Employee Master

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Employee Master Option.

Before we begin, let us understand about the need of Employee master and the usage of this particular activity.

You can also edit and delete an already created set of information with required authorization.

The key functions of a Employee Master Module are:

Creation of a New Employee Record;
Modification of an existing Employee Record;
Deletion of an existing Employee record.

We will be going through the each of these set of information in detail.

New Employee Creation–

If you are in Employee Drop Down you need to select

and the screen which appears looks like this;

You can see the

option at top right of the screen. Click on this option and you will be directed to the relevant Employee creation screen. Here you will have Ten relevant sections where all the required data pertaining to a new Employee can be captured.

We will start with Basic Information first;

Name

Here you input the name with which you are used to identify your Employee.

Mapping Code

: This is a system generated automated code to uniquely identify a Warehouse.

Father Name

: Enter the Name of Father of the Employee.

Mother Name

: Enter the Name of Father of the Employee.

Marital Status

Here Select the relevant option to specify the marital status of the Employee.

Spouse Name

: Enter the Name of Spouse of the Employee.

Anniversary Date

: Enter the Date of Anniversary of the Employee, if Marital Status is Married.

Religion

: Enter the Religion of the Employee.

Date of Birth

: Enter the Date of Birth of the Employee.

Sex

: Select the relevant option if the employee is Male or Female.

Blood Group

: Here Specify the blood Group of the Employee.

Nationality

: Enter the Nationality of the Employee.

Card No.

: Enter the Card No. issue to the Employee.

Employee Image

: Upload an image of the Employee which helps you maintain the Employee identity. Images could be JPEG or PDF, with the maximum size of 2 MB.

We are now finished with the Basic Information part and made a identification for the Employee.

We will now look into the Address Information : Current Communication input where we input current address information for the employee.

Current Communication: Address

Input here the complete current address which needs to be printed on the documents. The same address would be used for the future communication with the Employee, so it is essential to ensure that the address is complete and understandable to anyone. Example: Flat #, Building No./Name, Street name/No., Area, Land mark etc.

Country

Select from the drop down the Country of the address entered above.

State

Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on

Icon or

option within the dropdown menu.

City

Select from the drop down the City of the address entered above. If the required City does not exist in the list, you can create a new City by clicking on

Icon or

option within the dropdown menu.

Input here the required PIN to identify the relevant address. For postal communications Pin code is must.

Phone

Input here the most relevant contact number of the Employee for a speech conversation.

Email

Input here the most relevant email address of the Employee for written communication.

Longitude

Input here the longitude of Employee location via Google Map to locate Employee easily. Click on

to find your location’s longitude.

Latitude

Input here the latitude of Employee location via Google Map to locate Employee easily. Click on

to find your location’s latitude.

We are now finished with the Current Address Information part and now move to input permanent address information for the employee.

We will now look into the Address Information : Permanent Communication input where we input permanent address information for the employee.

Permanent Communication: Address

Input here the complete permanent address which needs to for office records. The same address would be used for the future communication with the Employee in case when no response received from the current address communication, so it is essential to ensure that the permanent address is complete and understandable to anyone. Example: Flat #, Building No./Name, Street name/No., Area, Land mark etc.

Country

Select from the drop down the Country of the address entered above.

State

Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on

Icon or

option within the dropdown menu.

City

Select from the drop down the City of the address entered above. If the required City does not exist in the list, you can create a new City by clicking on

Icon or

option within the dropdown menu.

Input here the required PIN to identify the relevant address. For postal communications Pin code is must.

Phone

Input here the most relevant contact number of the Employee for a speech conversation.

Email

Input here the most relevant email address of the Employee for written communication.

Longitude

Input here the longitude of Employee permanent location via Google Map to locate Employee easily. Click on

to find your location’s longitude.

Latitude

Input here the latitude of Employee permanent location via Google Map to locate Employee easily. Click on

to find your location’s latitude.

We are now finished with the Permanent Address Information part and now move to emergency contact information section.

We will now look into the Emergency Contact Information input for the Employee.

Name

: Here enter the name of contact to whom you can communicate in case of any emergency for this employee.

Relation

: Here enter the relation between the employee and Emergency contact person.

Mobile No

: Here enter the Mobile Number of the Emergency contact person.

Phone

: Here enter the Phone / Landline Number of the Emergency contact person.

Email

: Here enter the email id of the Emergency contact person.

We are now finished with the Emergency Contact Information part and now move to emergency contact information section.

We will now look into the Official Information input for the Employee.

City Type

: Select the relevant option from the drop down list to identify the employee residing in a Metro city or Non-Metro city.

Joining Date

: Enter the Joining Date of the Employee.

Confirmation Date

: Enter the Date of Confirmation of Employee after completing Probation period.

Probation Period

: Enter the Number of Month for Probation period of the employee.

Notice Days

: Enter the Number of Days which an employee should intimate before resigning/leaving from the company.

Salary / Wages

: Select the relevant option to define whether the employee is working on Salary or wages.

Sourcing

: Enter the name of source from where employee got information about vacancy.

Skill Set

: Select Skill set from the drop down

Permanent Account Number

: Here Enter the Permanent Account Number (PAN) of the Employee.

Unique Account Number

: Here Enter the Unique Account Number (UAN issued by EPFO) of the Employee.

Voter Card Number

: Here Enter the Voter ID Card Number of the Employee.

Civil ID Number

: Here Enter the Ration Card Number of the Employee.

Aadhar Card Number

:Here Enter the Aadhar Card Number of the Employee.

Passport Number

: Here Enter the Passport Number of the Employee.

Passport Validity Up To

: Here Enter the date of expiry of Passport

Visa Valid Up To

: Here Enter the Date of validity of Visa on Passport.

Driving License Number

: Here Enter the Driving License Number of the Employee

Driving License Valid Up To

: Here Enter the Date of expiry of Driving License.

We are now finished with the Official Information part and now move to ESI PF (Statutory) information section.

We will now look into the ESI PF (Statutory) input for the Employee.

ESI Applicable

: Enable this check box, if Employee State Insurance Corporation (ESIC) scheme is applicable for the employee.

PF Applicable

: Enable this check box, if Employee Provident Fund (EPF) scheme is applicable for the employee.

Professional Tax Applicable

: Enable this check box, if Professional Tax is applicable for the employee.

Labor Welfare Fund Applicable

: Enable this check box, if Labor Welfare fund scheme is applicable for the employee.

ESI Number

: If ESIC Applicable, Here Enter the ESIC number issued to Employee.

<TODO : Control Name>

: If ESIC Applicable, Here Enter the ESIC Start Date.

Provident Fund Number

: If EPF Applicable, Here Enter the PF number issued to Employee.

Provident Fund Start Date

: If EPF Applicable, Here Enter the EPF Start Date.

We are now finished with the ESI PF (Statutory) part and now move to Bank Detail information section.

We will now look into the Bank Details input for the Employee.

Bank Name

: Here Enter the Name of the Bank in which Employee has bank account.

Bank Branch

: Here Enter the Branch Name of the Employee's Bank.

Bank Account Number

: Here Enter the Bank Account Number of Employee.

IFSC Code

: : Here Enter the IFSC Code of the Employee's Bank.

A/c Holder Name

: Here Enter the Beneficiary Name.

We are now finished with Bank Details part and now move to Qualification section.

We will now look into the Qualification section input for the Employee. Here you can describe the details of employees qualification for each degree.

Degree

: Enter the Name of the Qualification Degree of Employee.

Year of Passing the Degree

: Here Specify the Year in which the employee completed the degree.

Name of University/Board/Institute

: Here Enter the Name of the University / Board /Institute from which the Degree is completed.

Score

: Here Specify the Percentage/Marks obtained in the Degree.

We are now finished with Qualification part and now move to Experience section.

We will now look into the Experience section input for the Employee. Here you can describe the details of employee's experience of previous companies.

Name of Previous Employer

: Enter the Name of the Previous Employer.

Year of Passing the Degree

: Here Specify the Year in which the employee completed the degree.

Name of University/Board/Institute

: Here Enter the Name of the University / Board /Institute from which the Degree is completed.

Score

: Here Specify the Percentage/Marks obtained in the Degree.

Degree

: Enter the Name of the Qualification Degree of Employee.

Year of Passing the Degree

: Here Specify the Year in which the employee completed the degree.

Name of University/Board/Institute

: Here Enter the Name of the University / Board /Institute from which the Degree is completed.

Score

: Here Specify the Percentage/Marks obtained in the Degree.

We are now finished with Experience part and now move to Leave Policy section.

We will now look into the Leave policy section input for the Employee. Here you can describe the details of employee's leave policy.

Leave

: System will display the list of Leaves created.

Applicable

: Here enable the checkbox to make the Leave Applicable against each Leave master created.

We are now finished with Leave Policy part and now move to Salary Structure section.

We will now look into the Salary Structure section input for the Employee. Here you can describe the details of employee's Salary Structure.

Salary Effective From

: Here specify the Date of Joining if creating new employee or date of appraisal of salary for existing employee.

Salary Component

: Here specify the amount for the each component of salary for employee created from HR/Payroll Setup.

ESI Employer Component

: System will calculate the ESIC for Employer as per Statutory Compliance.
This field will be enabled only if ESI Applicable is checked in Employee Master.

PF Employer Component

: System will calculate the EPF for Employer as per Statutory Compliance.
This field will be enabled only if PF Applicable is checked in Employee Master.

Labor Welfare Fund Employer Component

: System will calculate the Labor Welfare Fund for Employer as per Statutory Compliance.
This field will be enabled only if Labour Welfare Fund Applicable is checked in Employee Master.

Salary CTC

: System will calculate the Total CTC after addition of PF/ESIC/LWF as applicable above and their amount will be auto calculated based on the Statutory compliance.

ESI Employee Component

: System will calculate the ESIC for Employee as per Statutory Compliance.
This field will be enabled only if ESI Applicable is checked in Employee Master.

PF Employee Component

: System will calculate the EPF for Employee as per Statutory Compliance.
This field will be enabled only if PF Applicable is checked in Employee Master.

TDS Component

: Here specify the amount for the TDS to be deducted for employee.

Professional Tax Component

: System will calculate the Professional tax for Employee as per Statutory Compliance.
This field will be enabled only if Professional Tax Applicable is checked in Employee Master.

Labor Welfare Fund Employee Component

: System will calculate the Labor Welfare Fund for Employee as per Statutory Compliance.
This field will be enabled only if Labour Welfare Fund Applicable is checked in Employee Master.

Salary Component

: System will calculate the "In Hand" Salary of the Employee.

We are now finished with Salary Structure part and now move to Posting and Custom Field section.

We will now look into the Posting and Custom Field section input for the Employee. Here you can describe the details of employee's Posting Details and Custom Fields.

Posting Effective From

: Here specify the Date of Joining if creating new employee or date of Posting for existing employee.

Posting Branch

: Select the Location from the drop down list in which employee is posted.

Department

: Here Select the Department of the employee from the drop down list.

Late In Rule

: Here Select the Late In Rule if applicable as per Company Policy.

Designation

: Here Select the Designation of the Employee from the drop down list.

Employee Shift

: Here Select the Shift of the Employee from the drop down list.

Early Out Rule

: Here Select the Late In Rule if applicable as per Company Policy.

Custom Fields

If you have selected any User defined Extra Field at the time of HRPayroll Setup Configuration - Employee Custom Fields,

that number (maximum 5 fields) of UDF fields would be visible and you can enter the relevant details against those fields. Here one thing to remember that if you have opted “Allow Blank – No” against any of the UDF filed in set-up then while creating Employee master you have to provide the information under that User Defined Field (UDF) or to say you cannot keep that field blank.

Save Employee

: Click on this button to save the Employee Master.

Clear Form

: Click on this button to clear the form without making any changes.

Print

: Click on this button to Save and Print the Employee Master.

Delete Employee

: Click on this button to Delete Employee Master. (Enabled only when you edit the master)

Exit Form

: Click on this button Or

to Exit the Employee Master Form.

We are now back to the main screen for the Employee Master.

If you wish to edit/delete the already visible Account data in the list you can do so, please follow the following steps:

Edit: If you wish to Edit a Employee detail, click on

. The Employee details will be opened in edit mode, can make the required changes and click on

to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on

Delete : If you wish to delete a Employee data, Click on

and confirm the deletion.

It is advisable not to delete a Employee if some data are already entered against that Employee. Note that if you have some data are already entered the System will not allow you to delete this record unless you delete all transactions with the Employee.

If you have closed dealing with a Employee or for any reason any Employee is Inactive you can always opt to make the vendor “Inactive”.

Bulk Delete : If you wish to delete Employee data in bulk then enable the check box

against each Employee and Click on

and confirm the deletion. All vendor data will be removed which are not used in any transaction.

Export : Click on

to Export the data as visible in the list to an Excel Sheet.

Search : Type a text to search a particular record.

Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column.

Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.

Click on

to Exit from the Employee Master.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

Disclaimer