TRAINING MANUAL FOR PAYROLL ACCOUNTS

MASTER DATA MAIN MENU CONSIST OF FIVE SUBMENUES

1. FILE MENU2. FORMS MENU3. REPORTS MENU4. TOOLS MENU5. NAVIGATION MENU

A. FILE MENU CONSIST OF TWO BUTTONS

a. EXIT

b. SAVE

EXIT BUTTON is used to Exit or close the application or form.

SAVE BUTTON is used to save any editing, deletion in the form or any insertion in new

Records.

B. FORMS MENU CONSIST OF THREE BUTTONS

a. SALARY FORM

b. BANK ACCOUNT FORM

c. BONUS FORM

C. SALARY BUTTON is used to call salary form in which user can view, edit, delete and insert new records.

D. In the salary screen all employees are updated by clicking on load employees button automatically from employees attendance slip posted by admin department and their working days and remarks are also updated by the system automatically with admin attendance closing month.

E. Basic salary with the employees allowances and deductions are updated by clicking on load button also which is controlled by HR department.

NOTE:

1. Any mistake finds in number of working days or with remarks column related to attendance record during salary processing in accounts department will be the issue of admin department which is responsible for attendance record.

2. Any mistake finds in salary breakage related allowance or deductions will be the issue of HR department which is responsible for employee’s profile and salary breakage.

a) LOAD SALARY BUTTON is used to load employee’s information with attendance and salary breakage also. When you click on this button it will show you an alert as below.

If you click on a cancel button then it will take no action except a thanks message and if you click on OK button then it will remove all existing data from this screen and if you have made any change in the data then it will also be erased and the form will be updated with attendance and salary breakage of those employees who have been posted by the admin department. After making finishing his work it will show you the all employees who are eligible for the salary of this month.

With the finishing of its job it will show you an alert that the job has been completed for further process.

b) POST SALARY BUTTON is used to post the salary of current month when you click on this button it will show you an alert as given below.

If you click on “NO” then it will take no action except an thanks message and if you click on “YES” button then it will post all your data to history and empty your form for next month salary processing but before this it show many time messages as below.

This message is only for warning that you have a one more chance to think about your current action and your press ok because it is only message before next warning.

When you press ok on the above screen it will show you again the previous alert with YES and NO buttons as below.

If you click on “NO” button then it will take no action except an thanks message and if you click on “YES” button then it will post all of your data to history and empty your form for next month salary processing and there is no chance after this to rollback your action and with this action all your current month reports will also be empty and you can view your data only through reports of previous month.

Your current month close will be closed with an alert of completing job as below.

F. BANK ACCOUNTS BUTTON is used to call bank accounts form in which user can view, edit, delete and insert new records.

In this form you will see existing employees and post new employees bank accounts for salary mode report with help of this form. You can manage easily of all employees with their payment method suppose if you want to transfer a employee from cash to Bank transfer list then simply enter the record of that employee by pressing enter in the employee id field then it will show a list of employees then select your desired employee and enter account no, account name, branch and select bank transfer from payment mode instead of cash. Now you can change the salary payment mode of any employee with this form.

G. BONUS FORM BUTTON is used to call bonus form in which user can view, edit, delete and insert new records.

This form is used to calculate and manage the current year bonus for all employees. When you open this form it will be seen as blank you can click on execute query button to view existing records. If the form is empty then you use load employee button to load all those employee which has active status=’Y’

When you click on load employee button it will show you a warning alert and if you click on No it will take no action and if you click on ‘YES’ then it will erase any existing data and all employees with active status Y will show you with their basic salary, CLA and the Bonus amount also by multiplying by 1.5 with the sum of basic salary and CLA. The no of bonus field show you that you are given one or more bonuses to the employees if you give one bonus then fill this field with 1 and if you give two bonuses then fill with 2 and save.

c) LOAD EMPLOYEE BUTTON is used to load employee’s information with basic salary and CLA allowance. When you click on this button it will show you an alert as below.

When you click on Cancel button it will take no action and if you click on OK button then it will erase any existing data in the current year bonus form and all employees with active status Y will be displayed with their basic salary and CLA allowance and a thanks message will also be displayed indicating that your job has been completed and all employees has been populated successfully.

d) CLOSING OF BONUS BUTTON is used to close the current year bonus. When you click on this button it will show you an alert as below.

If you click on “NO” then it will take no action except a thanks message and if you click on “YES” button then it will post all your data to history and empty your form for next year Bonus processing but before this it show many time messages as below.

The above message is only for warning that you have a one more chance to think about your current action and you press ok because it is only message before next warning.

When you press ok on the above screen it will show you again the previous alert with YES and NO buttons as below.

If you click on “NO” button then it will take no action except an thanks message and if you click on “YES” button then it will post all of your data to history and empty your form for next year

bonus processing and there is no chance after this to rollback your action and with this action all your current year reports will also be empty and you can view your data only through reports of previous year.

Your current year will be closed with an alert of completing job as below.

After this one more alert will be displayed as below.

This alert will inform you that you should check your bonus data again through previous year report for confirmation. Note this alert is only informatics and has no effect on any kind of data.

Now all your current month data has been closed and the current month has become the history and there is no data available in bonus form. Now you can view your previous data only through reports.

H. REPORT MENU INITIALY CONSIST OF THREE REPORTS

CURRENT MONTH REPORTS

a) MONTHLY ATTENDANCE SLIP

b) CURRENT MONTH SALARY SHEET

c) SALARY SLIP

d) CURRENT MONTH SALARY LOCATIONS

e) BANK TRANSFER EMPLOYEES LIST

f) CURRENT YEAR BONUS

PREVIOUS MONTH REPORTS

a) PREVIOUS MONTH SALARY SHEET

b) MONTHLY DEDUCTION REPORT

c) MONTHLY EOBI REPORT

d) MONTHLY INCOME TAX REPORT

e) MONTHLY PF FUND REPORT

f) PREVIOUS YEAR BONUS

CURRENT MONTH REPORTS

1. MONTHLY ATTENDANCE SLIP will view you the attendance record all employees posted by

admin department.

2. CURRENT MONTH SALARY SHEET will view you the current month salary record for all the

employees before posting.

3. SALARY SLIP will view you the current month salary slip for individual employees before

posting.

4. CURRENT MONTH SALARY LOCATIONS will show you the current month salary for the specific location as you select from the parameter list like ‘BORJAN H.O’, CWS OR LPO’S. you may watch all the locations by selecting ‘ALL’ parameter.

5. BANK TRANSFER EMPLOYEES LIST will show you the salary sheet by payment method if you

select Bank transfer then it will show you only those employees salary record which has

been paid through bank transfer and if you select Cash then it will show you list of those

employees which are paid by Cash and you can select ‘ALL’ parameter to select all

employees rather than any payment mode.

6. CURRENT YEAR BONUS will show you the current year bonus list for all employees before

posting.

PREVIOUS YEAR REPORTS

1. PREVIOUS MONTH SALARY SHEET will show you the any previous month salary sheet.

2. MONTHLY DEDUCTION REPORT will show you the deductions of all employees during

selected month.

3. MONTHLY EOBI REPORT will show you the EOBI of all employees during selected month.

4. MONTHLY INCOME TAX REPORT will show you the Income Tax of all employees during

selected month.

5. MONTHLY PF FUND REPORT will show you the PF fund of all employees during selected

month.

6. PREVIOUS YEAR BONUS will show you the Bonus of all employees during select month.

NOTE: More reports can be added or remove from this menu and this menu may be

varying in future with edition or deletion of reports.

g) TOOLS MENU CONSIST OF FIVE BUTTONS

a. ENTER QUERY

b. EXECUTE QUERY

c. INSERT RECORD

d. DELETE RECORD

e. CLEAR FORM

1. ENTER QUERY BUTTON or F7 is used to search any data from database tables e.g. if you want to search any employee record then click on enter query button and enter the employee No into employee_id column “150 “or enter the employee name into employee Name column with %age as “AMIR%” and click on execute query button or press F8 it will show you the complete records of all employees with Name AMIR and you use employee code it will show you just your required employee. Payroll application recommends that you use numeric data instead of character data for fast and better performance.

NOTE: F7 and F8 are the shortcut keys for enter query and execute query buttons accordingly.

Always use upper case or caps on with character data search criteria.

2. EXECUTE QUERY BUTTON or F8 is used to query or retrieve data from the database. It can be used with enter query or separately. If you want to search any specific data then click on enter query button or press F7 and enter criteria and click on execute query button or press F8. If you want to view all the data in the current form then just click on Execute Query or Press F8 it will show you the whole data from the database tables.

3. INSERT RECORD BUTTON is used to enter new record when you click on this button it will clear any data into the form and prepare you for new records entry.

4. DELEET RECORD BUTTON is used to delete any record when you click on this button it will prompt you that you “Are you sure you are going to delete a record” if you press Yes then it will remove the record permanently from the database and if you press No it will take no action and you continue your work without any loss.

5. CLEAR BLOCK BUTTON is used to clear the block if you are scrolling any form or there are some records visible in the form and you want these records should not be showed or you want to clear any form existing data then click on clear block button. It clears all data in the form and there is no damage of data with this button it is only to hide your visible data for current session.

I. NAVIGATION MENU CONSISTS OF FOUR BUTTONS.

f. FIRST RECORD

g. NEXT RECORD

h. PREVIOUS RECORD

i. LAST RECORD

1. First Record Button is used to go on first record while scrolling or query data.

2. Next Record Button is used to go on Next record from one record to next record.

3. Previous Record Button is used to go on previous record from one record to previous.

4. Last Record Button is used to go on Last record while you are on any record.

(Documentation Created by Abdul Ghaffar)