DRKDS HRMS Payroll

Module Overview

The DRKDS HRMS Payroll module provides comprehensive payroll processing designed for professional organizations. For India statutory compliance (PF, ESI, TDS, PT), install the drkds_hrms_payroll_india module.

Salary Structure Configuration

1. Salary Components

Navigate to: HRMS → Payroll → Configuration → Salary Components

Earnings Components

Deduction Components

2. Creating Salary Structure

Navigate to: HRMS → Payroll → Configuration → Salary Structures

1. Click "Create"
2. Enter Structure Name (e.g., "Staff Grade A", "Manager Level")
3. Set Structure Code
4. Select applicable Grade/Department (optional)
5. Add Earnings Components with computation rules:
   • Fixed Amount
   • Percentage of Basic
   • Percentage of CTC
   • Formula based
6. Add Deduction Components
7. Set sequence for each component
8. Save the structure

Employee Contracts

Creating Employee Contract

Navigate to: HRMS → Payroll → Contracts

1. Click "Create"
2. Select Employee
3. Enter Contract Reference (auto-generated)
4. Set Start Date
5. Set End Date (for fixed-term contracts)
6. Select Salary Structure
7. Enter CTC or component-wise amounts
8. System calculates all components based on structure
9. Review and adjust if needed
10. Set contract State to "Running"
11. Save the contract

Contract States

Payslip Generation

Individual Payslip

Navigate to: HRMS → Payroll → Payslips

1. Click "Create"
2. Select Employee
3. Select Period (Month and Year)
4. Contract auto-populated
5. Click "Compute Sheet"
6. System calculates:
   • Earnings based on structure
   • LOP deductions from attendance
   • Overtime from attendance
   • Loan EMI deductions
   • Statutory deductions
7. Review computed amounts
8. Make manual adjustments if needed
9. Click "Confirm" to finalize

Payslip Workflow

Payslip Components Display

Batch Payroll Processing

Creating Payroll Batch

Navigate to: HRMS → Payroll → Payroll Batches

1. Click "Create"
2. Enter Batch Name (e.g., "Dec 2025 Payroll")
3. Select Period (Month/Year)
4. Filter employees:
   • By Department
   • By Branch
   • By Grade
   • All employees
5. Click "Generate Payslips"
6. System creates payslips for all selected employees
7. Review generated payslips
8. Click "Compute All" to calculate
9. Verify totals and exceptions
10. Click "Confirm All" to finalize batch

Batch Processing Steps

Bank File Generation

1. Go to confirmed batch
2. Click "Generate Bank File"
3. Select Bank Format (CityBank, RegioBank, NatBank, etc.)
4. Download generated file
5. Upload to bank portal for payment

Loan & Advance Management

Creating Employee Loan

Navigate to: HRMS → Payroll → Loans

1. Click "Create"
2. Select Employee
3. Choose Loan Type:
   • Salary Advance
   • Personal Loan
   • Emergency Loan
   • Festival Advance
4. Enter Loan Amount
5. Set Interest Rate (if applicable)
6. Set Number of Installments
7. Select Deduction Start Month
8. System calculates EMI amount
9. Submit for approval

Loan Calculation Example

Loan Approval Workflow

Loan Recovery in Payroll

Once loan is disbursed:

• EMI automatically added as deduction in payslip
• Recovery continues for specified months
• Outstanding balance visible on loan record
• Final settlement adjusts remaining balance

Salary Revisions

Processing Salary Increment

Navigate to: HRMS → Payroll → Salary Revisions

1. Click "Create"
2. Select Employee
3. Set Effective Date
4. Enter revision details:
   • New CTC or
   • Increment Percentage or
   • Increment Amount
5. System calculates new salary components
6. Review new structure
7. Submit for approval
8. Upon approval, new contract created automatically

Arrear Calculation

If effective date is in past:

Bulk Salary Revision

1. Navigate to Salary Revisions → Bulk Revision
2. Download Excel template
3. Fill employee-wise increment details
4. Upload completed file
5. System validates and creates revision records
6. Approve all or selectively

Daily Operations Guide

Monthly Payroll Cycle

Pre-Payroll Checklist

1. Attendance finalized and approved
2. Leave records updated
3. New joiners added with contracts
4. Resignees processed (F&F separate)
5. Salary revisions effective this month applied
6. Loan disbursements recorded
7. One-time payments/deductions entered
8. Investment declarations updated (for TDS)

Post-Payroll Tasks

1. Email payslips to employees
2. Generate statutory reports
3. File PF/ESI returns
4. Prepare bank reconciliation
5. Archive payroll data

Case Studies

Reports & Analytics

Available Reports

Troubleshooting