Employee Module¶
The Employee module is the central hub for managing your organization's workforce, compensation, and work tracking. Use this module to organize staff structure, maintain employee profiles, record attendance, generate salary records, track compensation, manage payouts, assign tasks, and monitor employee purchase balances.
What you can do in this module¶
- Organize staff structure — Create departments and job positions to classify and manage employees.
- Maintain employee records — Add and update staff profiles with personal, contact, employment, and salary information.
- Track attendance — Record daily attendance for employees and review attendance history.
- Generate salary — Automatically calculate monthly compensation based on attendance, wages, and deductions.
- Manage wages — Define hourly or per-task compensation rates used in salary calculations.
- Process payouts — Record advances, loans, bonuses, or other disbursements to employees outside regular salary.
- Assign tasks — Track work assigned to staff members and monitor task progress.
- Review balances — Monitor employee purchase ledger balances and outstanding employee liabilities.
Typical workflow¶
- Set up structure — Create departments and job positions to organize your workforce.
- Add employees — Create employee records with personal, employment, and salary information.
- Define wage rates — Set hourly, daily, or per-task wage rates for employees.
- Record attendance — Track daily attendance throughout the month.
- Generate salary — Automatically calculate and generate salary records for the payroll month.
- Process payouts — Record any advances, bonuses, or other disbursements as needed.
- Disburse compensation — Mark salaries and payouts as paid when funds are disbursed to employees.
- Review reports — Use module pages to analyze payroll expenses, attendance patterns, and employee balances.
Key terms¶
| Term | Definition |
|---|---|
| Department | An organizational unit or team used to classify and group employees (e.g., "Production", "Accounting", "Sales"). |
| Position | A job title or role assigned to an employee (e.g., "Store Keeper", "Tailor", "Accountant"). |
| Attendance | A daily record of whether an employee was present, absent, or on leave on a specific date. |
| Salary | A staff member's monthly compensation record, calculated from base salary, overtime, bonuses, and deductions. |
| Wage | A per-hour, per-day, or per-task compensation rate used to calculate variable pay in salary records. |
| Payout | A cash disbursement to an employee for advances, loans, bonuses, or other purposes outside regular salary. |
| Task | A work assignment or job given to an employee, tracked from creation through completion. |
| Purchase Balance | An employee's outstanding balance in a purchase ledger account (amount owed by or to the employee). |
Tips
- **Set up structure before adding employees** — Create all departments and positions before onboarding staff; reorganizing later requires updating multiple employee records.
- **Keep attendance current** — Record attendance daily or at the end of each week to maintain accurate salary calculations; missing attendance entries inflate overtime or cause payroll discrepancies.
- **Wage changes are historical** — Changing a wage rate only affects future salary calculations; past salary records retain the wage rate from when they were generated.
- **Generate salary at month-end** — Always generate salary after all attendance and wage entries for the month are finalized to avoid recalculations.
- **Verify salary calculations before payment** — Always review the salary detail page before marking salaries as paid; double-check deductions, overtime, and bonuses.
- **Base salary vs. wages** — Base salary is a fixed monthly amount; wages are hourly/daily/per-task rates. Both appear in salary calculations but serve different purposes.
- **Payouts are outside salary** — Payouts (advances, bonuses, loans) are separate from the monthly salary cycle and must be processed and recorded separately.
- **Tasks are flexible** — Use tasks to track any work assignment, from production jobs to maintenance projects; they help you monitor workload and completion.
- **Purchase balances need reconciliation** — Periodically review employee purchase balances to ensure they reflect actual advances, loans, or credits given out.
- **Employee records are history** — When terminating an employee, keep their record in the system for payroll audit and reference; do not delete.
Related modules¶
- Business — Stores client and vendor records; employee purchase balances may be linked to vendor or client accounts.
- Factory — Uses employee and task records for production tracking, costing, and work assignments.
- Trade — Uses employee information for invoice creation, payment methods, and account reconciliation.
- Settings & Admin — Configure system-wide settings that affect salary calculations, tax rules, and attendance defaults.