Monthly Statement

Navigation Path

Payroll Reports → Mont Statement

URL

/payrole-reports/monthly-statements

Description

Generates monthly attendance and salary statements for employees
Displays employee-wise attendance data for selected month and year
Supports filtering by employee and unit for customized reports
Export functionality available for report generation
Used for monthly payroll reconciliation and verification

1. Search & Filter Section

Search Fields

Field Name	Type	Description
Month	Dropdown	Select statement month
Year	Dropdown	Select statement year
Employee	Multi-select Search	Filter by employee(s) (supports multiple selection)
Unit	Multi-select Search	Filter by unit(s) (supports multiple selection)

Search Field Details

Month Field

Type: Dropdown (single select)
Default: Current month (e.g., OCTOBER)
Options: All 12 months (JANUARY through DECEMBER)
Required: Yes
Display: Full month name in uppercase

Year Field

Type: Dropdown (single select)
Options: Available years in system (typically current year ± 2 years)
Required: Yes
Display: Four-digit year format

Employee Field

Type: Multi-select dropdown with search
Placeholder: "Search employee with Employee Name or Employee Code"
Features:
- Search employees by name or code
- Select multiple employees
- Clear all selections (X button)
- Upload icon for bulk selection
Display Format: [Employee Code] | [Employee Name]
Examples:
- DL0070 | MANOJ KUMAR KHATRI
- D6735 | KESHAR BAHADUR PAUDAL
- APSBDEL1372 | NEETU
- DL4542 | SHRI CHANDRA
- 6712 | SANJAY KUMAR

Unit Field

Type: Multi-select dropdown with search
Placeholder: "Search units with code"
Features:
- Search units by name or code
- Select multiple units
- Clear all selections (X button)
- Upload icon for bulk selection
Display Format: [Unit Code] | [Unit Name]
Examples:
- UNT1001 | UNT1001
- UNT000008 | HDFC BANK , GREEN PARK
- UNT000019 | ADDI
- UNT00005751 | HDFC BANK LTD. (INDRA NAGAR, DEHRADUN)
- UNT00005752 | HDFC BANK LTD. (HARIDWAR, BHEL, SECTOR-1)

Search Actions

Button	Color	Action
View	Purple	Generates statement based on selected filters
Reset	Gray	Clears all filters and resets the page

2. Monthly Statement Table

Table Description

Displays employee attendance and location data for the selected period
Shows summary of attendance days for each employee
Supports multiple locations per employee
Pagination available for large datasets

Table Columns

Column Name	Description	Sortable	Filterable
S.No	Serial number with checkbox for selection	No	No
Code	Employee code (unique identifier)	Yes	Yes
Name	Employee full name	Yes	Yes
Month	Statement month	Yes	Yes
Year	Statement year	Yes	Yes
Location	Employee work location/unit name	Yes	Yes
Attendance Days	Number of attendance days in the month	Yes	Yes

Table Features

Bulk Selection: Checkbox in header to select all visible records
Individual Selection: Checkbox for each employee record
Column Filters: Filter icon (≡) available for each column
Column Sorting: Click column headers to sort ascending/descending
Search within Columns: Quick filter for Code, Name, and Location
Pagination: Navigate through multiple pages of records
Row Count: Displays total number of records
Responsive Design: Horizontal scrolling for smaller screens

3. Export Functionality

Export Button

Location: Bottom-right corner of the page
Label: "Export"
Icon: Upload/Download icon with dropdown arrow
Action: Opens export options menu

Export Options

Option	Format	Description
Export to PDF	PDF	Generates PDF document with employee statements
Export to Excel	XLSX/XLS	Exports data to Excel spreadsheet
Export Selected	Various	Exports only selected employee records
Print	Print	Opens print dialog for direct printing

4. Data Display Details

Employee Record Information

Each row in the table represents:

Individual Employee: One employee per row (may have multiple rows if multiple locations)
Specific Location: Employee's assignment location for the month
Attendance Summary: Total attendance days for that employee at that location
Period Information: Month and year of the statement

Example Record

S.No: 1
Code: APSBDEL1424
Name: KRISHNA KANT TIWARI
Month: OCTOBER
Year: 2025
Location: INSTAKART VILLAGE BUJHANWALA, DHANORI, PUNE
Attendance Days: 0

5. Statement Generation Process

Step-by-Step Process

Select Time Period
- Choose Month from dropdown
- Choose Year from dropdown
Apply Filters (Optional)
- Select specific employee(s) from Employee dropdown
- Select specific unit(s) from Unit dropdown
- Leave empty to view all employees/units
Generate Statement
- Click "View" button
- System processes filters and retrieves data
- Table displays matching records
Review Data
- Verify employee information
- Check attendance days
- Review location assignments
Export or Print
- Select records to export (optional)
- Click "Export" button
- Choose export format
- Save or print the report
Reset (if needed)
- Click "Reset" button to clear filters
- Start new search with different criteria

6. Validation Rules

Field	Validation
Month	Month must be selected
Year	Year must be selected
Employee	Optional - if selected, must be valid employee(s)
Unit	Optional - if selected, must be valid unit(s)
Date Range	Month and year combination must be valid

7. Success/Error Messages

Scenario	Message Type	Sample Message
No records found	Info	"No records found for the selected criteria"
Statement generated	Success	"Monthly statement generated successfully"
Export successful	Success	"Report exported successfully"
Missing month	Error	"Please select a month"
Missing year	Error	"Please select a year"
No selection for export	Warning	"Please select at least one record to export"
System error	Error	"Failed to generate statement. Please try again"

8. Business Rules

Attendance Days Calculation

Attendance Days: Total number of days employee was present/marked in the system
Zero Days: Indicates no attendance recorded or new employee
Location-specific: Attendance counted per location assignment
Month-based: Calculated for complete calendar month

Multi-Location Employees

Employees assigned to multiple locations appear in multiple rows
Each row shows attendance for specific location
Total attendance = Sum of attendance days across all locations

Data Integrity

Employee must exist in system
Location must be valid and active
Month and year must be within allowed date range
Attendance data pulled from attendance module

9. Report Use Cases

Primary Use Cases

Monthly Payroll Verification
- Verify attendance before salary processing
- Cross-check employee locations
- Identify employees with zero attendance
Location-wise Analysis
- Filter by unit to see location-specific data
- Analyze employee distribution across locations
- Verify correct location assignments
Employee-specific Reports
- Generate statement for specific employees
- Verify individual attendance records
- Support employee queries about attendance
Audit and Compliance
- Export monthly statements for audit
- Maintain attendance records
- Support compliance requirements
HR Analytics
- Track attendance trends
- Identify attendance patterns
- Support workforce planning

10. Best Practices

For Payroll Administrators

Generate Monthly
- Generate statements at month-end before payroll processing
- Verify all employees are included
- Check for anomalies (zero attendance, missing locations)
Use Filters Effectively
- Filter by unit for department-wise verification
- Use employee filter for specific queries
- Export filtered data for targeted analysis
Data Verification
- Cross-check with attendance reports
- Verify location assignments are correct
- Confirm attendance days match expected working days
Export and Archive
- Export monthly statements for record-keeping
- Save in organized folder structure (Year/Month)
- Maintain both digital and physical copies if required
Regular Monitoring
- Review statements before salary processing
- Identify and resolve discrepancies early
- Coordinate with attendance team for corrections
Communication
- Share statements with department heads for approval
- Notify employees of attendance discrepancies
- Maintain audit trail of corrections

11. Common Scenarios

Zero Attendance Days

Possible Reasons:

New employee joined after month-end
Employee on leave for entire month
Attendance not marked in system
Employee transferred/resigned during month
Data sync issues between attendance and payroll

Resolution:

Verify with attendance records
Check employee status (active/inactive)
Confirm leave records
Contact attendance team if discrepancy exists

Multiple Locations

Scenario: Employee appears multiple times with different locations

Reasons:

Employee transferred mid-month
Employee works at multiple sites
Temporary assignment to different location
Split duty arrangement

Handling:

Verify each location assignment is correct
Sum attendance days for total monthly attendance
Ensure salary processed correctly for multi-location

Missing Employees

Issue: Expected employees not appearing in statement

Possible Causes:

Employee not in selected unit filter
Employee inactive for selected month
Employee not assigned to any location
Data filtering issue

Resolution:

Remove unit filter to see all employees
Check employee status in master data
Verify location assignments
Contact system administrator if issue persists

12. Troubleshooting

No Data Displayed

Cause: No attendance data for selected month/year
Solution:
- Verify attendance has been marked for the period
- Check if correct month and year selected
- Remove filters and try again

Export Not Working

Cause: Browser blocking downloads or no records selected
Solution:
- Allow downloads in browser settings
- Select at least one record for selective export
- Try different export format

Incorrect Attendance Days

Cause: Attendance data not synced or calculation error
Solution:
- Cross-check with attendance reports module
- Contact attendance administrator
- Verify attendance marking was done correctly

Slow Loading

Cause: Large dataset or system performance
Solution:
- Use filters to narrow down results
- Export data in smaller batches
- Contact IT support if persists

Duplicate Entries

Cause: Employee assigned to multiple locations
Solution:
- This is expected behavior for multi-location employees
- Sum attendance days for total monthly attendance
- Verify each location assignment is intentional

13. Integration Points

Data Sources

Source Module	Data Retrieved	Purpose
Employee Master	Employee Code, Name	Identify employees
Unit Master	Unit Code, Location Name	Location information
Attendance Module	Daily Attendance Records	Calculate attendance days
Payroll Module	Month, Year	Period information

Data Flow

User selects month, year, and optional filters
System queries attendance module for period
Retrieves employee and unit information from masters
Calculates attendance days per employee per location
Displays aggregated data in table format
Exports to selected format when requested

14. Technical Notes

Performance Considerations

Large datasets may take time to load
Filters improve query performance
Export of large data sets may timeout
Pagination implemented for better user experience

Data Refresh

Data is real-time from attendance module
Changes in attendance reflect immediately
Export reflects data at time of generation
Historical data maintained for past months

Browser Compatibility

Works on all modern browsers (Chrome, Firefox, Edge, Safari)
JavaScript must be enabled
Pop-up blocker may affect export functionality
Minimum screen resolution: 1024x768

15. Related Reports

Report Name	Module	Description
Salary Slip	Payroll Reports	Detailed salary breakdown per employee
List of Master	Payroll Reports	Master data listing
Attendance Report	Attendance	Detailed daily attendance records
Payroll Register	Payroll	Complete payroll summary

16. Access and Permissions

Available to users with Payroll Reports access
HR administrators have full access
Department managers may have restricted access (own department only)
Export functionality may be restricted based on role
Audit trail maintained for all report generations

17. Notes

Important Information

Monthly statements should be generated after month-end
Data accuracy depends on attendance marking discipline
Export formats may vary based on system configuration
Historical data available for past months
Reports can be regenerated anytime for past periods

Compliance

Maintain monthly statements for audit purposes
Ensure data privacy when sharing reports
Follow organization's data retention policy
Archive exports systematically

Recommendations

Generate and archive statements monthly
Review statements before payroll processing
Train staff on proper attendance marking
Establish approval workflow for statements
Regular reconciliation with attendance module

End of Documentation

Salary Slip List of Master