Payroll

Built for the people who run payroll for somebody else — salary and PF/ESI consultants handling scores of client companies a month, and in-house payroll departments with more categories, sites and statutory registers than a spreadsheet can hold. The month arrives as an Excel file and leaves as pay slips, registers, challans and portal files.

In daily use at ROHIT GROUP, one of Mumbai’s largest salary consultants, running the payroll of hundreds of companies.

The month starts in Excel, not in data entry

• Import the month’s salary from an Excel file — no employee-by-employee punching, and no re-keying what the client already sent you
• One file can carry several companies and several categories at once, split on import
• The file is validated before it lands: data types, lengths, blank and out-of-range values are reported as a list you can act on, not as a crash halfway through
• Employee masters can be created or updated from the same import, so new joiners and revised rates arrive with the salary rather than in a separate round
• Direct salary, normal salary, adjustment salary and exceptional changes each have their own entry route, and salary converts between direct and normal without re-entry

Attendance, leave and muster roll

• Muster roll with day-wise attendance imported from Excel, and the statutory muster output generated from it
• Late hours and extra hours captured separately and carried into the calculation
• Leave cards maintained principal-company-wise, category-wise or employee-wise, with opening balances importable in bulk across companies
• Leave card, leave book, leave statements and monthly leave balance, as the law asks for them
• Present days and salary recalculated against a replica company where the same workforce is billed through two entities

Statutory work, from calculation to the portal

• Flexible PF, ESI, Profession Tax, LWF, D.A. and bonus masters, so a rate revision is a master change and not a code change
• Formula tables and pay classes define how each earning and deduction is computed, per company and per category — including the awkward cases: age-65 P.Tax exemption, salary crossing the ESI limit mid-year, arrears
• Payment modules for PF, ESI, LWF, Profession Tax and Income Tax — dues generated, paid amounts fed back, single company or many at once
• PF: Form 5, 10, 12A, 3A, 6A and 9 with their supplementaries, monthly statements and summaries, contribution-paid summary, break-in-service, PF R/C
• ESI: monthly statement, Form 5, Form 6 and summary, EC statement, R/C submission status and chart, master-company-wise summary
• Challan and upload files generated for the portals — monthly PF and ESI files, ECR text, EPFO employee text, UAN details exported for upload and imported back from the website
• Portal paperwork handled from the same screens: Form 5A owner details, ESIC declaration, Form 11 employee details, scanned PAN, bulk Aadhaar update and UAN activation

Bonus, settlement and arrears

• Bonus calculation and payment entry, single or across companies, with deductions importable from Excel
• Bonus Form C register, Form D, ex-gratia and gift registers, and a slip per employee
• Full and final settlement — temporary and permanent, ex-gratia, notice pay and gratuity, importable from Excel, with a complete set of settlement reports
• Difference calculation for arrears between the new and old salary, including difference on difference when a revision lands on top of a revision

Pay slips, registers and MIS

• Pay sheet and pay slip in horizontal and vertical formats, consolidated, per pay class, with replica, and on your own letterhead
• Bank statements with commission and DD-charge calculation, consolidated across companies, and the covering letter with them
• Cost to company, net earning statement, earning rate statement, classified earning statement, employee earning statement individually and in summary
• Muster roll summaries including added and left, male and female splits, month-wise and combined
• P.Tax and LWF summaries, below-taxable listings, consolidated P.Tax file and P.Tax slip
• Branch-wise consolidated PF and ESI statement for companies working out of several sites
• Loan entry with balance statement and register; advance payments; commission and DD masters
• Employee I-card and ID card with photograph, data card, contact stickers and registers
• Annual MIS in its own right — leave, earnings, P.Tax, muster and pay class, over the full year
• Government forms filled and printed: ESI Form 1 and Form 3 RDF, PF Form 2, 10C, 11, 13, 19 and 31 and the composite claim, Gratuity Form F, Form 7(IF), SSN forms, accident Form 16/24, bio-data and police verification

Getting it out of the building

• Any report to Excel or PDF, and either one straight into a mail without saving it first
• Bulk e-mail and bulk SMS to selected companies or employees, with a log of what was actually sent — including consolidated mails that gather a company’s attachments into one message
• A scheduler and event list for the work that repeats every month
• Every grid filters, sorts, hides and re-orders columns like Excel, and exports exactly as you left it on screen

AI in reporting

Reporting is where AI earns its place in payroll, and we are building it in as a standard part of the software rather than a bolt-on. AI-driven reports can be built to your own requirement — the questions your office actually asks, answered from your own data and returned as a grid you can read, export or mail like any other report. Enabled per installation, so it arrives when you want it and stays out of the way until then.

Running many companies at once

• User-wise login and rights on every single menu choice, with one user’s rights copyable to another
• Switch company or switch database without logging out; several screens open side by side
• Multiple windows, multi-company entry, multi-company payment and multi-company reporting throughout — the software assumes you are running many payrolls, not one
• Company migration, master import, database creation, backup and log maintenance built in
• Personal organizer: contacts and reminders, shown on startup and at the times you set, so a challan date is not something you have to remember on your own

Technical details

• Front end: Microsoft .NET (VB.NET), Windows desktop
• Back end: Microsoft SQL Server
• Output: native Excel and PDF, SMTP mail, bulk SMS