For updating revised DA
1. For updating revised DA please download the payroll_da.zip from
e-prasarana from the link provided, then unzip the file and copy the payroll.exe
to your Payroll folder.
2. Run the payroll.exe and select the option for “DA maintenance” and enter
the new DA, this will automatically update the DA and pension contribution
recovery.
(Note: if you have already updated the DA with old programe please update the
same DA again using the newly downloaded programe.)
Steps For Using Payroll Package
General:
Create a directory named payroll.( If Payroll folder already exist in your
computer rename the existing payroll folder as PayrollOld)
Copy the payroll folder found in CD or attachment to the mail sent you.
Copy the files “empmas” and “empmmyy” (mm is month and yy is the year)
from the existing “payrollold” folder to newly created payroll folder, if
payroll is already existing in your computer.
Very Important :- To remove the DP and IR codes from existing payroll
run the program “deldpir” duly entering the month and year when prompted.
This program needs to be run only once and need not be run every
time you generate payroll.
At DOS prompt type payroll and press enter key.
Month and year are to be entered. If started from Sep 2011 enter month as 09
and year as 2011.
In main menu select indexing option (No 3).
Creating Employee Master (One time entries)
From main menu select master maintenance (No 1).
Sub-menu appears. Select ‘Add records’ option No 1 to add records.
Enter employee number (which is to be decided earlier).
Enter unit No. e.g. 440 for Koppal division. This will be same for all
employees working in Koppal Division.
Enter sub unit number (this is to be pre-designated based on the number of
rolls required). To group employees in a particular roll, same sub-unit No to
be given to those group of employees.
Hints are provided to enter data in each field. Enter appropriate data in the
fields.
If salary for any reason is to be held up for that employee, for that month,
then ‘Claim salary’ field to be entered with ‘N’. By doing so salary for that
employee for that month will not appear in the roll. For others it to be entered
as ‘Y’.
Creating Monthly file – earning / deductions.
Before entering any data please select “Update IR to all Employees” from
main menu. This program needs to be run only once and need not be
run every time you generate payroll.
Each employee (code) will have corresponding earnings and deductions in a
separate file (table).
On entering master details of all employees, come back to Main Menu and
select option 2 – ‘Earning / Deduction’.
Each earning and deduction is identified by a code. The same can be seen by
selecting ‘Code List’ option. Note down the codes, as they will be used
frequently.
To modify amount against an earning or a deduction, select ‘Modification’
option and enter code, modify amount. Then follow prompts. Similarly new
codes can be added and unwanted codes can be deleted. On completing
entries in respect of an employee, select ‘Exit’ option. If you want to enter
‘Earnings / Deduction for another employee enter ‘Y’ against ‘Continue
(Y/N)’.
Enter earnings/ deductions of all employees.
Generating Reports.
On entering earnings / deductions of all employees for that month to print
payroll, select ‘Reports’ option- No-4 from main menu.
In ‘Reports maintenance menu’ select option –1 Payroll printing’. Enter sub-
unit Number, ‘G’ or ‘N’ and BR No and date. This gets printed on each of
the salary slip.
A file called PAYN01 gets created. Where 01 is sub-unit number. If sub unit
No. is given as 02 in earlier step, then file created will be PAYN02. Abstract
is also generated at the end of the report. The ‘N’ represents ‘Non-Gezzedtd’.
At DOS prompt open file PAYN01 using edit command. Print the file.
Using option 2, deduction towards a particular deduction can be taken. This
can be of on sub-unit or combination of sub-units.
There is a provision to take out Combined abstract of all the sub-units of the
division. A file called ABS1_5 is created. Where 1_5 is 1st and 5 is the last
sub-units selected in earlier step. This file can be opened at DOS prompt
using ‘edit’ command, and can be printed.
There is provision for printing- list of employees both Gazetted and non-
Gazetted.
Important:
Before commencing payroll activity for next month, following command may
be used at DOS prompt for a creating file for next month.
Copy EMP0811.dbf EMP0911.dbf. Where 0811 is current month and
0911 is next month.
Take periodical backups (preferably monthly) of following files on a
floppy.
1. EMPMAS.dbf.
2. EMP0811.dbf. Where 0811 represents month and year. The file
containing latest month & year may be taken for backup.
In the event of data getting corrupted, these files will be having required data.
Backup of other files with dbf extension may also be kept on a floppy.