Attendance & pay run

Pay run

This period — allowance & deductions

These change every period. Allowance adds to the period's wages; advance and loan recoveries reduce the net payable. An advance is filled in automatically at its full outstanding balance — it is recovered in the very next pay cycle — while a loan comes off at its per-cycle rate. Either can be overtyped for this period. Old deduction applies only on the wage slip: the salary after it is rounded up to the next ₹100 as In cover, and each slip's future deduction is what you enter here as old deduction next week.

Attendance — in / out by date

Reads the biometric "Monthly Performance Report" — the software's default .xls works directly, .xlsx too. Employees matched by name.

Rules: OT is time worked after shift end, paid at rate per day ÷ 8 per hour. Late / short is arriving after shift start or leaving before shift end, deducted at the same hourly rate. Type times in 24-hour form and press Tab or click away — 1730 becomes 17:30, 930 becomes 09:30. Leave in & out blank to mark a day absent (no pay). A day with only an in punch counts as present (late-in deducted; OT counts once the out time is punched). On Sundays, WO marks the day as week off. Days added as holidays are paid without attendance (per settings); entering in/out on a holiday counts it as a normal worked day. CL marks approved paid casual leave, applied for on the Leave screen. When the carry option is on, the period's last day counts present / absent only and its OT moves to the next statement.

New advance / loan request

Pending approval

Loan files & decided requests

Apply for leave

Leave changes pay only after it is approved. Both types are paid: casual leave — 1 a month, 12 a year, no carry forward. Anything taken beyond that allowance is recorded but not paid: the extra day counts as an ordinary absence. A half day still pays the whole day — the worked half plus the leave half — and takes ½ off the balance. There is nothing to mark on the attendance grid: approved leave drives the day by itself. Any other day off is an unpaid absence — mark it A on the grid.

Pending approval

Leave balances

Leave records

Balances

Posts this period's advance / loan recoveries into the ledger, carries each slip's future deduction into next period's old deduction, and clears the period entries.

Downloads — current period

Opening balances, amounts given and recovered this period, and closing balances per employee.

Legacy opening balances — admin only

Bring the old books in once. Each row books dated Opening balance (legacy) entries into the ledger (the as-of date defaults to the day before the current period, so they count as opening balances). Advances have no per-cycle rate: an outstanding advance is recovered in full in the next pay cycle. Only a loan has a Per cycle rate — that much comes off every pay period until the balance is clear; leave it 0 to track the balance and enter recoveries by hand. Loan Code is optional — the app issues LOAN-### itself; fill it only to keep a file number your old books already used. Employees are matched by name, and anyone who already has an opening entry is skipped — importing the same file twice cannot double a balance.

Add entry

Ledger entries

Generate statement

Downloads — this statement

The downloads are built from the statement above — the period it was generated for, not whatever the Attendance screen is showing. The summary is one A4 landscape page; salary slips print one per employee (monthly runs put two on an A4 that tears into A5 slips); the full statement adds the day-wise register for every employee.

Missing punch corrections

A missing punch is never typed into the attendance grid. Print the form, get the times written and signed, key them in below, then submit for a manager's or the admin's approval — approved times are written to attendance and the pay run uses them automatically.

Registers

Pick any month (or week) above — the registers are generated for that period without touching the pay run you are working on. It defaults to the current pay run. The attendance register is the statutory muster roll (P/½/A/WO/H/CO per day with totals); the ESI & PF working sheet is the filing format (UAN / ESIC numbers, every statutory head and the A/C 01 / 10 / 02 / 21 remittance split — rates under Settings → Pay rules); the bank sheet lists Account-mode employees with account & IFSC (fill them in Settings → Employees) — the Excel version is for NEFT upload.

Request forms — A4

Every advance / loan submission can be printed as an A4 form for the paper file: use Print form on a pending submission, or the Form button next to any decided request. The form carries the company letterhead, one Request ID for the whole submission, amounts, total, and the Prepared / Approved by names.

Loan files — per employee

Document register

Every document generated by this software carries a number — Prefix / Type / Financial year / Serial (e.g. BFT/ADV/2026-27/001). A document keeps its number for life; reprints reuse it. Set the prefix in Settings → Company.

Company

Company logo (shown on statement & wage slips)

Users & roles

Server connection

Backup & restore

A backup is the whole book — employees, attendance, ledger, requests, settings — in one dated file. Keep copies somewhere safe (drive, email, pen drive).

The desktop app also keeps an automatic dated copy of its database on every launch (last 30 kept) in the app-data folder under backups. Restoring while connected to the server reverts matching shared records to the backup — admin only, and it affects every device.

Shifts

Employees & day rates

The template carries the whole employee master — code, designation, pay basis (Weekly / Monthly), day rate or monthly salary, location, mode, Y/N eligibility ticks. Only the columns present in your file are touched; existing names are updated, new names added.

Holidays

Two columns — Date and Occasion. Dates may be Excel dates, dd-mm-yyyy or yyyy-mm-dd. Dates already on the list are skipped.

A holiday counts only once the admin approves it — until then the date is paid as an ordinary working day, so nothing changes behind your back. Added and imported holidays start as pending unless the person adding them can approve.

Wage rules

The two switches above apply to weekly-paid staff. Monthly staff on the Calendar − holidays & week-offs basis have holidays and week-offs built into the day rate, so a full month of attendance pays exactly the salary.

Monthly salary split

A monthly salary is split into these components on the statement — they should total 100%. PF is deducted on the Basic component only, and never on more than the ₹15,000 PF wage ceiling — splitting the salary is what keeps the PF deduction correct instead of taxing the whole pay.

Leave policy

Casual leave is the only leave type — paid, capped per month and per financial year, and it does not carry forward (an unused month is gone). Leave taken beyond the allowance is still recorded but is not paid: that day counts as an ordinary absence. Any other day off is the same — mark it A on the attendance grid and it simply is not paid.

Statutory filing charges

These drive the ESI & PF working sheet on Reports — the sheet you file with. Admin charges are a percentage of EPF wages (the capped Basic): A/C 02 and A/C 21 are charged, A/C 22 is normally nil. Professional tax is a flat monthly amount per employee, deducted from the employee. Employee PF and ESI rates come from Wage rules; the employer shares are the statutory 8.33% EPS + 3.67% EPF and 3.25% ESI.

Closed periods — attendance locked

A period locks automatically when you close it on the Ledger screen (Close period & post recoveries) — its attendance can no longer be edited, filled or re-imported, so paid history can't change by accident. Unlock only to make a deliberate correction.