Salary Slip

Navigation Path

Payroll Reports → Salary Slip

URL

/payroll-reports/monthly-reports

Description

• Generates monthly salary slips for employees in various formats
• Supports multiple report types with different layouts and details
• Allows filtering by employee, client, unit, month, and year
• Export options available in PDF and DOCX formats
• Displays salary records in a detailed table view

1. Search & Filter Section

Search Fields

Search Field Details

Employee Field

• Type: Multi-select dropdown with search
• 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

Client Field

• Type: Multi-select dropdown with search
• Features:
  • Search clients by company name
  • Select multiple clients
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Client ID] | [Client Name]
• Examples:
  • 101 | BAJAJ FINANCE LIMITED
  • 101 | MEGHA ENGINEERING & INFRASTRUCTURES LIMITED
  • 101 | HYATT CENTRIC
  • 101 | SHRIRAM AUTOMALL INDIA LIMITED
• Display: Shows "| NULL" if no client assigned

Unit Field

• Type: Multi-select dropdown with search
• 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
  • UNT0000008 | HDFC BANK, GREEN PARK
  • UNT000019 | ADDI
  • UNT00005751 | HDFC BANK LTD. (INDRA NAGAR, DEHRADUN)

Report Type Field

• Type: Dropdown (single select)
• Default: "-- Select Report Type --"
• Required: Yes
• Options:

Month Field

• Type: Dropdown (single select)
• Options: All 12 months (JANUARY to DECEMBER)
• Examples: OCTOBER, DECEMBER
• Required: Yes

Year Field

• Type: Dropdown (single select)
• Options: Available years in system
• Example: 2025
• Required: Yes

2. Action Buttons

Primary Actions

Button Behavior

View Button

• Function: Fetches and displays salary records matching the selected filters
• Requirement: Report Type, Month, and Year must be selected
• Result: Populates the salary records table below
• Table Display: Shows employee-wise salary details

Reset Button

• Function: Clears all selected filters
• Effect:
  • Clears employee selections
  • Clears client selections
  • Clears unit selections
  • Resets report type to default
  • Resets month and year
• Result: Returns page to initial state

PDF Button

• Function: Generates salary slips in PDF format
• Requirement: View must be executed first and records must be displayed
• Output: Downloads PDF file containing salary slips for selected employees
• Format: Based on selected Report Type
• Naming: SalarySlip_[Month]_[Year].pdf

DOCX Button

• Function: Generates salary slips in DOCX (Word) format
• Requirement: View must be executed first and records must be displayed
• Output: Downloads DOCX file containing salary slips for selected employees
• Format: Based on selected Report Type
• Naming: SalarySlip_[Month]_[Year].docx

3. Salary Records Table

Table Description

• Displays employee salary records after clicking "View"
• Shows detailed information for each employee
• Supports sorting, filtering, and pagination
• Checkbox column for selecting specific records

Table Columns

Table Features

• Bulk Selection: Checkbox in header to select all records
• Individual Selection: Checkbox for each employee record
• Column Filters: Filter icon for each column
• Column Sorting: Click column headers to sort
• Pagination: Navigate through multiple pages of records
• Export: Export button at top-right corner

Example Records (from screenshot)

4. Export Functionality

Export Button (Top-Right)

• Location: Top-right corner of the page
• Function: Export displayed records to various formats
• Icon: Upload/Download icon
• Options: May include CSV, Excel, PDF

5. Report Type Details

Report Type Variations

1. Monthly Salary Slip

• Format: Standard salary slip
• Contains:
  • Employee details
  • Earnings breakdown
  • Deductions breakdown
  • Net salary
• Use Case: General salary distribution

2. Monthly Salary Register

• Format: Comprehensive register format
• Contains:
  • All employees in tabular format
  • Summary of all salary components
  • Total calculations
• Use Case: Record keeping and audits

3. Monthly Salary Slip With LOGO

• Format: Standard slip with company branding
• Contains:
  • Company logo at top
  • All standard salary details
  • Professional appearance
• Use Case: Formal employee distribution

4. Monthly Salary Slip With OT

• Format: Standard slip with overtime details
• Contains:
  • Basic salary
  • Overtime amount with rates
  • Total earnings
• Use Case: When overtime is applicable

5. Monthly Salary Slip With OT Hrs

• Format: Detailed overtime breakdown
• Contains:
  • Basic salary
  • Overtime hours worked
  • Overtime rate per hour
  • Overtime amount calculation
• Use Case: Detailed overtime tracking

6. Monthly Salary Slip Without Rate OT

• Format: Shows overtime without rate details
• Contains:
  • Basic salary
  • Overtime amount (without showing rate)
  • Net salary
• Use Case: When rate confidentiality is required

7. Monthly Salary Slip Without Rate OT Hrs

• Format: Shows OT hours without rate
• Contains:
  • Basic salary
  • Overtime hours worked
  • Overtime amount (without rate breakdown)
• Use Case: Simplified OT reporting

8. Monthly Salary Slip Without Rate Normal

• Format: Standard slip without rate breakdown
• Contains:
  • Basic components without per-day/per-hour rates
  • Total amounts only
• Use Case: Simplified salary presentation

6. User Flow

Step-by-Step Process

1. Navigate to Page

   • Go to Payroll Reports → Salary Slip

2. Apply Filters

   • Select Employee(s) (optional - leave blank for all)
   • Select Client(s) (optional - leave blank for all)
   • Select Unit(s) (optional - leave blank for all)
   • Select Report Type (required)
   • Select Month (required)
   • Select Year (required)

3. View Records

   • Click "View" button
   • Review salary records displayed in table
   • Verify data accuracy

4. Select Records (Optional)

   • Select specific employees using checkboxes
   • Or select all using header checkbox

5. Generate Output

   • Click "PDF" to download PDF format
   • Or click "DOCX" to download Word format
   • File will be downloaded to default location

6. Reset (if needed)

   • Click "Reset" to clear all filters
   • Start new search

7. Validation Rules

8. Success/Error Messages

9. Best Practices

For HR/Payroll Users

1. Filter Selection

   • Use employee filter for individual salary slips
   • Use unit filter for department-wise generation
   • Use client filter for client-specific reports
   • Leave all blank to generate for entire organization

2. Report Type Selection

   • Choose "With LOGO" for official distribution
   • Choose "With OT" formats when overtime is applicable
   • Choose "Without Rate" formats for employee distribution
   • Use "Register" format for accounting records

3. Bulk Generation

   • Generate all employees at once for efficiency
   • Use filters to process in smaller batches if needed
   • Verify data before mass generation

4. File Management

   • Choose PDF for read-only distribution
   • Choose DOCX for editable templates
   • Organize files by month and year
   • Archive previous months' slips

5. Data Verification

   • Always click "View" first to verify records
   • Check employee list for completeness
   • Verify salary amounts before generating
   • Cross-check with payroll processing records

6. Distribution

   • Generate PDF for email distribution
   • Use password protection for sensitive data
   • Maintain distribution logs
   • Follow data privacy policies

10. Common Report Use Cases

By Report Type

11. Troubleshooting

No Records Displayed

• Cause: No salary processed for selected month/year
• Solution: Verify salary has been processed and locked

PDF Not Generating

• Cause: View not executed or no records selected
• Solution: Click "View" button first, then try PDF

Wrong Data Displayed

• Cause: Incorrect month/year selected
• Solution: Verify and correct month/year selection

Missing Employees

• Cause: Employee filter applied or employees not processed
• Solution: Clear employee filter or check salary processing

Export Button Not Working

• Cause: No data loaded in table
• Solution: Execute "View" action first

Slow Performance

• Cause: Large number of records
• Solution: Use filters to reduce record count

12. Technical Notes

File Generation

• PDF generation uses server-side rendering
• DOCX generation creates editable Word documents
• Large batches may take time to process
• Files are generated based on selected report type template

Data Source

• Data pulled from processed salary records
• Only locked/finalized salaries are included
• Real-time data from salary processing module
• Includes all salary components and deductions

Performance

• Table displays paginated results
• Export limits may apply for very large datasets
• Recommended batch size: 100-500 employees at once
• Use filters to optimize performance

13. Security & Access

Access Control

• Only users with Payroll Reports access can view this page
• Different report types may require different permission levels
• Employee data is filtered based on user's assigned scope
• Sensitive salary information is protected

Data Privacy

• Salary information is confidential
• Export files should be handled securely
• Follow organization's data privacy policies
• Do not share generated files with unauthorized persons

14. Notes

• This page is the primary tool for generating employee salary slips
• Multiple report formats available to suit different requirements
• Always verify data accuracy before mass distribution
• Generated files can be directly shared with employees
• Supports both detailed and simplified salary formats
• Export functionality allows offline processing and distribution
• Report type selection determines the layout and information displayed
• Month and year selection must match processed salary period

End of Documentation