Employee Master

1What is this master? #

• The master list of employees, used by payroll processing, attendance, leave accrual and the salary register. One record is edited at a time; the page opens ready to add a new employee.
• Each employee links to exactly one ledger account (created in the Ledger Account master under an Employee -type group) — that account is the employee's personal account in the books and the key every payroll detail attaches to.
• A new employee starts as Active with the next serial number assigned automatically at save.
• You can also open an employee straight from the Ledger Account master — load the ledger and use its Employee Info… action.

2Your first employee, step by step #

An employee record hangs off a ledger account, so the one prerequisite is an Employee -typed ledger group existing in the books (most databases ship with one). Everything else can be created from this page as you go.

1. The page opens in Add mode. Type the person's name into Employee Name and their staff number into Employee ID — the ID is yours to define (badge number, biometric ID), it just has to be unique.
2. Open Personal Ledger Account . If the person's account already exists, pick it; if not, press ＋ Create new ledger account at the bottom of the list, save the account there under an Employee-typed group, and it comes back selected.
3. Leave Sr. No alone — the system numbers employees itself at save — and leave Status as Active.
4. Under Employment, pick Designation , Department and Employee Group . Each list has a ＋ Create new … footer that opens the matching master right here, so a missing entry never forces you off this page. Set the Joining Date .
5. Reporting Person is another employee — for the very first employee pick __NotApplicable__ .
6. Skip what you do not know yet. Bank, statutory IDs, qualifications and licenses are reference fields payroll reports read later; they can be filled in a second pass.
7. Press Save (F5) and confirm. The banner reports the save, Sr. No shows the assigned number, and the record stays on screen in View mode.
8. Now the payroll detail actions unlock: Pay Scheme… to attach pay heads with rates and effective dates, Leave Policies… and Shift Assignments… to place the person on a policy and a shift. Each opens over this page and saves against the employee's ledger.
9. Press F3 for the next person. With the masters seeded, an employee takes about a minute this way.

To bring back anyone later: F2 , search by name or ID, pick — then F4 to correct details. When someone leaves, record it through Status (and the resignation flow) rather than Delete; the delete cascade under Rules and integrity explains why.

3Fields & behaviour #

• Employee Name * / Employee ID * — both required; the ID must be unique across employees.
• Personal Ledger Account * — the ledger this employee is anchored to; only accounts marked as employee accounts are listed, and each can be linked to only one employee.
• Sr. No — assigned automatically at save (next running number).
• Status — from the employee status list (Active by default); every status change is logged to the status history automatically.
• Employment — Designation, Department and Employee Group come from their masters; Reporting Person is another employee (pick __NotApplicable__ to store none); joining / service / retirement dates and probation days complete the picture.
• Is Foreigner — switches the passport / visa block on; sponsor names come from the Sponsor master.
• Payroll switches — exclude the employee from payroll runs, leave processing, the salary register or device transfer; the extra-remuneration switch includes the basic amount in extra-remuneration payments.
• Bank details, qualification, contact details, licenses and statutory IDs (PF/ESI/TAN/PAN/Aadhaar…) are plain reference fields used by payroll reports and bank-transfer exports.

4Enrollment rules (payroll settings) #

A set of company-wide enrollment rules lives on the Payroll Settings page (group Employee Enrollment , settings #169/#170 and #179–#185) and this master enforces them — the page checks first, the server repeats every check with the same message. Each rule switches off with a blank / 0 value, so a company that wants none of this simply leaves the settings alone.

• Age band (#169/#170) — the birth date must put the employee inside the minimum/maximum enrollment age, measured at the joining date (today when it is blank). While either bound is set, Date of Birth becomes required.
• Employee ID auto-generation (#179) — with a prefix configured, a new employee may leave the Employee ID empty: the system writes prefix + the next serial number at save (the field's label shows auto: PREFIX### ). If that ID happens to be taken by a manually typed one, the number advances until free. A typed ID always wins over generation, and modifying an existing record never regenerates it.
• Default probation (#180) — a new employee saved with Probation (days) left 0/blank receives the configured default; an explicit value is never overwritten.
• Mandatory fields (#181) — the ticked fields (Date of Birth, Date of Joining, Gender, Mobile, Email, Department, Designation, Employee Group, Pay Template, National ID, Passport No) must be filled before the record saves. The check runs on every save, so an older record completes as it is next edited. Note the Passport rule is deliberately simple: when ticked it applies to everyone, whether or not Is Foreigner is on — switch Is Foreigner on to reach the passport fields.
• Duplicate blocks (#182/#183) — with these on, a Mobile number, National ID, Aadhaar or PAN already registered to another employee is refused, and the message names the clashing employee's ID. These two checks need the database, so they run on the server only.
• Retirement age (#184) — when set and the Expected Retirement Date is blank at save, it is filled as Date of Birth + the retirement age; the Saved banner notes the suggested date. A date you typed yourself is never touched.
• Document expiry alert (#185) — loading an employee (and every save) checks the six expiry dates — passport, visa, national ID, health card, insurance card, driving licence — and one orange banner lists everything already expired or expiring inside the window.

5Toolbar & keyboard #

• Find (F2) loads an employee from the searchable list; Add (F3) starts a new record; Modify (F4) edits the loaded one; Save (F5) saves after a confirmation; Esc cancels the edit.
• Enter moves field to field. After a save the record stays loaded in View mode.
• Inside the embedded Employee Info dialog (opened from the Ledger Account master) the same form applies with F4 = Modify and F5 = Save; Esc closes the dialog.

6Actions — payroll details (conditions) #

• All three actions enable only for a saved employee in View mode — the rows attach to the employee's ledger account.
• Pay Scheme… — the pay heads applicable to this employee, one row per pay head per effective date, with rate, amount, contribution rate, optional expiry and a disable switch. Pay heads come from the Pay Head master.
• Leave Policies… — the leave policies assigned over time, one row per policy per effective date. Policies come from the Leave Policy master.
• Shift Assignments… — the duty shifts assigned over time, one row per shift per effective date. Shifts come from the Shift master (inactive shifts are not listed).
• Custom Fields… — shown only in the ERP edition when custom tables target the employee master; enters the company-defined extra data sets, and opens automatically after saving a new employee.
• Documents… — attach files from the Document Management store to this employee (contracts, ID copies, certificates) with a note per attachment; open, download or detach them from the same dialog. Hidden without the Document Management subscription; enables for a saved employee in View mode.

7Integrity rules (why a save / delete is refused) #

• Unique Employee ID and one employee per ledger account — a duplicate of either is refused with a message.
• Enrollment rules from Payroll Settings — the age band, the mandatory-field list, and (when switched on) the duplicate Mobile / National-ID / Aadhaar / PAN blocks can each refuse a save with a message naming the field or the clashing employee; see Enrollment rules (payroll settings) above.
• Ledger must be an employee account — the picked ledger must carry the employee marking (its group is Employee -typed).
• Delete is destructive, and mostly cascades. The page refuses while pay-scheme rows exist, and the database refuses while extra-work logs or a resignation record reference the employee. Everything else linked to the employee — time logs, leave policy assignments and postings, attendance-type limits, duty rosters, documents, history, training and accommodation records — is deleted with the employee by database cascade. Deleting the employee's ledger cascades the same way. Once payroll has run, change the Status instead of deleting.
• One row per effective date — in each payroll grid the same pay head / policy / shift can appear only once per effective date.
• Status changes are recorded to the employee status history by the database automatically.

8Why is a pick-list empty? (prerequisites) #

• Personal Ledger Account: lists ledgers marked as employee accounts. Missing the ledger? Use the dropdown's ＋ Create new ledger account footer (full page only) — pick an Employee -typed group there so the account qualifies; it is then selected automatically.
• Designation / Department / Employee Group: come from their payroll masters (Masters → Attendance & Payroll), and each dropdown's ＋ Create new … footer opens that master right here — save there and the new entry is selected on this form automatically. Sponsor is still maintained in the legacy application.
• Reporting Person: lists existing employees — save at least one other employee first, or use the dropdown's ＋ Create new employee footer to register one inline (full page only); the new employee is selected automatically.
• Status: comes from the employee status list; Pay heads / Leave policies / Shifts (in the Actions) come from their masters.
• Gender, Marital Status, Blood Group, Visa Type, Account Type, Payment Type: fixed system lists — never empty.

9If something does not work #