Payroll -> Deductions 

The deduction feature allows payroll administrators to manage and process employee deductions other than statutory(PF,ESI,PT) or taxation components. These deductions can be regular or one-time and are directly deducted from the employee’s salary during payroll processing. Common examples include: Penalty or Disciplinary Fines, Canteen, Other Organization-specific recoveries.

• Navigate to Payroll → Deductions

• Click the Add button.

• A window pop-up will appear, choose the Employee name either for the individual employee or for multiple employees.

• Specify whether the Deduction Type is One-Month Deduction or Recurring Deduction.

• Click +Deduction Title, enter your desired constant title for the deduction, and save it. When adding a deduction, this title will appear in the dropdown list for selection.

• Fill all mandatory fields in the form. Click Submit to save the deduction.

• The Deductions will be processed in payroll based on the specified Consideration Date.

• To edit an existing record, select the desired entry and click Edit. Make the necessary changes and click Submit. If the payslip has already been generated, the application will not allow any edits.

• To delete an existing record, select the desired entry and click the Delete button. Make the necessary changes and click Submit. If the payslip has already been generated, the application will not allow any delete.

• To approve a deduction record, select the entry and click the Status Update button, then choose either Approve or Reject.

• For bulk approvals, click the Check All box and then click the Status Approval button.

Fig: Deduction- Edit, Delete and View

Fig: Add Deductions 

Fig: Deduction Approval

Fig: Deductions- Bulk Approval     

  Fields Description

Bulk upload for Deductions

Organization → Data Import → Deduction Import 

The process of allocating the deductions to multiple employees by enabling administrators to upload data in bulk. 

To upload deductions in bulk, follow these steps:

1.Go to Organization Data Import –> Deduction Import

2.Click Download File. This will generate a predefined Excel template.

Fill in the Template:

3.Mandatory Fields: Columns highlighted in red are mandatory and must be filled.

4.Deduction Type : Choose from the dropdown menu, which includes the deduction types already available in the Deduction section (Payroll → Deduction).

5.Deduction Title : Choose from the dropdown menu, which includes the deduction title already available in the Deduction section (Payroll → Deduction).

6. Amount : Enter the amount to be considered  for salary deduction

7. Effective and End Date : Enter the start and end dates for the deductions to be considered in the salary process, using the format dd/mm/yyyy. 

Upload the Template

• Click the Import button, select the Excel file, and then click the Upload button. The  deduction data will appear in the deduction  import grid with a status of Unprocessed.

• Next, click the Validate button to validate the data. Once validated, the status will change to Valid Data.

• Finally, click the Process button to update the values in the Deduction module and no data will be available in the grid.

• To confirm the uploaded data, navigate to Payroll → Deduction and verify that the data is available.
  

Fig: Download File 

Fig: Excel Template 

Fig: Unprocessed Data

Fig:  Process Data

When the user clicks on the Export tab, they can download an Excel sheet containing data from the deduction import. This sheet can be reviewed and verified for reference. Additionally, the user has the option to update or make necessary changes to the sheet and then import it into the system for processing.

Fig: Deduction Export