USER MANUAL of Online PAYBILL

Transcription

1 of Online 1

2 1. HOMEPAGE To access the Online Salary Bill Module, enter the URL finassam.in in the address bar as shown below. Give the correct Username and Password of the Drawing and Disbursing Officer (DDO) in the space provided and enter the Captcha after that click on the Login button. Captcha : the code one sees in the captcha image must be inserted - and an enter button For best View use the updated versions of Mozilla Firefox and Google Chrome. 2

3 FAQs 1: What if a DDO did t have his/her user id and password? Ans. This happe s e ause the o er ed Head offi e did t verify the DDO details of that particular office etc. Please contact to them to get the verification done in the software from their end. The user will get the user id and password in his/her registered mobile number after the verification happens. FAQs 2. What if the user forgot the user id and password? Ans. Please contact to the respective Head office to get password resetted. Ne t is to ha ge the Pass ord. To ha ge the Pass ord a i i u of 8 hara ter should e e tered that includes 1 Uppercase Alphabet, 1 Lowercase Alphabet, 1 Digit and 1 Special Character. Type the Current Password and New Password followed by Confirm Password and then Click on Update Password. 3

4 A User can change the password in any time by clicking on arrow symbol followed by few simple steps. as shown in the figure After logging in with the correct username/password combination, the following page appears. Now click on the Bills tab. 4

5 2. EMPLOYEES Details Click on the Employees Tab. The concerned user can see all the employees in that office as shown in the figure. This Employees Tab is only for the regular employees. Use this tab for updating all the employee details and removing / adding of the employees. 5

6 3. Remove EMPLOYEE from the list If a person/s is not in their office or gets transferred, retired etc., that person can be removed from the list by clicking on [R] button as shown in the figure below. A popup menu comes, Select the Reason for removing the person and enter the Remarks in the space provided and then click on Remove Button as shown in the figure. 6

7 Additional Features: The Multiple removals can only be done if the Reason for removing the persons is same. For multiple removals of employees select the check box of the concerned employees and click the Remove button at the bottom of the page. A popup menu comes, Select the Reason for removing the person and enter the Remarks in the space provided and then click on Remove Button as shown in the figure. 7

8 4. Add / Edit EMPLOYEE/s If a person/s name is not present in the list or if the details of employee like PAN, GPF/NPS, and Bank Account Number etc. need to be corrected, the same can be done by clicking on [Add/Edit Employees] button as shown in the figure below. Popup menu appears, and now click on Download. An excel sheet will get download. Save and open the downloaded excel sheet. The excel sheet contains all the names of the employees of that office. In that Sheet itself, the user can check and update the details of all the employees. Note: 1. Please ensure that for NPS Personnel, the entered PPAN number is of 16 digit number. 2. The GPF number should be like XXX/XXX/ or XXX(X)/XXX(A)/12345 i.e. it must be separated by / 3. The Post Name, Gender, Permanent/Temporary is only done by selection rather than typing. 8

9 If a person(s) name is not available in the list, the user can add the employee(s) in that sheet itself in the elo ro s gi i g the e t Sl. No s a d the o er ed perso s details as ir led i the a o e figure. After the Adding and editing employee/s details, save the excel sheet to a particular location. To make that details available in the software, click on Browse and locate the location where the edited excel sheet is saved. Then click on Upload. 9

10 FAQs 3. Uploading the employees excel to software it shows some kind of error or after uploading many duplicates came. Ans. Error happens due to the following possibilities : a) if you are uploading the previous saved excel file after editing. You just need to download the new employee excel sheet clicking on download in [add/edit employees] of employees tab and editing in that new file and upload the latest one. Each time you need to edit or add, download the new sheet and upload after editing or adding. b) If you have not selected the post of the employees. c) If you have deleted or added any column or row in the excel sheet. P.s. Do not remove any person from the excel sheet. Removal can only be done using the [R] button in Employees tab against the respective person. Do not delete/add any row or column in the sheet. FAQs 4. For the first time use, you have seen that employees showing in the software are too old and outdated. You thought for doing as a fresh by your own. Can a user do it? Ans. Yes, we can clear all the employees showing in the software for a fresh ID. You just need to Drop a mail in support.esalary@afegu.in referring your user id from a registered mail id and mentioning to remove all the employees at one go for re-doing it. 10

11 Additional Features : For editing the employee details directly in the software rather than in the downloaded excel sheet,click on the Edit link in the left corner of the page against respective persons and modify the employee details and then click on Done. 11

12 5. POST tab Click on the Post Tab. All the post in that office will be listed down. Click on each of the listed post and the particulars of that post need to be filled up (pay band, Grade Pay, Sanction No. and date, etc). After filling the Details click on SAVE button. **For Multiple Sanction No for a particular post, save the details as many times needed using the above steps. 12

13 Additional Features: FAQs 5. After generating the final report, it is seen that the particulars of the salary details are showing in alphabetical wise rather than seniority rank wise. Can it be made as per seniority basis? Drag and drop the post name on basis of seniority post. For doing so, just hold the Post name from a point to the desired Sl. No. After that, click on Update Post Rank(s). If that is done, in the reports, the Name of the Employees will appear as per Rank rather than Alphabetically wise. FAQs 6. What if the post showing in our user id is not matching/ not included / spelling mistake? Ans. Drop a mail in support.esalary@afegu.in referring your user id and mention the posts that need to be added / mention the post where spelling mistakes is there and what will the correct one/ and that to be deleted hi h is ot of our offi e. E sure that do t gi e the short form of post, give it in full form. 13

14 6. BILL FORMS This tab is used for creating the different pay bills and allotting the concerned employees to the respective Bills. First, search for the Heads of Accounts in the space provided for HoA and select the other combinations (GPF/NPS, GROUP, SCHEME, STATUS etc) for a particular bill and click on SAVE button. Then click on OK. 14

15 **For Multiple bills, select the save the combinations as many times needed. The following page appears after saving multiple bills. For editing or removing the bill forms click on [edit] or [Remove] before adding employees against each bill. Next is to add respective Employees to the concerned pay bills. For this, click on [Add/Edit Employees] on the respective bills. Then select the employees for that particular pay bill in the checkbox shown below. After selecting, click on Add Employees to Bill. 15

16 Add employees to Bill **For Multiple bills, select the employees in this manner. FAQs 7. While creating the bill forms, it does not get save saying that Bill forms already available. Ans. As per circular only 1 bill is needed for the exact combinations. Add the persons to the earlier created exact bill form. But, it is possible to create a supplementary bills of that same combinations. See FAQs 20. FAQs 8. Why of NPS category, the concerned person in [add/edit employees] in bill forms is not listed to select it even it is showing in employee list. Ans. The possibility is that the concerned person PPAN number is entered by the user is incorrect. Please ensure that the PPAN number entered in employees tab is correct i.e. of 16 digit number. Then check the concerned [add/edit employees] in bill forms. FAQs 9. My HOA is not showing in the bill forms or post tab. Ans. Please type the concerned HOAs to some extent till it shows in the drop down menu and then select it. HOA selection is must. You cannot type and save it, selection is must. 16

17 7. PAY BILL Click on Pay Bill [DDO Basic Details]. Here, the particulars of the Office need to be entered (e.g DDO Name, Designation, Office Name and Address). Fill the details, Click on Save. 17

18 Select the month and year for which the salary is to be prepared as shown below. The user can enter the pay and allowances, deductions and recoveries for the employees present in the Office by 2 ways. One is by clicking on download button and other is by edit icon as encircled. a) By downloading the Excel Sheet An excel sheet will get downloaded. Save and open the downloaded excel sheet. The excel sheet contains all the names of the employees of that office. In that Sheet itself, the user can update the details of pay and allowances, deductions and recoveries against each employee(s). 18

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20 After adding the details of pay and allowances, deductions and recoveries against each employee/s., save the excel sheet to a particular location. To make that details available in the software, click on Upload and then Browse and locate the location where the edited excel sheet is saved. Then click on Upload. FAQs 10. Uploading the Salary details excel sheet to software it shows some kind of error. Ans. Error happens due to the following possibilities : a) if you are uploading the previous saved excel file after editing/adding. You just need to download the new Salary details excel sheet clicking on download in Paybill tab and editing/adding in that new file and uploading the latest one. Each time you need to edit/add the amounts, download the new sheet and upload after editing or adding. b) If you have rename the (Sl. No., Name of the Govt. Employees, Post, GPF/PPAN number). Do not make any changes here. This excel sheet is for only adding/editing the amounts only. c) If you have deleted or added any column or row in the excel sheet. Do not delete/add any row or column in the sheet. FAQs 11. Why in the downloaded excel sheet, all the employees comes in a single document rather than Bill wise. Ans. The user just need to fill the amounts in the respective field of each and every employees. After Uploading it, the employees will get divided as per bill wise. So, it is not a problem, if all the employees names comes in a single excel file. 20

21 b) By clicking on edit symbol as encircled. Click n Edit Symbol. Then, click on Allowances or Deductions, wherever changes need to be done. After making changes, click on Update. For entering other allowances details, double click on other allowances amount, a list of all the other allowances appears, enter the details and update it. 21

22 8. Generation For generating Pay Bills, Click on red colored [PB], and then the details (Bill Number, Bill Date, Budget details) for that particular bill need to be filled up as shown below. Now click on Generate. While clicking Generate button, the particular bill of that month will be generated along with the Annexure, Challans etc. Below is the screenshot of the 1st page of the bill. 22

23 FAQs 12. In reports that is in generated final Pay bills pdf, signature is needed is all pages. Ans. Yes, it is mandatory. FAQs 13. If NPS generated page need to printed in yellow paper? Ans. Yes. It is mandatory to print the NPS statement in yellow page. For doing so, a) The user can directly give the concerned page number to print from the pdf confirming that you have given the yellow page in the printer. b) Print in the white paper itself and make a xerox of that in a yellow paper. FAQs 14. If each generated challan need 1 copy or multiple? Ans. Multiple challans copy is needed. Just you need to xerox it after printing the main copy. FAQs 15. If the ecs / non-ecs / nps soft-copy needed. Ans. Yes it is needed for now. That you have to make in separately as you were maintaining earlier. For reference, you can download a copy clicking on consolidated statement in paybill tab after generating all/used bills. FAQs 16. Should i need to prepare the bills for the casual/ fixed pay employees in the software. Ans. As of now, that facility is not included in the software. The online salary preparation is for only the regular monthly drawing personnel. The bills like contingencies bills, leave salary bill,etc were not included till date 23

24 9. Edit FAQs 17. After generating the paybill report, it is seen that the amounts/sanctions are mismatching, if editing can be done after that. This is done, if the amounts entered were needed to be change or bill details need to be change. After generating Paybill, the below screen will get displayed and the [PB] button will appear in green. For any editing in pay and allowances, deductions and recoveries against each employee(s) of that generated pay bill, click on [x] symbol as shown. Then click on ok. Clicking on [x] button does not remove the amounts; it just removes the entered details (Bill Number, Bill Date, Budget details) for that particular bill. 24

25 Click on edit icon in the page. For editing, click on Allowances or Deductions, wherever changes need to be done. After making changes, click on Update. Again the edited bill can be Generated by clicking on [PB], then the details (Bill Number, Bill Date, Budget details) for that particular bill need to fill up as shown below. Then click on Generate as shown earlier. 25

26 FAQs 18. If a perso is o lea e or his/her rete tio did t a e or his/her salar eed ot to e pro ided for some time etc, is it possible to remove that person from the paybill for the particular month only. Ans. Yes. But do not remove that person from the bill forms. To do the exact, go to the paybill tab. Choose the current month and year and Click on edit symbol near the HOA then on allowance tab. A small cross symbol [x] will appear against each person. Do click the [x] button against the concerned person that needs to separate out. If i Mistake the perso s name is crossed out, that can again added sele ti g the perso s a e fro [Add Employees]. But later on, the user can prepare the supplementary bills for the crossed out employees as described in user manual in the next coming steps. 26

27 FAQs 19. What next to do for the current month in the software after generation of the paybill reports from the software and found it all correct following by forwarding the signed hard copy to respective treasury office. Ans. Click on the [S] button near the green [PB] button, a dialog box will appear, enter the bill submission date to treasury and click submit. This is only for maintaining a register in the software. The Status will be changed to Submitted to Treasury on dd/mm/yyyy. If the Bill is Passed in Treasury. Click on the [S] button again and enter the bill pass date and select pass and click on submit. If the bill is Return from Treasury to make some corrections. Click on the [S] button again and enter the bill return date and select return and click on submit. Doing this, again the [x] button appears across [PB], So that the user can change the Bill details and Amounts as Shown in FAQs

28 FAQs 20. How one can make supplementary bills? After entering the Bill Submission status by clicking on [S] button, supplementary bills can be made. The supplementary bills a e ade if the perso s a e is rossed out fro the regular ills usi g the step FAQs 18. For doing so, Click on + button against that Bill as shown, 28

29 A pop-up window appears, select the concerned person/s from the tick box and click on Proceed. Another pop up appears for confirmations, click Save and then OK. 29

30 So a same combination Bill will show from which the user can prepare the Supplementary Bills as shown. **For Multiple bills, select the employees in this manner. FAQs 21. Shifting a person/s from one bill to the other. This can be done in the Paybill Tab itself. For doing so, go to the paybill tab. Choose the current month and year and Click on edit symbol near the HOA against the bill from which the person/s need to be shifted to another bill then on allowance tab. A small cross symbol [x] will appear against each person. Do click the [x] button against the concerned person that needs to separate out. 30

31 Now, again go the Paybill and click on edit symbol near the HOA against the bill from which the person/s need to be added then on allowance tab. Then click on [Add Employees] A pop up window will appear, select he person/s that need to added on this bill and click on save. FAQs 22. If a person is retired/ transferred / diminished. How to remove that person from the paybill as well as from the software? Ans. This need to be done, before copying the salary details for the next month. Step1. The Submission/ Pass Status of the bill must be entered. See FAQs 7. Step2. Go to the Bill Forms, Click on [Add/Edit Employees] on the concerned Bill from which the person/s need to be removed. Step3. Click on [Remove] against that person/s name that need to be withdrawn. Step4. Go to Employees tab, that person can be removed from the list by clicking on [R] button. See Page 6. 31

32 Preparing bills for the subsequent month, login with your concerned user name and password. Go to Bills Pay Bill, switch to the month for which the bill is to be prepared as shown in figure. Then click on [Copy] as shown then click on OK. Now the last month salary details will get copied to the present month. Thereafter editing of the pay and allowances, deductions and recoveries against each employee(s) can be done in a similar manner followed by Generating of Pay Bills giving the details (Bill Number, Bill Date, Budget details) for that particular bill. 32

33 NOTES Do forward your Feedbacks/improvements to be done in Prepared by Rajiv Das. 33