TRAINING MANUAL FOR PAYROLL ACCOUNTS

MASTER DATA MAIN MENU CONSIST OF FIVE SUBMENUES

1.
2.
3.
4.
5.

FILE MENU
FORMS MENU
REPORTS MENU
TOOLS MENU
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 employees profile and salary breakage.
a)

LOAD SALARY BUTTON is used to load employees 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 employees 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)
b)
c)
d)

MONTHLY ATTENDANCE SLIP

CURRENT MONTH SALARY SHEET
SALARY SLIP
CURRENT MONTH SALARY

LOCATIONS
e) BANK TRANSFER EMPLOYEES LIST
f) CURRENT YEAR BONUS
PREVIOUS MONTH REPORTS
a)
b)
c)
d)
e)
f)

PREVIOUS MONTH SALARY SHEET

MONTHLY DEDUCTION REPORT
MONTHLY EOBI REPORT
MONTHLY INCOME TAX REPORT
MONTHLY PF FUND REPORT
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 LPOS.
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)