

Step 1: Log into the cloud portal and click on the 'Payroll’ menu.

Step 2: Select the ‘Utilities’ and the ‘Self Service Post’ subtab.

Step 3: Select the required categories, and click on the ‘Post’ button.

Step 4: Now, employees can view and download their Pay Slip from Employee Self-Service Portal.

Note: Repeat the above steps every salary cycle.

Link: https://cloud.pockethrms.com/payroll/transaction/webpost

For any queries, contact [email protected]

3. How to Publish/Post the Pay slip or how to release payslip for employees?

Step 1: Log into the Cloud portal and click on the 'Payroll' menu, and then select the ' Utilities' subtab.

Step 2: Now click on 'Self Service Post' as shown below.

Step 3: Select the necessary 'Category' from the options.

Step 4: Select the 'Month' and click on the 'Post' button. The payslip for the respective month will be available for download to employee in their ESS.

Path: Cloud portal>Payroll>Utilities>Self Service Post> select details>Post

Link: https://cloud.pockethrms.com/payroll/transaction/webpost

For any queries, contact [email protected]

4. How to Separate Multiple Employees?

Step 1: Log in to the cloud portal and select the ‘Payroll’ menu.

Step 2: Click on the ‘Import’ tab and select ‘Employee Separation’ from the subtabs.

Step 3: Select the setting from the drop-down. You can click on the ‘Add New’ button to create a new setting and click on the ‘Save Setting’ button.

Step 4: Fill in the required fields and upload the file for import.

Note: You can download ‘Sample Employee Separation Import’ from the upper right-hand corner.

Step 5: Map the employee information according to the file and click on the ‘Upload File’ button.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

5. How to unlock the payroll?

How to unlock or release payroll for a particular month and category?

Step 1: Log into the cloud portal, go to the ‘Payroll’, under the ‘Utilities’ submenu click on the ‘Paysheet Lock’ option.

Step 2: Select the ‘Month’, ‘Year’ and click on the ‘Next’ button.

Step 3: ‘Enter Administrative Password’ in the respective field, click on the ‘Release’ button and the payroll will be unlocked.

To unlock/release the payroll, you have two options: releasing all categories or specific ones.

• To release payroll for all categories, choose the 'All Categories' option, enter the admin password, and click ‘Release’ button. This unlocks payroll for all categories at once.

• To unlock payroll for specific categories, first select 'Particular Category'. Then, tick the boxes next to the categories you want to release. Enter the admin password and you click the ‘Release’ button next to each category individually to unlock the payroll.

• Alternatively, you can use the ‘Release’ button under the password field to unlock payroll for all selected categories at once.

For any queries, contact [email protected]

6. How to lock payroll? or How to lock Salary? or How to set Paysheet Lock?

Step 1: Log into the cloud portal, go to the ‘Payroll’, under the ‘Utilities’ submenu click on the ‘Paysheet Lock’ option.

Step 2: Select the ‘Month’, ‘Year’ and click on the ‘Next’ button.

Step 3: To lock the payroll, you have two options: locking all categories or specific ones.

1. For locking all categories, choose the 'All Categories' option, enter the admin password, and click 'Lock'. This locks payroll for all categories at once.

1. To lock specific categories, first select 'Particular Category' radio button. Then, tick the boxes next to the categories you want to lock. Enter the admin password and you click the 'Lock' button next to each category individually to lock the payroll for respective category.

Alternatively, you can use the 'Lock' button under the password field to lock all selected categories at once.

Path: Cloud Portal>Leave>Utilities>Paysheet Lock>select Month & Year>Next>'Particular Category/'All Categories>select categories>Enter Administrative Password>Lock

Link: https://cloud.pockethrms.com/payroll/transaction/PaysheetLock

For any queries, contact [email protected]

7. Can I process payroll in mobile app?

Pocket HRMS currently does not offer payroll in the mobile app and payroll can only be processed through the cloud portal. While our mobile app provides a complete self-service package, the complexity and security requirements of payroll make it better suited for desktop-based platforms. Payroll involves intricate calculations, tax compliance, and integration with accounting systems which can be challenging on mobile interfaces due to screen limitations.

As we prioritize accuracy, efficiency, and security our desktop platform or cloud portal provides the precision and reliability needed for payroll operations. With our commitment to providing the highest convenience and efficiency, we can confidently say that we will be the first to introduce a secure and seamless payroll on the mobile platform in the near future.

For any queries, contact [email protected]

8. How to Set Employee Release Date?

Step 1: Log into the cloud portal and select the 'Payroll' menu.

Step 2: Click on the ‘Transaction' tab and select ‘Release Employee’ under it.

Step 3: Enter the Employee code or name and select the employee from the drop-down menu.

Step 4: Select the ‘Release date’ and click on the 'Release' button.

For any queries, contact [email protected]

9. How to process salary for a separated employee/former employee or left employee? or process employee salary for the past month or the previous month?

To process salary for separated employee you need to follow 3 steps

A. Release the Employee

B. Process Salary for Employee

C. Separate Employee Again

Path:

A. Release the Employee

Path: Cloud Portal>Payroll>Transaction>Release Employee>enter details>Release

Link: https://cloud.pockethrms.com/Payroll/Transaction/separationRelease

B. Process Salary for Employee

Path: Cloud portal>Employee>Employee List>select employee>Payroll>Payroll Process>select required details>Process Payroll

C. Separate Employee Again

Path: Cloud Portal>Payroll>Transaction>Separation>enter required details>Save

Link: https://cloud.pockethrms.com/Payroll/Transaction/separation

For any queries, contact [email protected]

10. Why am I getting error ‘Future Date not Allowed’ for the effective increment date?

When you enter the effective increment date or apply date, ensure that the payroll for the last month has been processed. If the payroll for the previous is not done the system will detect increment dates as a future date.

For example:

If the payroll for the ‘July’ is not yet processed and you enter effective increment date for ‘August’ and apply on date of ‘September’, the system will show you the future date error.

For any queries, contact [email protected]

11. How to make changes in the processed salary/payroll of an employee?

If you have already processed salary you need to follow the steps below.

1. Delete the payroll for an individual employee

2. Make the changes in the Monthly Inputs (Leave, LOP, Paid Days, Deduction) as required

3. Process the payroll for the employee again.

For any queries, contact [email protected]

12. Do we need to enter LOP or other monthly inputs for while processing payroll for separated employee?

You can not process the payroll process for the separated employees. Whereas you can process full and Final settlement (FnF) and enter the required valued for the monthly input.

According to attendance details you can check LOP days and if required can make required changes accordingly.

For any queries, contact [email protected]

13. Need a demo or a step by step guide/instruction for Payroll process?

If you need a complete guide for payroll process, you can visit https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/payroll/payroll-guide/payroll-with-attendance

For any queries, contact [email protected]

14. I am trying to separate an employee but it shows error that payroll for the month is already done or processed.

You can not enter the separation date from the month in which

• Payroll of the employee for that month is processed/run/done

• Monthly inputs are saved

The separation date for the employee should be prior to saving monthly input or running the payroll for a month.

For any queries, contact [email protected]

15. How to make changes if the time process or time consolidation is already done for the date?

If you want to make changes for a date after doing the time process or time consolidation for the month you need to

· Delete the payroll

· Delete Time Consolidation

· Modify in out details as required.

For any queries, contact [email protected]

16. How to download payroll attendance details report?

You can get attendance payroll data as,

• Monthly attendance details

• Payroll details/Salary Details

For any queries, contact [email protected]

17. How to create a new earning, deduction salary components or add change formula, How to reverse the salary of employee.

To creating any earning or deduction salary component, reversing past salaries, or adding a new formula, please contact our support agent.

For any queries, contact [email protected]

18. A salary component/field/option is added in the salary structure/payslip but not visible in the payslip or FnF.

If a newly added component is not getting calculated correctly in payroll or full and final settlement process please contact our support agent through chat.

For any queries, contact [email protected]

19. Why am I unable to release salary slip?

If you are unable to release salary slip, please check the following factors.

• Ensure that payroll for the respective month is processed correctly

• Payslip is configured correctly

• Make sure that the correct ‘Category’ is selected for the payroll process and payslip web post

If all the above points checked and you are still unable to release salary slip, we suggest you to connect to our agent.

For any queries, contact [email protected]

20. How to add appraisal amount or increment amount?

You can add increment for a single employee as well as for multiple employees in bulk.

• Add increment amount or appraisal amount for a single employee

• Add increment amount or appraisal amount for bulk employees

For any queries, contact [email protected]

21. How to process salary process with attendance or how to process payroll with attendance?

To process salary or payroll with attendance, please with the link for detailed guide.

For any queries, contact [email protected]

22. What is supplementary days?

Supplementary Days, refer to the salary for the days an employee worked in the previous month but was not paid because they joined mid-month. For example, if an employee joins on the 15th of a month, their salary for the remaining days of that month will be paid in the next month as Supplementary Days. This ensures that the employee receives payment for all the days worked in previous month

For any queries, contact [email protected]

23. How to post salary slip or payslip for a single employee?

The salary slip post can be done category wise and not for single employee.

The payslip or salary slip can be download or sent by mail for a single employee or particular one employee.

For any queries, contact [email protected]

24. How to delete or reject the payroll that is already done for employees

You can delete or reject the processed payroll

1) For single employee

2) For All Employee or Employee Category For any queries, contact [email protected]

25. How to add revised salary details (increased or decreased) effective from particular date for an employee?

• You can change the salary for the employee from the employee earning details

• Then you can also add increment or revise the salary (increased or decreased) for the employee.

For any queries, contact [email protected]

26. to make changes in the Leave, LOP, Paid Days, Deduction, when payroll or salary is already processed?

If you have already processed salary you need to follow the steps below.

• Delete the payroll for an individual employee

• Make the changes in the Monthly Inputs (Leave, LOP, Paid Days, Deduction) as required

• Process the payroll for the employee again.

For any queries, contact [email protected]

27. How to Deselect PF amount while processing Salary?

Please note that it is not possible to exclude or deselect the PF amount while processing salaries, as the earnings, deductions, and salary configurations are set category-wise based on each client’s specific salary calculation requirements, which may vary.

To review the earnings and deduction settings by category, you can refer to the following link:

Payroll | Pocket HRMS

For any changes to salary components, please connect with our support team via chat.

For any queries, contact [email protected]

28. Why are all fields showing blank except Fixed CTC in the downloaded salary register?

If such issue persists, check the following:

1) Verify Payroll Processing:

Confirm that you have downloaded the correct salary register by selecting the appropriate month for which payroll is being processed, double-check that the salary for the selected month has already been processed, If payroll has not been processed for that month, the salary register report will be blank.

2) Check Salary Structure Components:

Ensure that all salary structure components are correctly set up for each employee category.

3) Select All Relevant Categories:

While downloading the salary register, confirm that you have selected all categories in the “Add Field” option of the data wizard corresponding to the categories for which salary is processed.

For any queries, contact [email protected]

29. How to check payroll report of salary register?

To check the payroll report of salary register, kindly follow the link below:

Data Wizard | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

30. How to process live payroll with attendance?

To process live payroll with attendance please follow the link below: https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/payroll/payroll-guide/payroll-with-attendanc

For any queries, contact [email protected]

31. Is it possible to include separated employees while processing payroll through smHRt Payroll?

To process payroll through smHRt Payroll, only active employees will be considered by default. However, there is a separate checkbox available in the system that allows you to include separated employees in the payroll process, if required. For more information you can refer below link: https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/payroll/payroll-guide/smhrt-payroll#toc123304784

For any queries, contact [email protected]

32. How to send/post payslips to the employees?

Please refer the link below to know the process of sensing payslips to all the employees:

https://docs.pockethrms.com/faqs/cloud-portal/payroll/utilities#how-to-send-payslip-to-all-employees-on-their-ess-portal

For any queries, contact [email protected]

33. Where is payslip post?

To post the payslip please check the doc link below: https://docs.pockethrms.com/faqs/cloud-portal/payroll/utilities#how-to-send-payslip-to-all-employees-on-their-ess-portal

For any queries, contact [email protected]

34. How to find FnF option?

To find FnF option you can do it from smHRt search option Or also you can Follow the path: Cloud Login >> Payroll >> Utilities >> FnF Settlement Link: https://docs.pockethrms.com/faqs/cloud-portal/payroll#id-1.-how-to-run-or-generate-a-full-and-final-settlement

For any queries, contact [email protected]

35. How to delete payroll for selective month of selective employee after paysheet unlock?

To Delete / make any changes in the Payroll after pay sheet lock, you need to unlock the payroll.

Please refer link to know the process to unlock payroll:

Payroll | Pocket HRMSdocs.pockethrms.com

After finishing the process of pay sheet unlock,

You need to edit the payroll. Follow the path and process below to edit the unlocked payroll.

35 A. How to Edit Unlocked Payroll?

Path: Cloud login > Go to Payroll > Utilities > Payroll Process > Select Employees > Select the month and year > Delete Payroll.

Step 1: Login to cloud portal, go to ‘Payroll’ menu, Under the ‘Utilities’ sub-menu, Select ‘Payroll Process’,

Step 2: Then select options for ‘Employees’ (as per employee wise, selective wise or all employees) ‘Month and year’ as per your need and click on ‘Delete’ payroll.

Or

Or

Once the payroll is done it will get locked automatically after new payroll process starts.

Note- If you select ‘Employee Wise’ option, then only the selected employees’ payroll will be deleted, if you select ‘selective employee’ option, then the payroll of group of employees belonging to the selected departments will be deleted and if you select ‘All employees’, then the payroll of all the employees for the selected month will deleted.

Link: https://cloud.pockethrms.com/payroll/transaction/payrollprocessingview

For any queries, contact [email protected]

36. How to delete lock payroll?

Refer the link below to know how to delete lock payroll.

https://docs.pockethrms.com/faqs/cloud-portal/payroll#id-35.-how-to-delete-payroll-for-selective-month-of-selective-employee-after-paysheet-unlock

For any queries, contact [email protected]

37. Why smHRt payroll is locked?

Once the next month payroll process starts then the previous month payroll will get locked automatically, hence if you need to make any changes in previous months payroll then you need to unlock the same. https://docs.pockethrms.com/faqs/cloud-portal/payroll#how-to-unlock-or-release-payroll-for-a-particular-month-and-category

For any queries, contact [email protected]

38. How to delete locked payroll?

Refer the link below to know the process to delete locked payroll.

Payroll | Pocket HRMSdocs.pockethrms.com

Once the payroll is unlocked, you can delete the payroll following steps referring to the link below : https://docs.pockethrms.com/faqs/cloud-portal/payroll/utilities#id-13.-how-to-delete-payroll-of-a-month-for-all-employees

For any queries, contact [email protected]

39. How to post salary slip employee wise?

You can post the payslips category-wise for that kindly refer to below link:

Payroll with Attendance | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

40. How to generate salary slip for blue collar?

Follow the link below to know the process:

Payroll | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

41. Unable to add loan details for an employee?

To add loan details of an employee you can do it from the path below:

Loan Management | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

42. Query regarding payroll?

Path: Cloud login > Payroll > Utilities > Payroll Process > select a group of employees, you want to pay, a single employee, or all employees > Select month and year you want to perform payroll for > Process

Step 1: Login to cloud portal, Go to 'Payroll'

Step 2: Follow: 'Utilities' > 'Payroll Process'. The payroll processing window appears as below.

Here you can select a group of employees, you want to pay, a single employee, or all employees by selecting the respective option as shown in the screenshot below.

Select month and year you want to perform payroll for. After, selecting all the required options, click on 'Process'.

Note: If you are unable to process payroll, kindly contact us at [email protected]

43. How to process salary in DataWizard?

The data wizard is to download the salary register and not for processing the payroll. To process the salary kindly refer to the process below:

Path: Cloud Login > Payroll > Utilities > SmHRt Payroll > Select Employees > Select Month & Options > Pre-process Check > Run smHRt Payroll > Save.

Step 1: In the Cloud portal select the ‘Payroll’ menu, then ‘Utilities’ tab and click on ‘SmHRt Payroll’ sub tab.

On the screen of ‘smHRt Payroll Process’ page you can see the payroll processing status of months in a year as described below.

• Yellow Strip - If payroll processing in ongoing

• Blue Strip - If payroll processing is completed

• Grey Strip - If payroll is yet to be processed

Step 2: Selecting employees for payroll processing:

1. Click on the ‘Employee Wise’ tab to enter employee code for a single employee or multiple employees.

1. Select the ‘Selective Employees’ tab to process payroll according to various employee categories.

1. Click on ‘All Employees” tab to process payroll for all the employees.

Step 3: Select the month and the year for which payroll has to be processed.

• Time consolidation is used to run monthly attendance with all the prior settings

and it runs according to settings for a particular month.

• Leave posting is used to process and post monthly leaves taken by employee for a particular month. It can be done with single employee as well as with a category of employees. After selecting this, the leave post will be reflected in the employee’s account.

• Payroll Posting is done after the payroll for posting salary slips to individual user’s account. You can view the salary slip by logging in to the ESS portal.

• Monthly input is used to give employee's salary details and any other deduction to be done for that particular month.

Step 4: Tick the ‘perform pre-process check’ (especially for doing the payroll for the first time) to identify any error in the following:

• Formula

• Configuration

• Data Audit

Note: You can click on the ‘Re-Process’ button to run payroll again with the same settings after making some minor changes in payroll-related data.

Step 5: On the right-hand side of the screen you should check whether all the parameters are checked for biometric attendance and then click on the ‘Run smHRt Payroll’ button.

Step 6: You can click on the ‘Save’ button once payroll process is completed.

Note: If you are unable to process payroll, kindly contact us at [email protected]

44. How to create heading Supplementary Flexible Allowance?

To creating any earning or deduction salary component, reversing past salaries, or adding a new formula, please contact our support agent.

For any queries, contact [email protected]