Import & Export Employee Head

Navigation Path

Export & Import → Employee Head

URL

/export-import/export-import-employee-head

Description

• Allows bulk import and export of employee-specific salary head mappings
• Manages which salary heads (earnings/deductions) are assigned to which employees
• Supports configuring employee salary structures in bulk
• Provides Excel template for structured data import/export
• Streamlines salary structure assignment across employees

1. Page Components

Top Action Link

Export Example In Excel

• Location: Top-center of the page
• Function: Downloads pre-formatted Excel template
• File Format: Excel (.xlsx)
• Contents:
  • Column headers for employee and head mapping data
  • Built-in instructions for each field
  • Data format examples and validation rules
  • Sample employee-head mapping entries
  • Notes on head values and calculation types

Important: The template includes comprehensive instructions on:

• Employee identification fields
• Salary head codes and names
• Head values (fixed amounts or percentages)
• Calculation methods
• Effective dates for head assignments
• Head status (active/inactive)
• Required and optional fields

2. Filter Section

Filter Fields

Employee Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search employees by code or name
  • Select multiple employees simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Employee Code] | [Employee Name]
• Examples:
  • PFSBBAN691 | GOWRAMMA
  • PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
  • PFSBDDN229 | BINESH DEVI
  • PFSBB5763 | RAM GOCHHAYAT
• Purpose: Export salary head mappings for specific employees

Client Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search clients by company name
  • Select multiple clients simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display: Shows "NULL" if no client assigned
• Purpose: Filter employee-head mappings by client association

Unit Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search units by code or name
  • Select multiple units simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]
• Examples:
  • UNT00007683 | TATA TELE SERVICES, NOIDA
  • UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
  • UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
• Purpose: Export head mappings for all employees in selected units

3. Head Mapping Option

Head Mapping Checkbox

Purpose:

• Enables detailed head mapping information in exported file
• Includes formula-based calculations
• Shows head dependencies and relationships
• Provides complete salary structure breakdown

Use Case:

• Detailed salary structure analysis
• Auditing employee salary components
• Reviewing calculation formulas
• Understanding head interdependencies

4. Action Buttons

View and Reset Buttons

5. Import Sections

The page has two separate import sections for different purposes:

Section 1: Import New Employee Head Mappings (Left Side)

Section Title: Select (Employee Head Excel) File:

Purpose:

• Import completely new employee-head assignments
• Assign salary heads to employees in bulk
• Configure salary structures for new employees
• Set up earnings and deductions

Use Case:

• New employee onboarding with salary structure
• Initial salary structure setup for multiple employees
• Assigning standard salary packages
• Adding new salary components to employees

Section 2: Import Exported Employee Head Data (Right Side)

Section Title: Select (Employee Head Excel) Exported Sheet File:

Purpose:

• Re-import previously exported mappings with modifications
• Update existing employee salary structures
• Modify head values or percentages
• Bulk salary revisions

Use Case:

• Annual salary increments
• Changing allowance amounts
• Updating deduction values
• Modifying salary components
• Restructuring compensation packages

6. Workflow: Export Employee Head Mappings

Step-by-Step Export Process

1. Select Filters (Optional)

   • Select specific employees (or leave blank for all)
   • Select clients (if needed)
   • Select units (if needed)
   • Filters help narrow down records to export

2. Enable Head Mapping (Optional)

   • Check "Head Mapping" checkbox for detailed mapping info
   • Leave unchecked for basic head assignments

3. Generate Export

   • Click "View" button
   • System prepares employee head mapping data

4. Download Excel

   • Excel file generates and downloads automatically
   • Contains employee-wise salary head assignments
   • Includes head values and calculation details

5. Review Data

   • Open downloaded Excel file
   • Review employee salary structures
   • Verify head assignments and values
   • Check calculation methods

7. Workflow: Import New Employee Head Mappings

Step-by-Step Import Process

1. Download Template

   • Click "Export Example In Excel"
   • Save template to local system
   • Review built-in instructions carefully

2. Fill Employee Head Data

   • Open template in Excel
   • Read instructions provided in template
   • Add employee-head mapping details:
     • Employee code/ID
     • Salary head code
     • Head value (amount or percentage)
     • Calculation type (Fixed/Percentage/Formula)
     • Effective from date
     • Head status (Active/Inactive)
   • Follow format guidelines
   • Include all required fields

3. Validate Data

   • Check employee codes exist in system
   • Verify salary head codes are valid
   • Ensure head values are logical
   • Validate calculation types
   • Check for duplicate entries (same employee + same head)

4. Upload File

   • Go to left import section
   • Drag file or click to browse
   • Select filled Excel file
   • Verify file name appears

5. Import Mappings

   • Click "Import" button (left section)
   • Wait for processing
   • System validates all data
   • Review success/error messages

6. Verify Import

   • Check employee salary structure
   • Verify all heads assigned correctly
   • Confirm values are accurate
   • Test with sample salary calculation

8. Workflow: Modify and Re-import Head Mappings

Step-by-Step Modification Process

1. Export Existing Mappings

   • Select employees to update (or leave blank for all)
   • Select clients/units if needed
   • Check "Head Mapping" if detailed info needed
   • Click "View" button
   • Download generated Excel file

2. Modify Head Mapping Data

   • Open downloaded Excel file
   • Make necessary changes:
     • Update head values (salary increments)
     • Change calculation types
     • Modify percentages
     • Add new heads to existing employees
     • Remove heads by marking inactive
   • Don't change employee codes or head codes (identifiers)

3. Save Modified File

   • Save changes to Excel file
   • Keep file in xlsx/xls format
   • Use meaningful filename

4. Upload Modified File

   • Go to right import section
   • Drag file or click to browse
   • Select modified Excel file

5. Import Changes

   • Click "Import" button (right section)
   • System updates existing employee head mappings
   • Wait for confirmation message

6. Verify Changes

   • Check employee salary structures
   • Verify modifications applied correctly
   • Run test salary calculation
   • Confirm salary slips show correct components

9. Employee Head Mapping Data Structure

Common Fields in Template

The Excel template typically includes:

Note: Exact fields and structure are detailed in the downloadable Excel template with instructions.

10. Understanding Employee Head Mappings

What are Employee Heads?

Employee heads are salary components assigned to individual employees:

• Earnings: Basic Salary, DA, HRA, Conveyance, Medical, Special Allowance, etc.
• Deductions: PF, ESI, PT, TDS, Loan EMI, Advance Recovery, etc.

Why Map Heads to Employees?

• Each employee may have different salary structure
• Allowances vary by designation, location, grade
• Deductions depend on eligibility (PF, ESI thresholds)
• Custom components for specific employees
• Flexible compensation management

Mapping Types

Fixed Amount:

• Specific amount assigned (e.g., HRA = ₹5,000)
• Remains constant until changed

Percentage-based:

• Calculated as % of another component (e.g., DA = 40% of Basic)
• Auto-calculates during salary processing

Formula-based:

• Uses complex calculations (e.g., HRA = 50% of Basic if > ₹15,000, else ₹7,500)
• Requires formula configuration

11. Validation Rules

During Import

12. Success/Error Messages

Success Scenarios

Error Scenarios

13. Common Use Cases

Salary Structure Assignment

1. New Employee Onboarding

   • Download template
   • Fill employee code and standard heads
   • Assign basic salary and allowances
   • Import to set up salary structure

2. Bulk Salary Revisions

   • Export all employees
   • Update basic salary amounts
   • Recalculate percentage-based allowances
   • Re-import updated structures

3. Annual Increments

   • Export current structures
   • Apply increment percentage
   • Update all affected heads
   • Import revised structures

4. Allowance Changes

   • Export employees
   • Modify specific allowance values
   • Re-import changes

5. Deduction Setup

   • Add PF/ESI deductions for eligible employees
   • Configure loan EMI deductions
   • Set up advance recoveries

6. Grade-based Restructuring

   • Export employees by grade
   • Apply grade-specific salary structure
   • Import standardized structures

14. Best Practices

Template Usage

1. Download Fresh Template

   • Always use latest template from system
   • Contains current head codes and structures
   • Reflects any system updates

2. Read Template Instructions

   • Review all instructions within Excel file
   • Understand calculation types
   • Follow format examples provided
   • Pay attention to head dependencies

3. Understand Salary Structure

   • Know your organization's standard salary structure
   • Understand which heads are mandatory
   • Know percentage calculations
   • Be aware of grade-based variations

Data Preparation

1. Verify Salary Heads Exist

   • Ensure all salary heads are created in system first
   • Check head codes are correct
   • Verify head types (earning/deduction)
   • Confirm head applicability rules

2. Plan Salary Structures

   • Define standard salary packages by grade/designation
   • Document calculation formulas
   • List mandatory vs optional heads
   • Consider statutory compliance (PF, ESI, PT limits)

3. Calculate Values Correctly

   • Use correct percentage calculations
   • Ensure totals are logical
   • Check gross salary = sum of earnings
   • Verify deductions don't exceed net salary

Import Strategy

1. Test with Small Batch

   • Import 2-3 employees first
   • Verify salary calculation works correctly
   • Check salary slip shows all components
   • Then proceed with bulk import

2. Group by Similarity

   • Import employees with same structure together
   • Process grade-wise or designation-wise
   • Easier to track and verify

3. Document Changes

   • Keep record of what was changed
   • Maintain version history
   • Note effective dates
   • Get approvals documented

4. Coordinate Timing

   • Import before salary processing
   • Avoid changes mid-month
   • Plan around payroll cycle
   • Inform accounts/HR teams

Modification Best Practices

1. Export Before Modifying

   • Always export current mappings first
   • Make changes to exported file
   • Keep backup of original
   • Use right import section for updates

2. Test Calculations

   • After import, run test salary calculation
   • Verify percentage calculations work
   • Check formula-based heads
   • Validate gross and net amounts

3. Verify After Import

   • Check employee salary structure page
   • Run salary calculation for affected employees
   • Generate test salary slip
   • Confirm all components appear correctly

15. Differences Between Two Import Sections

Left Section: New Head Mapping Import

Right Section: Exported Data Import

16. Calculation Types Explained

Fixed Amount

Example: HRA = ₹5,000
- Same amount every month
- Does not change with other components
- Simple and straightforward

Percentage-based

Example: DA = 40% of Basic Salary
- If Basic = ₹15,000, DA = ₹6,000
- Automatically recalculates when base changes
- Requires base head to be assigned first

Formula-based

Example: HRA = IF(Basic > ₹15,000, 50% of Basic, ₹7,500)
- Complex conditional calculations
- Can reference multiple heads
- Requires formula definition in system

17. Integration with Salary Processing

How Head Mappings Affect Salary

1. Salary Calculation

   • System reads employee head mappings
   • Calculates each component based on type
   • Applies formulas and percentages
   • Generates gross salary and net salary

2. Salary Slip Generation

   • All assigned heads appear on salary slip
   • Grouped by earnings and deductions
   • Shows individual component values
   • Displays totals

3. Statutory Compliance

   • PF calculation based on eligible wages
   • ESI calculated on gross up to ceiling
   • PT based on gross salary slabs
   • TDS calculation on taxable income

4. Reports

   • Employee-wise salary breakup reports
   • Component-wise reports
   • Variance analysis
   • Cost center allocation

18. Troubleshooting

Cannot Export Mappings

• Cause: No employees match selected filters or no heads assigned
• Solution: Clear filters or assign heads to employees first

Import Button Disabled

• Cause: No file uploaded
• Solution: Upload Excel file first, then click Import

Percentage Calculation Not Working

• Cause: Base head not assigned to employee
• Solution: Assign base head (e.g., Basic Salary) before percentage-based heads

Import Fails with Head Not Found

• Cause: Salary head doesn't exist in system
• Solution: Create salary head in Heads master first

Duplicate Head Error

• Cause: Trying to assign same head twice to same employee
• Solution: Use right section to update existing mapping or remove duplicate

Salary Calculation Shows Zero

• Cause: Heads assigned but no values or incorrect calculation setup
• Solution: Verify head values and calculation types in mapping

Some Heads Not Appearing on Slip

• Cause: Heads marked as inactive or "Print on Slip" = No
• Solution: Check head status and print settings

19. Security and Compliance

Access Control

• Only authorized HR/Payroll users can import/export
• Salary structure changes are logged
• Audit trail maintained for all modifications

Data Validation

• System validates all calculations before processing
• Prevents invalid salary structures
• Ensures statutory compliance limits

Best Practices

• Review changes with accounts team
• Get management approval for salary revisions
• Document all structural changes
• Maintain confidentiality of salary data

20. Important Notes

Template Usage

• The Excel template is your complete guide - Contains all instructions and formats
• Read instructions carefully - Each field has detailed explanation
• Don't modify structure - Keep column order and headers unchanged
• Use sample data - Template includes examples of correct entries

Import Considerations

• Head assignments are employee-specific - Different employees can have different structures
• Test calculations - Always verify salary calculation after import
• Backup before changes - Export current mappings before bulk updates
• Timing is critical - Import before month-end salary processing
• Coordinate with teams - Inform accounts, HR, and management

Data Integrity

• All head mappings directly affect employee salaries
• Changes impact statutory calculations (PF, ESI, PT, TDS)
• Ensure accurate values and calculation types
• Maintain consistency with company policies
• Keep salary structures confidential

End of Documentation