SAVIOR Payroll Software

Dear Customer

We thank you and appreciate your choosing SAVIOR Payroll Software. SAVIOR Software Payrollis available for different data bases and Operating Systems. It is understood that you possessvalid user license of the Oracle or SQL Server software. SAVIOR Payroll software is suitable foroperation with Oracle 7.3 and later versions or SQL Version 8.6 and later versions

SAVIOR system is an ideal companion for use with SAVIOR Reader and SAVIOR Time OfficeSoftware. SAVIOR Readers and SAVIOR Time Office Software and SAVIOR Payroll Software areinter-linked so effectively by SAVIOR communication software that they always give value for moneyfor our customers. By going for SAVIOR Readers, SAVIOR Time Office Software and SAVIORPayroll Software, customers always get “one window” solution for all their time office related prob-lems.

We have been in the field of computerized Time Office Management for more than a decade.However we launched SAVIOR Payroll Software somewhat later. We have developed it keeping inview all normal requirements. We hope you will find it an effective aid to improve the efficiency ofyour Time Office.

Thanks

Customer Support Department

STJ ELECTRONICS PVT. LTD.

“SAVIOR” MEETING EVERY COSTOMERAT THE POINT OF THEIR NEEDS....

Total Solution For Attendence& Payroll Management & AccessControl

Introduction 1-2

Master Maintenance 2-5

Loan/Advance Entry 5-6

Capturing Data 6-6

Data Maintenance 7-8

Processing 8-9

Formula Setting 9-11

User Privilege 11-14

Arrears Voucher 14-14

Form 16 15-15

Form 16 Deposit Voucher 16-16

Loan Adjustment voucher 16-16

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Report 18-20

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TABLE OF CONTENTS

Page No.

13.

Payroll (Oracle/SQL)The purpose of this PAYROLL software is to provide proper computerized maintenance of salary. It can easilycapture the employee’s attendance data from the SAVIOR TIME OFFICE software and generate all thepayroll-related reports like Pay slip, PF, FPF, ESI, Bonus, Advance Statement, Loan Statement etc.

On loading the PAYROLL software the screen looks as shown in Fig.1:

Fig. 1

Here you enter your valid Username and Password then click Ok button. You should also select the DataServer (either Oracle 7.x,8.x or Microsoft SQL Server).

If the Username, Password and the Data Server are all valid, then you will get the operating screen of Payrollotherwise you will get the message accordingly that will indicate the login failed.

Once you get the Payroll operation screen you will find a screen as shown in Fig. 2. The commonly usedoptions are available as large icons, arranged vertically on the left hand side of the screen.

User Manual Payroll Ver.5.2.1/5.3.1 STJ Electronics Pvt. LTD

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1. INTRODUCTION :

PF No. : If the employee is covered under the PF scheme, his/her PF number (as provided by the Govt.authority) should be entered here.

ESI No. : If the employee is covered under the ESI scheme, his/her ESI number (as provided by the Govt.authority) should be entered here.

HRA : This is the House Rent Allowance. The software facilitates two types of entries:

a. Fixed Amount

b. Calculated according to the formula as defined by you in the payroll setup under utilities (more aboutFormula under the section Formula Entry).

If you specify the amount in the HRA field and leave the formula field in front of it empty, the software willcalculate the HRA as a fixed amount. But if any formula is specified in the formula field, then the calculation willbe in accordance with the formula.

E.g. If you want to calculate the HRA as 30% of the BASIC, you can define the code of that formula throughpayroll formula setting option. The code and formula is A = (BASIC * HRA) / 100. Then input the HRA value30 and the formula as A an the software will calculate the amount automatically at the time of processing.

PF : This is the amount of the Provident Fund and the entry is same as the HRA.

FPF : This is the amount of the Family Pension Fund and the entry is same as the HRA.

ESI : This is the amount of the Employees State Insurance and the entry is same as the HRA.OT RATE Per Hour : This is required for the calculation of the overtime.

FORMULAS : Here you choose formula for HRA, PF, FPF, ESI, OT Rate / Hours and all Deduction &Earning which should be previously declared through Formula setting option (more on formulas under thesection Formula Setting).

DEDUCTIONS: The software asks for ten possible types (can be defined by the user) of DEDUCTIONS.You can describe the Name/Reason of the deduction, the fixed amount or the formula for the calculation of thededuction. The concept of calculation using the formula is same as that of HRA.

EARNINGS : The software asks for ten possible types ( can be defined by the user ) of EARNINGS. Youcan describe the name of the earnings, the fixed amount or the formula for the calculation of the said earning.The concept of calculation using the formula is same as that of the HRA.

MODIFY

This option facilitates for modification of informations of the existing employee’s record. Selecting the Modifybutton the details of the selected row is displayed. So before you click the Modify button first you should clickon the desired row in the displayed table. You can also make use of the Find Paycode No. button to quicklyjump to the desired record.

DELETE

This option facilitates for deletion of selected employee record. Similar to the Modify option, first you shouldclick on the desired record in the table. For quick searching you can use the Find Paycode No button.


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When you click Delete button then the above screen appears.If you click Yes button then selected employeerecord will be deleted.

3. LOAN/ADVANCE ENTRY

You should specify the Paycode for which you want to make an entry. On specifying the valid paycode, theCard No., Name and the Department appears automatically. The details of the Advance/Loan already takenby the employee also appears on the appropriate side (you can select the Loan ID./Advance ID. if more thanAdvance/Loan are taken). If you want to delete any Advance/Loan already given then you can select theappropriate Advance/Loan ID from the drop down list and then click the Delete button. Please note that if youdelete the Advance/Loan entry for a month for which you have captured and processed data in Payroll thenafter deleting the entry you should Capture and Process the data once again for that employee for that monthonwards.

For both, Advance and Loan, the number of installments will be calculated by the system itself.

While making entry for Advance/Loan, whatever date you specify as the Installment Date, the deduction willstart from that month only and will continue till the balance amount becomes zero.

In case you make more than one Advance entry for an employee in the same month, then the total Advancededuction amount will be the sum of the individual installments for the month.

In case of Loan, suppose you have made an entry for which the deductions will be done for ten months. Nowbefore this Loan is recovered in full, you make another Loan entry, then in that case the previous balance Loanamount will be merged with this new Loan amount and the instalment of deduction will be the new instalmentamount only.


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On selecting Advance/Loan button, the above screen further changes to the one as shown in Fig 6.

4. CAPTURING DATA

This option is used to capture the attendance data from the SAVIOR Time Office software. On selection, thesoftware asks for the employee Paycode range i.e. the employees for whom you want to capture attendancedata and the date range i.e. the starting and ending date for which you want to capture data. The Data CaptureScreen looks as shown in Fig.7.

Fig.8

Click the Capture button for capturing the data from SAVIOR Time Office software. While capturing data fordifferent Paycodes, the system will show the Paycode for which it currently capturing data. When this iscompleted, the screen like Fig. 8 appears. Now click OK button.


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5. DATA MAINTENANCEAfter capturing data from the SAVIOR Time Office if you want to do any modifications manually (in Atten-dance, Deductions or Earnings for a particular month and year for a particular employee) in the captured datathen select the Data Maintenance option for doing so. This option can be run only after capturing data from theSAVIOR Time Office software. The screen looks similar to the Fig. 9.

Fig. 9Enter Paycode and then choose Month & Year and press tab button. The system will display all the details ofparticular employee.

Days Worked

Absent / LWP

O.T.Hours

Late Hours

Early Hours

Advance

Loan

CL

SL

: This is the number of days Present in the month.

: This is the number of days absent or leaves without pay.

: This is the total Over Time Hrs. in the month.

: This is the total Late Hrs. for the month.

: This is the total Early Hrs. for the month i.e. the total Early Departure

: This is the Advance amount to be deducted.: This is the Loan amount to be deducted on the month.

: This is the number of Casual leaves taken in the month.

: This is the number of Sick leaves taken in the month.

hour of the month.


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PL / EL : Total Privilege leave or Earned leave taken in the month.

Late Days : This is the total Late days of the month.

Early Days : This is the total Early days of the month i.e. the total number of days the employee has departedearlier than the shift end time (after accounting for the Permissable Early Departure) .

Other Leave : Any other type of leave taken in the month.

Holidays : This is the number of Declared Holidays in the month.

WO : This is the total number of Weekly Offs in the month.

BASIC : Basic amount for the month.

DA : Dearness Allowance for the month.

HRA : House Rent Allowances for the month.

PF : Provident Fund deductions.

FPF : Family Pension Fund deductions.

ESI : Employee’s State Insurance deductions.

DEDUCTIONS : 10 types of possible deductions, which were discussed earlier.

EARNINGS : 10 types of possible earnings, which were discussed earlier.Please note that after you make any changes through the Data Maintenance option do not run the Captureoption again else all your manual changes will be lost.

6. PROCESSING

After capturing the attendance data from the SAVIOR Time Office you have to run the processing option sothat the system makes all the calculations, which you can view in the different reports provided under theReport Generation option. On selecting the processing option the screen looks like the Fig. 10.

Fig. 10


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You should enter the month and year for which you want to do processing. Suppose you want to process thedata of August 2001 then choose this month and year and then click Process button for processing of August2001 data.

When the processing is complete, the following message appears on the screen. Click the OK button to gainaccess of the menu.

7. FORMULA SETTING

You can define the formula under given field names. Each formula should have an unique code. These formulasare used for computing elements of salary as defined in the master. When you choose Formula Setting optionthen screen looks like the figure shown in Fig. 11.

Append : If you want to add new formula then click Append button then

the screen similar to Fig. 12 will be displayed.

Permissible operations while setting up the formula are Add (+), Subtract (-),

Multiply (*), and Divide (/) Use the signs shown in the bracket while defining the formula.


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All formulas must be included within the parenthesis i.e. ( )1.There should be at least one blank space before and after any field name or operator sign.2.You can make conditions in the Formula by using the standard IF-THEN-ELSE structure as shown in theexample :

3.

IF ( ( BASIC / MON_DAY ) * TDAYS ) >> 6500 THEN ( 6500 * PF ) / 100 ELSE ( ( ( BASIC /MON_DAY ) * TDAYS ) * PF ) / 100Please note that for Greater Than symbol “>” use “>>” , for Less Than symbol “<” use “<<”, for GeraterThan Equal To symbol “>=” use “>=” and for Less Than Equal To symbol “<=” use “<=” signs.If you want to include an already defined formula in some other formula then you should write the formula

code within <>. For example suppose you have defined a formula A=(((BASIC/MON_DAY)*TDAYS)*HRA)/100. Now you want to use this formula, defined as A, in anotherformula J, then you should define the formula as

J=IF ( ( ( BASIC / MON_DAY ) * TDAYS ) + <A> ) < 6500 THEN ( ( ( ( ( BASIC / MON_DAY ) *TDAYS ) + <A> ) * ESI ) / 100 ) ELSE 05. For writing formula for OT, kindly note that OT Rate has to be converted to rate per minute. So properconversion has to be done.In the Formula code select the formula code like A for deduction. You can set formula for HRA, PF, FPF, ESI,OT Rate / Hour, All 10 types of Deduction and Earning.

Modify : If you want to Modify existing formula then click Modify button then the screen similar to Fig 12 willbe displayed. When you change the formula then click ok button.

Delete : If you want to Delete the existing formula then click Delete button. Then the selected formula willdeleted.

Close : If you want to exit from the formula setting then click the close button.

The Formula definition screen looks like the screen shown in Fig. 12.

Fig. 12

4.


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Note:

Make sure that the formula is properly set here before using it for computation in the Payroll Master or ManualData Maintenance.

You can input maximum 200 characters in each formula.

Before deleting a formula, make sure that the same is not used in the Master or Manual Data Maintenance.

8. USER PRIVILEGES.

Using this option you can Create, Modify or Delete Users (by selecting the User Privilege tag) for the Payrolland grant permission for the various options available in the software. You can also set the Setup parameters byselecting the Setup tag. On selecting the Utility option the screen as shown in Fig. 13 will appear.

Fig. 13On selecting the Append or Modify button the screen that will appear is shown in Fig. 14.

Fig. 14


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In the Setup screen, two tags are visible. One is Setup and another is User Privilege.

In Fig. 14, the screen shows the options with the Setup tag active. The ESI Employer Contribution is the rateof contribution of the Employer. Rate of round off ESI is the value by which the ESI amount will be rounded.You can also specify which figures are to be rounded. Max. PF limit is the maximum limit after which the PF willbe deducted only on this value. In the date field you can specify the date on which the changes are made. Afteryou make any changes in this screen you must click the Apply button to make save the changes.

The figure 15 to 17 shows the Setup screen with User Privilege tag active.


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Whichever option boxes you mark with Tick sign, the user will be able to access only those options when he/she logs in.

After you make a new entry or change the existing record, you must click on the Apply button to save thechanges.

In case you try to delete any user, the system prompts you for a confirmation and if you select OK there, thatuser will be deleted from the system.


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9. ARREARS ENTRY

When any increment is to be given with effect from previous month(months), then you have to make the Arrearentry. The Arrear Entry option is available under the Data Maintenance option of the Payroll menu. On selec-tion of the Arrear Entry option, the screen similar to Fig. 19 will appear.

In this entry screen, you should enter the Paycode for which the entry is to be made. Then you should specifythe Month and Year in which the Arrear is to be paid. The next information to be entered is the Month and Yearfrom which to which this Arrear is to be given. Thereafter you should fill the amount columns i.e., Basic, D.A,H.R.A and Earning Field 1 – 10 with the monthly incremented amounts. Remember that these are the incrementedamounts for one month only and the system will calculated the actual earnings depending upon the dayspayable for the months between the months specified in the Applicable From and Applicable To boxes. Thesecalculated earnings will be shown in the boxes under the Earnings head and in front of the respective Rates afteryou click the Apply button. You should also check the appropriate boxes under Include in PF and Include inESI heads for calculation of PF and ESI on these arrear earnings. After clicking the Apply button, if you wantto change any of the values calculated by the system, you can change them manually and after final checkingclick the OK button to save the entry. You can Delete or Modify any of the entries already made you shouldspecify the Paycode and the Payable in the month values only and then select Edit or Delete buttons dependingupon the need.

The entries made here will be available in the Arrear report.


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10. FORM 16.

: Certificate U/S 2003 of the Income Tax Act-1961 for tax deducted at sources from income chargeable under the head salaries.

A separate Voucher as Form16 voucher will be provided under the Voucher Menu of the Payroll S/W main menu. The Voucherwill spread over two screens(Fig19(a) & Fig 19(b) and a navigating button will be provided on both the screens to changeover from one to another. The Saving button will be on the Second screen only. The user can delete any previously enteredvoucher by getting the data on the screen first and then click the Delete button.

All the available informations that can be entered in the Form16 will be as per the field headings shown in the Form 16voucher.

Fig 9(b)

Fig 19(a)

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11. Form 16 DEPOSIT VOUCHER

A separate Voucher as Form16 Deposit voucher(Fig 20) will be provided under the Voucher Menu of thePayroll S/W main menu. Through this voucher one can deposit the amount in installments to the Income TaxDepartment for any financial year.

12. LOAN ADJUSTMENT VOUCHER

Fig. 20

Fig. 21Loan Adjustment Voucher(Fig.21) under Data Maintenance menu can be used for adjusting loan instalment

amount for a particular period, which is not yet processed, of already approved loan(s)

The voucher will ask for Paycode and Month & year for which Loan instalment amount is to be adjusted forthe specified Month & year and subsequently loan instalment amount for the consecutive years will automati-cally adjusted. Month & Year entered here should be that period which is not yet processed.

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13 Reports

After doing the processing you can generate various types of reports through the Report option. On selectingthe Report option the screen looks like Fig.19

Sorting : In this option you generate a report through sorting order like paycode, Employee Name, Department+ Paycode and Department + Name wise sorting.

Selection : You can make selection of data for reports. You can make selection of Paycode, Company, Depart-ment and Category. The selection screen looks like Fig. 21.


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Salary Register

Salary Register shows the details of all the earnings, deductions, gross pay and net pay of a month in the formof a register.

On selecting the salary register option, if you want to generate the report for employee paycode range orparticular department or category then click Selection option. After Selection click Generate button for gener-ating the report.

Salary Slip

The salary slip shows the details of all earnings, deductions, gross pay and net pay for all the employees of amonth. For each employee a separate slip will be printed.

On selecting the salary slip option, if you want to generate the report for employee paycode range or particulardepartment or category then click Selection option. After Selection click Generate button for generating thereport.

PF Statement

This report shows the details of provident fund (PF) for number of days, amount on which provident fund andfamily pension fund (FPF) calculated, employee’s contribution, employer’s contribution etc.

On selecting the PF Statement option, if you want to generate the report for employee paycode range orparticular department or category then click Selection option. After Selection click Generate button for gener-ating the report.

ESI Statement

This report shows details of Employee State Insurance (ESI) amount calculated. It shows the employer’scontribution, the employee’s contribution, amount on which ESI deducted etc.

On selecting the ESI Statement option, if you want to generate the report for employee paycode range orparticular department or category then click Selection option. After Selection click Generate button for gener-ating the report. This report generation is based on the declaration of the employee state insurance in themaster maintenance.

If you want the ESI report of those employee’s whose earning gross salary is less than 3000.00. In thePAYROLL software, there is a provision for this type of conditional ESI statement printing.

BONUS Statement

This report shows the details of earning of every month, total amount on which bonus is to be calculated andbonus amount. The formula for Bonus is based on the basic salary multiplied with total payable days dividedby the Bonus Rate percentage.

On selecting the BONUS Statement option, if you want to generate the report for employee paycode rangeor particular department or category then click Selection option. After Selection click Generate button forgenerating the report.


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ADVANCE / LOAN Statement

This report shows the status of advance / loan (the advance / loan amount, number of instalments paid and totalnumber of installments etc.).

On selecting the ADVANCE / LOAN Statement option, if you want to generate the report for employeepaycode range or particular department or category then click Selection option. After Selection click Generatebutton for generating the report.

ARREAR Report

Look wise it is very much similar to the Salary Slip with the difference that it contains only the Earnings andDeductions given as Arrear payment made through the Arrear Entry option under the Data Maintenance menu.

SUMMARY Statement

This report gives the department wise breakup of the various Earnings and Deductions. It shows the Basic,DA, HRA, Over Time and Other Earnings (sum of all the ten extra earnings fields), Total Earnings. On thededuction side, it shows the ESI, PF, Loan, Advance, Other Deductions (sum of all the ten extra deductionfields), Total deduction and the Net Pay.

You cannot select any Sort order for this report. It will always come sorted on Department.

Loan Application Form

This report shows the details of the Loan details of the loan entries made between the date range specifiedduring the report generation. It shows the Paycode, Employee name, Date of Appointment, Basic Pay rate,Loan granted and Instalment rate of loan deduction.

Loan Deduction Statement

This report shows the Loan Instalment deduction details for the given month. It gives the employee details likePaycode, Employee’s Name, Parent’s Name, Department, Date of Joining and the Instalment amount of Loandeducted. At last it also prints the Grand Total of the Instalment Amounts.

Loan Statement

The Loan Statement report gives the Loan Outstanding details on a particular month as selected. It shows theemployee details such as Paycode, Employee Name, Department, Date of Appointment, Basic Pay rate, TotalLoan granted, Instalment rate and the Balance Outstandings.

Advance Deduction Statement

This report shows the Advance amounts deducted for the month as selected by you.

MASTER Information

Master Information report gives you a picture of the details that you have entered during the Payroll Mastercreation. It gives the details of the Basic, DA, HRA, PF, FPF, ESI, OT, the Earnings (Max. 10) and theDeductions (Max. 10) rate details entered in the Payroll Master.


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P.F. Return Statement (Form 6A)

This is a statuary report required by the P.F office on yearly basis. This report basically shows the P.F deduc-tions for all the employees during the given period in a consolidated form.

P.F. Return Statement (Form 3A)

This is also a statuary report yearly required by the P.F office. This report shows the employee wise monthlydetails of the P.F deductions during the selected period. It shows both Worker’s as well as the Employer’scontribution.

P.F. Form 5

This report a statuary report required by the P.F Office for allocation of P.F number for the newly joinedemployees. So this report contains the list of only those employees who have joined between the dates speci-fied as From and To dates. The date of joining will be taken from the Employee master of the Time Officesoftware.

P.F. Form 10

This statuary report is required by the P.F office to take consequential action for those employees who have lefttheir service during the specified date range. So this report contains the necessary details of only those employ-ees whose date of leaving the service falls between the From and To date. The leaving date can be enteredthrough the Time Office Software.

E.S.I. Return Statement (Form 6)

This is a statuary report required by the E.S.I office on yearly basis. This report gives the details of the E.S.Ideduction in a consolidated form for the selected period for the employees who are covered under the E.S.Ischeme.

Bonus Payment Form

This report shows the bonus paid to the employees during the From date and To date. Calculation will be doneon the Net Pay for the months. The bonus rate will be entered before the report generation.


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: This is a Statutory report required by Income Tax Department and it is a Certificate U/S 2003 of the IncomeTax Act-1961 for tax deducted at sources from income chargeable under the head salaries.

Form 16

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AAbsent/ LWP- 7Advance- 7Arrear Entry- 14Advance Loan Statement-19Arrear Report-19Advance Deduction Statement- 19

BBasic-3,8Bonus Statement-18Bonus Payment Form-20

CCard No- 3Capturing Data- 6CL- 8

DDA- 3,8Deduction- 4,8Delete- 4Data Maintenance- 7Days Worked- 7

EESI No-4ESI- 4,8Earning-4,8Early Hours-7ESI Statement-18ESI Return Statement(form16)-20

FFPF-4Formula-4Formula Setting-9Form (16) -15,20Form16 Deposit Vouvher - 16

HHRA-4,8Holiday-8

LLate Hour-7Lone-7Late Days-8Loan Adjestmenet-16Loan Application Form-19Loan Deduction Statement-19Loan Statement-19

MMaster Maintenance-2Modify-4Master- Information-19

OOT Rate Per Hour-4OT Hour-7Other Leaves- 8

PPaycord-3PF No-4PF-4,8PL/EL-8Processing-8PF Statement-18PF Return Statement-20PF Form 5 - 20

RReport- 17

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S SL-7 Salary Register- 18 Sallary Slip- 18 Summary Statement-19

U User Privileges - 11

Loan Adjustment Voucher(Fig.21) under Data Maintenance menu can be used for adjusting loan installmentamount for a particular period, which is not yet processed, of alredy approved loan(s)

The voucher will ask for Paycode and Month & year for which Loan installment amount is to be adjusted forthe specified Month & year and subsequently loan instalment amount for the consecutive years will automati-

cally adjusted. Month & Year entered here should be that period which is not yet processed.

SAVIOR Payroll Software

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