What payroll actually needs
The monthly payroll generator requires one Monthly Attendance record for the selected year and month. Its Employee Attendance Summary must contain each employee’s Working Days and Final Payable Days. Daily attendance/import is optional when the company prepares monthly totals manually.
After choosing Year and Month, load active employees into Monthly Attendance. The paged employee grid is designed to avoid oversized browser submissions for organisations with hundreds of employees.
Attendance Import Batch
| Value | Behaviour | Choose it when |
|---|---|---|
MANUAL | Batch represents manually prepared attendance data. | — |
CSV | Tracks a CSV source file/import. | — |
EXCEL | Tracks an Excel source file/import. | — |
BIOMETRIC | Tracks data exported from a biometric device/system. | — |
API | Tracks attendance received through an integration. | — |
Use DRAFT while preparing, VALIDATED after checking the file/data, IMPORTED when committed and REJECTED for an unusable batch. Duplicate Count and Error Count make import quality visible.
Daily Attendance Lines
| Field | What it controls | Example |
|---|---|---|
| Employee / Date / Shift | Identifies the employee's attendance day and applicable shift. | Employee 42 · 31-08-2026 · General |
| First In / Last Out | Actual boundary times. | 09:04 / 17:32 |
| Worked / Late / Shortfall Minutes | Normalised daily time measures used for review/consolidation. | 488 / 4 / 0 |
| Overtime Minutes | Approved/derived excess time; payroll needs a configured overtime component to pay it. | 30 |
| Status | Day classification such as present, absent, leave or holiday according to company process. | PRESENT |
| Manual Override / Reason | Records an authorised correction without losing the reason. | Yes · Device failed |
Monthly Attendance Details
Select Year and Month. Period From and Period To are derived automatically. Enter Standard Working Days, source, status and review/approval names as applicable.
For each active employee, record Working, Present, Paid Leave, Unpaid Leave, Holiday and Weekly Off days; Overtime Hours; Adjustment Days; and authoritative Final Payable Days.
| Field | What it controls | Example |
|---|---|---|
| Working Days | Denominator used by payroll proration. It must be greater than zero for an attendance-based scheme. | 30 |
| Paid / Unpaid Leave | Separates leave that preserves pay from leave that reduces pay. | 1 / 2 |
| Adjustment Days | Approved correction not adequately represented by the standard buckets. | +0.5 |
| Final Payable Days | Authoritative numerator consumed by payroll. | 28 |
| Manual Override / Reason | Audit indication and explanation when the final figure is manually changed. | Yes · Management approval |
Working Days = 30
Final Payable Days = 27
Attendance ratio = 27 ÷ 30 = 0.90
Attendance-affected Basic ₹20,000 becomes ₹18,000
Monthly status
| Value | Behaviour | Choose it when |
|---|---|---|
DRAFT | Initial data entry; not ready for reliance. | — |
PREPARED | Attendance team has completed preparation. | — |
REVIEWED | Reviewer has checked totals and exceptions. | — |
APPROVED | Authorised monthly attendance for payroll. | — |