Payroll Reports - Tally

In Tally.ERP 9, you can generate the following Payroll related reports.

Chart showing Payroll Reports in Tally.ERP 9

Payroll Reports in Tally.ERP 9

We shall discuss each report in detail in the sections as explained below:

Pay Slip

A Pay Slip refers to a document issued to an employee, which itemises each component of his/her earnings and deductions and the net amount paid for a given pay period. It provides particulars on how the net amount has been arrived at i.e., how much money has been earned and how much tax / deductions have been made.

Display Pay Slip

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip >Single Pay Slip

• Select the required Employee and press Enter

The Pay Slip for the selected employee is displayed as shown:

Pay Slip

In Tally.ERP 9 Payroll, the Pay Slip can be configured to vertically display the details of attendance,in terms of attendance or production, with Year to Date Values (YTD).

• Press F12: Configure and set the following options to Yes

Pay Slip F12: Configuration screen

Some of the options in F12: Configuration screen, are by default set to Yes viz., Show Employee Details, Show Attendance/Production Details,Show Attendance/Production Groups, Remove Zero Entries for Attendance/Production also based on the Payroll Features / Payroll Statutory features enabled during voucher entry.

The F12: Configuration options in Pay Slip are explained as follows:

• Show Vertical Pay Slip – Set this option to Yes to view / print the Pay Slip in vertical format, i.e. align Deductions pay heads below Earnings pay heads
• Show Employee Details – Set this option to Yes to display employee information as entered in the employee master
• Show Passport Details – Set this option to Yes to display an employee’s passport details
• Show Visa Expiry Date – Set this option to Yes to display an employee’s visa expiry date
• Show Joining Date – Set this option to Yes o display the date of joining for Employee
• Show Attendance/Production Details – Set this option to Yes to display Attendance/Production information
• Show Attendance/Production Groups – Set this option to Yes to display the grouping of the Attendance/Production data as defined during the creation of Types
• Display Attendance/Production Type in Tail Units – For compound units used in Attendance/Production Type, set this option to Yes, to display the value of the Attendance/Production details in the Tail unit. If this option is set to No, the Production units will display in primary units
• Show Year To Date values – Set this option to Yes to display the cumulative value of Attendance/Production records and Earnings /Deductionsfor any given period
• Show Gross Salary - Set this option to Yes by setting the ‘Show Year To Date values’ to No, to view Gross Earnings and Deductions for any given period
• Remove Zero Entries – Set this option to Yes to remove the Earnings/Deductions components with Zero value from the Pay Slip
• For Attendance/Production also – Set this option to Yes to remove Attendance/ Production records with zero values from the Pay Slip
• Appearance of Employee Names – Select the appropriate name style to appear in the Pay Slip (i.e., Alias (Name), Alias only, Name (Alias), Name only)
• Appearance of Pay Head Names – Select the appropriate name style to appear for each Pay Head in Pay Slip (i.e. Alias(Name), Alias only, Name(Alias), Name Only, Pay Slip Name)

The Pay Slip with the above configurations is displayed as shown:

Pay Slip with YTD values

The Pay Slip now displays the Attendance with Present / Overtime details, Year to Date balance,and so on. To view the Pay Slip in vertical form, press F12: Configure and set Show Vertical PaySlip to Yes.

The Vertical Pay Slip is displayed as shown:

Configured Pay Slip with Vertical Display

• You can view additional information in the Pay Slip, by pressing Alt+F1.

The detailed Pay Slip is displayed as shown:

Detailed Pay Slip

Period Button – By default, the Pay Slip for the current month is displayed. However, you can change the period by pressing F2: Date and defining the required date. This button can be used to display multiple period payroll information to view/print a consolidated Pay Slip.

Employee Button – From the existing Pay Slip of an employee, you can toggle between employees by pressing F4: Employee. The voucher number, date and the number of attendance or payroll records are displayed asshown in the above image. This is very useful when multiple attendance/payroll vouchers areentered for the same payroll period. You can drill down to the voucher level for reference or to effect an alteration by pressing Enter on the required record.

Printing Pay Slip

• Press Alt+P from the Pay Slip screen, the Printing Pay Slip screen is displayed as shown:

Pay Slip Print Configuration screen

Some of the configuration in the Printing screen, are similar to F12: Configure and can be configured from either of the screens. Additionally, the Show Authorised Signatory option is available in the above screen.

• In the Printing Pay Slip screen, press Backspace and enable the required option as required
• Press Enter to Print

Additional Options in the Pay Slip Printing screen:

Show Pay Slip Note: This option should be set to Yes if you want to print the Pay Slip Note to appear instead of Authorised Signatory details. The content of this Note can be modified from F12: Configuration screen from Gateway of Tally.

Show Pay Slip Message: This option should be set to Yes if you want to print the customised message on the Pay Slip for specific occasions.e.g. Happy new Year!!!!

The printed Pay Slip of Mr. Vijay Kumar is displayed as shown:

Printed Pay Slip

Emailing Pay Slip

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip >Single Pay Slip

• Select the required Employee and press Enter
• Press Alt+M, the Mailing Pay Slip.
• In the Mailing Pay Slip screen.
  • Specify the SMTP Server Name in the Email Server field
  • Press Enter to accept the From &From E-mail Address fields (The company name & Email id is defaulted from the company master, however you can modify the same)
  • Specify the Authentication User Name and Password, if required
  • Set Use SSL to No
  • Select HTML (Web publishing) in the Format field
  • Select the required Resolution from the Resolutions drop down
  • Press Enter to accept the To Email Address (The Employee address is defaulted from the Employee Master, however, you may modify as required)
  • Enter the other information as required

The completed Mailing Pay Slip configuration screen is displayed as shown:

Completed Mailing Pay Slip sub screen

• Press Enter to Email the Pay Slip

Mailing Pay Slip Configurations

• Email Server – Name of the SMTP mail server should be specified.
• From - The From field is prefilled with the name of your Company asspecified in the Company Creation screen. You can change the same if you want some other name to be displayed.
• From E-mail Address is pre-filled with the Company’s e-mail addressas filled during the Company Creation.
• Authentication User Name and Password field should be filled if your SMTP Server needs Authentication for sending e-mails.
• Use SSL - This is set to Yes for the servers using the Secured Socket Layer protocol for extra security reasons.
• Format - you can select the format in which the Pay Slip should beviewed by the mail recipient.
• Resolution - appropriate resolution for the Emailed Pay Slip can be selected in this field.
• To E-Mail Address - this will be selected automatically if the e-mail address is provided in the Employee Master. Or else, you need to specify the same at the time of emailing.
• CC To (if any) - If you want the Pay Slip to be sent to another e-mail address, it can be specified here.
• Subject - specify the Subject of email to be seen by the user.
• Additional Text (if any) - This will appear in the body of the email that is sent.
• Information Sent - The option to send the E-mail as an Attachment or as a direct view can be selected here. Other options are similar same as Pay Slip Configurations.

The Pay Slip sent by e-mail when viewed from the mail box of the employee is as shown:

Emailed Pay Slip

Exporting Pay Slip to MS Excel

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip >Single Pay Slip

• Select the required Employee and press Enter
• Press Alt+E, the configuration screen to select the required format appears as shown:
• In the Export screen, specify the details as shown:

The completed Export screen is displayed as shown:

Export Pay Slip screen

The Pay Slip exported into Excel will appear as shown:

Exported Pay Slip

The Pay Slip can also be exported to pdf, jpeg or other formats as per the requirement.

Multi Pay Slips

Tally.ERP 9 provides the flexibility to print, E-Mail or export selected or all Pay Slips on Click of a Button.

Before E-mailing the Pay Slips to all Employees, you can check whether the Email ID’s are entred correctly for all Employees.

E-mail IDs

To check the E-Mail IDs entered,

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip >EMail-IDs

E-Mail IDs - Exceptions Only

The above report displays the Employees’ for whom the E-Mail iD’s are either not entered or incorrectly entered. You can press Ctrl+Enter to add or alter the E-Mail ID’s for the required Employees. To view the E-Mail ID’s for all Employees you can press F5: All Items from the above report.

The E-Mail IDs report for all the Employees is as shown:

E-Mail IDs for All Employees

E-Mail/Print/Export Multi Pay Slips

To E-Mail/Print/Export all the Pay Slips or selected Pay Slips,

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip >Multi Pay Slips

• Select the appropriate Employee Category and Employee Group in the Employee FIlterssubscreen as shown:

Employee Filters

• Press Enter to view the Multi Pay Slip report as shown:

Multi Pay Slip screen

Tally.ERP 9 provides the flexibility to E-Mail/Print or Export all Pay Slips from the above screen using the standard Alt+M/Alt+P/Alt+E buttons from the above screen.The options in the email/print and Export screens are similar to Single Pay Slip report already discussed.

Pay Sheet

A Pay Sheet is a columnar report which displays the Group/Department-wise break-up of employees’earnings and deductions for the selected month.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Sheet

• Select the All Items in the Name of Employee Category field
• Select All Items in the Name of Employee / Group as shown:

Employee Filters

• Press Enter to display the Pay Sheet

To E-Mail/Print/Export Pay Slips for selective Employees, you have to select the required Employees using the Space bar.

If the cursor is on a particular Category or a Group, then the Pay Slips belonging to that Category or Group only will be E-Mailed/Printed/Exported.

The Pay Sheet is displayed as shown:

Pay Sheet

You can further configure the Pay Sheet to display the net amount, column subtotals, Category/Group subtotals, user-defined Pay Slip names, Employee names and sort it by Employee number in the F12: Configure.

The F12: Configuration from the Pay Sheet screen is displayed as shown:

F12: Configuration

The F12: Configuration options in the Pay Sheet are explained as follows.

• Appearance of Pay Head Types – Select the required Pay Head Types from Deductions, Earnings or All Items.
• Show Net Amount Column – Set this option to Yes to display the Net Payable Column.
• Show Column Sub Totals– Set this option to Yes to display the subtotals of Earnings/Deductions pay head columns.
• Remove Zero Entries – Set this option to Yes to eliminate Earnings/Deductions pay heads with Zero values.
• Show Pay Slip Names for Ledgers – Set this option to Yes to display the Name defined in the Appear in Pay Slip field in the pay head master.
• Include Employee Groups & Categories – Set this option to Yes to display Category-wise/ Group-wise pay sheet. If this option is set to No, the Pay Sheet will appear Employee-wise.
• Show Category/Group Total – Set this option to Yes to display Category and Group-wise columnar pay head totals.
• Show Grand Total – Set this option to Yes to display the sum of all pay head columns appearing in the report.
• Show Attendance Details - Set this Option to Yes to display the Attendance for the Employees
• Display Production types in Tail Units - Set this Option to Yes to show the Overtime details in minutes.
• Format – Select Detailed mode to view Pay Sheet information of employees with their respective category and group. Select Condensed mode when only sum totals are required for each category and group.
• Show Employee Number – Set this option to Yes to display employee numbers.
• Show Employee Designation - Set this Option to Yes to show the designation for employees.
• Expand all levels in Detailed Format – Set this option to Yes to expand all levels and display Employee details.
• Appearance of Names – Select the appropriate name style to appear in the paysheet (viz., Alias (Name), Alias only, Name (Alias), Name only).
• Sorting Method – Sort the Pay Sheet either by Alphabetically increasing / decreasing, Employee number or by the Default method.

Set the F12: Configuration screen is displayed as shown:

F12: Configuration screen - Pay Sheet

The Pay Sheet with the above configurations will appear as shown:

Pay Sheet

To view the Pay Sheet till date with Category and Group Totals,

• Press Alt+F2 and change period as 01-04-2009 to 31-08-2009
• Press F12: Configure and set Show Category/Group Total to Yes

The Pay Sheet with Category and Group Totals displays is displayed as shown:

Pay Sheet with Category and Group Total

To view the Pay Sheet for a particular Employee Group,

• Press Ctrl+F7 from the Pay Sheet display, the Employee Filters screen is displayed
• In the Employee Filter sscreen,
  • Select Primary Cost Category in the Employee Category field
  • Select Sales as the Employee group

Button options:

• Detailed/Condensed Button – This button (Alt+F1) is used to toggle between the detailed and condensed modes of reporting.
• Period button – This option (F2) is used to define the periodicity of the report, i.e. for a day, week, fortnight, month, quarter, half-year, year or any given period.

The Employee Filters screen is displayed as shown:

Employee Filters

The Pay Sheet for the selected Employee Group is displayed as shown:

Employee Group Pay Sheet

You can also drill down from the above report to the voucher level, by highlighting the pay heads column of the required employee and pressing Enter.

You can also print the Pay Sheet, by pressing Alt+P and specifying the required options in the Pay Sheet Print configuration screen.

Button Options:

• Employee Filter Button – By using the Employee Filter button (Ctrl+F7), view the individual employee/ Employee group pay sheet report.
• New Column – This option (Alt+C) is used to add a new column for any other Pay Head, which is not part of the pay structure.
• Alter Column – This option (Alt+A) is used to replace an existing column in the report with another Pay Head column.
• Delete Column -– This option (Alt+D) is used to delete an existing column in the report.

The Pay Sheet Print Configuration screen is displayed as shown:

Pay Sheet Print Configuration screen

The Printed Pay Sheet is displayed as shown:

Printed Pay Sheet (Landscape view)

While printing the Pay Sheet, you can choose to Increase the Line Height (for each employee line) if you want to create space for the employee’s signature or to affix a stamp. Such a PaySheet can also be used for the salary disbursement register.

Press Alt+P to print Pay Sheet and set the Increase Line Height for Signature/ Stamp? field to Yes

The printed Pay Sheet with space for signature/ stamp is as shown.

Printed Pay Sheet with space for Signature/ Stamp

Page 2 of the Printed Pay Sheet is as shown:

Printed Pay Sheet with space for Signature/ Stamp – Page 2

Payroll Statement

A Payroll Statement is a columnar report which displays Group/Department-wise employees’ break-up of selected earnings or deductions, for a specified month or period.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Payroll Statement

Select the required pay head and press Enter

The Payroll Statement for Basic Pay Earnings Head for the month of April 2009 is displayed as shown:

Payroll Statement

You can also E-mail or use Export Pay Sheet Report in the manner as discussed in Pay Slip Section. The navigation steps for E-mailing and Exporting Pay Sheet is similar to the steps explained in Pay Slip Report.

You can further configure the Payroll Statement to display the Employee groups and categories, category/group subtotals, grand totals, user-defined Pay Slip names, employee names, employee bank details, sort it by Employee number, by pressing F12: Configure

Enter the details in F12: Configuration screen as shown

The F12: Configuration screen is displayed as shown:

F12: Configuration

The F12: Configuration options in Payroll Statement Report are as follows:

• Remove Zero Entries – Set this option to Yes to remove Earnings/Deductions pay head information with Zero values.
• Show Pay Slip Names for Ledgers – Set this option to Yes, to view the names of pay heads as specified in the Name to Appear in Pay Slipfield in the Pay Head master creation.
• Include Employee Groups & Categories – Set this option to Yes to display Category and Group-wise Employee information.
• Show Category/Group Total – Set this option to Yes, to display Category and Group-wise Totals.
• Show Grand Total – Set this option to Yes, to display the sum of all the pay head columns in the report.
• Format – Select the mode Detailed to view payroll information of employees with their respective categories and groups. Select the Condensed mode when only sum totals are required for each category and group.
• Show Employee PF Account Number – Set this option to Yes, to display the Provident Fund Account number of an employee.
• Show Income Tax Number (PAN) – Set this option to Yes, to display the Income Tax Permanent Account Number (PAN) of an employee.
• Show Employee Bank Details – Set this option to Yes, to display the Bank Account Number of an employee
• Show Employee Number – Set this option to Yes, to display the Employee Number of an employee.
• Show Employee ESI Number – Set this option to Yes, to display the State Insurance Number of an employee.
• Show Employee Passport Details – Set this option to Yes, to displayan employee’s passport details.
• Show Employee Visa Expiry Date – Set this option to Yes, to display an employee’s visa expiry date.
• Expand all levels in Detailed format – Set this option to Yes, to expand all levels and display Employee details.
• Appearance of Names – Select the appropriate name style to appear in the Payroll Statement (Alias (Name), Alias only, Name (Alias), Name only).
• Sorting Method – Sort the Payroll Statement using Alphabetical(Decreasing), Alphabetical (Increasing), Bank details, Employee Number, ESI Number, Income Tax Number (PAN), Passport Details, PF Account Number, or by the default method.

The Employee PF Account Number, IT PAN Number, ESI Number, Passport Details, Visa Expiry Date options will be available in F12: Configure only when the options, Show Statutory details and Passport & Visa details, are set to Yes in F12: Payroll Configuration.

The Payroll Statement with the above Configurations is displayed as shown:

Payroll Statement with additional information

You can also Email or Export Payroll Statement in the manner as discussed in Pay Slip Section.

The Button Bar options in Payroll Statement are same as in the Paysheet report.

To view Payroll Statement for other Pay Heads, you can either select other Pay Head(s) in the manner as discussed or you may also include other Pay Heads in the above report for comparative analysis or to obtain a cumulative value, by pressing Alt+C and selecting the required PayHead(s).

The Payroll statement with additional Pay Heads will be displayed as shown:

Payroll Statement with additional Columns

Payment Advice

A Payment Advice is an intimation letter containing the details of employees with their bank account numbers issued to the banker to transfer a specified sum (salaries earned) to the employees’ bank accounts.

As discussed earlier, the contents of the Payment Advice can be altered in F12: Payroll Configuration as per the employer’s requirements.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Payment Advice

The Printing Configuration for Payment Advice is displayed as shown:

Printing Configuration for Payment Advice

• Press Backspace and enter the details as shown above
• Press Enter to print

The printed Payment Advice for May 2009 will appear as shown:

Printed Payment Advice

Payroll Register

A Payroll Register is a month-wise transaction summary report which displays the number of payroll vouchers passed during a particular month. Additional information can be appended into the Payroll Register, by inserting a new column with the required voucher type i.e., Attendance,Journal, Purchases, Sales and so on.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Payroll Register

The Payroll Register is displayed as shown:

Payroll Register

Press F12: Configure and set the Appearance of Names and the Periodicity to use as shown.

The Payment Advice will be available only when the Salaries are processed through Bank Transfer and a Payment voucher is passed for the salaries payable for a given month/period.

You can also Email or Export Payment Advice in the manner as discussed in Pay Slip Section.

The F12: Configuration screen is displayed as shown:

F12: Configuration

The Payroll Register with the above configurations is displayed as shown:

Payroll Register - Quarterly

Tally.ERP 9 allows you to drill down to the voucher level from the above display for any kind of verification. Use the Enter key on the required month/period to drill down to the required level.

The Payroll Register voucher level screen is displayed as shown:

Payroll Voucher Register

You can further drill down to the transaction level, by selecting the required transaction and pressing Enter.

Employee Pay Head Breakup

An Employee Pay Head Breakup report is a columnar report which displays the Group/Department- wise employees’ breakup of a selected earnings or deductions pay head for a specified month/period. This report also displays the opening balance, debit and credit transactions and the closing balance for a specified period.

This report is also helpful in tracking loan out standings and instalments deducted till date or forany specified period.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Employee Pay Head Breakup

Select the required Pay Head from the List of Pay Heads and press Enter

The Employee Breakup of Pay Head for Basic pay screen is displayed as shown:

Employee Breakup of Pay Head

To drill down to Employee Summary report from the above display,

Select Employee Category and press Enter

Press Alt+F1 to view the detailed report

The Employee Summary screen is displayed as shown:

Employee Summary

To drill down to the Employee Monthly Summary report from the Employee Summary report,

Highlight the required employee and press Enter

You can also Email or Export Employee Breakup of Pay Head Report in the manner as discussed in Pay Slip Section.

The Employee Monthly Summary screen is displayed as shown:

Employee Monthly Summary

To further drill down to Employee Voucher level screen from the Employee Monthly Summary report, press Enter on the required month.

The Employee Summary voucher level screen is displayed as shown:

Employee Vouchers Summary

You can further drill down to the transaction level, by selecting the required transaction and pressing Enter.

The Employee Breakup of Pay Head report can be viewed with additional Pay Heads, by pressing Alt+C and adding the required Pay Head and by pressing Alt+N for multiple periods.

Pay Head Employee Breakup

A Pay Head Employee Breakup report displays the sum of transactions and closing balance of the transacted groups for the selected employee.

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Pay Head Employee Breakup

The Employee Selection screen is displayed as shown:

Employee Selection

To view the Pay Head breakup,

Select the required Employee from the List of Employees and press Enter

Press Alt+F1 for a detailed view

The ledger-wise Breakup of Employee screen is displayed as shown:

Pay Head Employee Breakup

To further drill down to view the Breakup of Employee report for each ledger from the above displayed report, select the required ledger and press Enter.

The Breakup of Employee screen for a selected ledger (Basic Pay) is displayed as shown:

Ledger Monthly Summary

You can drill down further to view the Monthly Summary of the selected ledger and the Employee Voucher report.

The Pay Head Employee Breakup report can be viewed with additional employees, by pressing Alt+C and adding the required Employee and for multiple periods, by pressing Alt+N.

Attendance Sheet

An Attendance Sheet is a columnar report which displays the details of Attendance/ Production types with the number of attendance/ production units achieved during a particular month or period.

Go to Gateway of Tally > Display > Payroll Reports > Attendance Sheet

The Attendance Sheet is displayed as shown:

Attendance Sheet

You may configure the above report with additional details, by pressing F12: Configure and enabling the following options, as required.

The completed F12: Configuration screen is displayed as shown:

F12: Configuration screen

F12: Configurations for Attendance Sheet:

• Remove Zero Entries – Set this option to Yes, to remove Attendance/ Production information with Zero values.
• Include Employee Groups & Categories – Set this option to Yes, to display Category and Group-wise Employee information.
• Show Category/Group Total -– Set this option to Yes, to display Category and Group-wise Totals.
• Include Group Attendance/Production Types – Set this option to Yes to include Group Attendance/Production Types in Attendance Sheet report.
• Display Attendance/Production Types in Tail Units – Set this option to Yes, to display the Attendance/Production Types in Tail Units.
• Format – Select the Detailed mode to view the payroll information of employees with their respective categories and groups. Select the Condensed mode when only sum totals are required for each category and group.
• Expand all levels in Detailed Format – Set this option to Yes, to expand all levels and display Employee details.
• Show Employee Number – Set this option to Yes, to display employee numbers of employees.
• Appearance of Names – Select the appropriate name style to appear in the payroll statement (Alias (Name), Alias only, Name (Alias), Name only)
• Sorting Method – Sort the Attendance Sheet, either by Employee Number or by the Default method.

The Attendance Sheet with the above Configurations is displayed as shown:

Attendance sheet

Attendance Register

An Attendance Register is a month-wise transactions summary report which displays the number of attendance vouchers passed during the month. You can append additional information by inserting a new column with the required voucher type, i.e. Payroll, Journal, Purchases, Sales and so on.

Go to Gateway of Tally > Display > Payroll Reports > Attendance Register

The Attendance Register is displayed as shown:

Attendance Register

Press F12: Configure and set the Appearance of Names and the Periodicity to use as shown

The F12: Configuration options in Attendance Register are as displayed below:

F12: Configuration for Attendance Register

Tally.ERP 9 allows you to drill down to the voucher register, from the Attendance Register screen for any kind of verification.

The Voucher level screen from Attendance Register is displayed as shown:

Attendance Voucher Register

You may further drill down to voucher level, by pressing Enter on the required transaction.