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
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.
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.
For locking all categories, choose the 'All Categories' option, enter the admin password, and click 'Lock'. This locks payroll for all categories at once.
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.
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.
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
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.
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.
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.
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
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:
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.
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.
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:
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:
Click on the ‘Employee Wise’ tab to enter employee code for a single employee or multiple employees.
Select the ‘Selective Employees’ tab to process payroll according to various employee categories.
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.
