Zoho ERP Logo Help Docs
/

Prior Payroll

If you’ve started using Zoho ERP midway through a calendar year and have enabled the Payroll module for your organisation, it is important to record the details of the pay runs you’ve already processed outside Zoho ERP. The Prior Payroll feature helps you seamlessly transfer your historical payroll data into Zoho ERP.

This ensures that the year-to-date values for your employees’ Net Earnings and Tax Deduction at Source (TDS) are accurate.

Prerequisites: The Prior Payroll module appears in the Getting Started section only if the Payroll module is enabled for your organisation. You can enable it from Settings > Setup & Configurations > Configure Modules.

Enable Prior Payroll

If you had chosen not to record prior payroll during setup and want to enable it now:

  • Go to Home on the left sidebar and click Getting Started at the top right.
  • Switch to the Payroll tab.
  • Click Configure Prior Payroll.
  • Click Enable Prior Payroll.

If you haven’t configured your pay schedule yet, click Configure Pay Schedule and set it up. Otherwise, click Enable Prior Payroll.

Configure Prior Payroll

Prerequisites:

If you haven’t added any employees yet, you can:

  • Add active and exited employees by clicking Add Employee, or
  • Import employee data by clicking Import Employees.

If you’ve already added employees, click Set up Prior Payroll. You’ll then be guided through a three-step setup process:

  1. Employee Information
  2. Pay Information
  3. Summary

Employee Information

In this step, you’ll see all the employees you’ve already added to your organization.

  • Click Add Employees, if you haven’t already.
  • Click Exited Employees to add employees who have exited your organisation.
  • If you want to add multiple employees at once, be it active or exited employees, you can click Import Employees.
  • Make sure that you have added the details of all the employees that you have paid in this financial year, and click Next.
  • You can also opt to set this up later.

Pay Information

This is where you upload your past pay runs in the form of a CSV or XLS file. Click the Upload Now button next to the corresponding month to get started.

The file you upload must contain employee IDs, earnings, deductions, reimbursements, income tax and the employee and employer contributions of all employees towards the various statutory components.

Insight: You can view the sample file to get an idea about the format in which the data needs to be populated in the import file.

  • Click the Choose File button and select the import file from your computer.
  • Choose the appropriate Character Encoding from the dropdown menu to match the exported file format.
  • Choose the File Delimiter from the dropdown menu according to the exported file.
  • Click Next.
  • Map the fields of the imported file to the fields in Zoho ERP.
  • Check Save these selections for use during future imports to use the same mapping in future imports.
  • Click Next.

A list of the ready-to-be-imported, skipped and unmapped fields is displayed for final verification.

  • Click Import.

Note: Investment details and perquisite details of all employees, including exited employees should be added before uploading Pay Information. For exited employees, the declarations made here will be taken into consideration for Form 16. You can add the investment details in the respective employee profiles under Investment Details. Alternatively, you can also import the prior payroll details in the Employees module.

Summary

In this section, you can view a detailed Employee-wise and Overall Summary and click Submit.

This concludes the import process. You can now run your monthly pay runs and process payroll.

Editing and Disabling Prior Payroll

Prior payroll can be edited if the prior payroll details need to be updated or disabled if you want to opt out of prior payroll after the organisation setup.

Prerequisites:

  • There should be no active pay run drafts.
  • If you have processed any pay runs after completing the prior payroll setup, you will have to revert the pay runs and then disable the prior payroll.

To disable or edit prior payroll:

  • Go to Home on the left sidebar and click Getting Started at the top right.
  • Switch to the Payroll tab.
  • Select Configure Prior Payroll.
  • Select Edit Prior Payroll. Here, you can make changes to the prior payroll data and save it.

If you want to disable the prior payroll, hover over the month and click Clear Data.

  • Next select Disable Prior Payroll on the top right corner.
  • Select Yes to confirm that you want to disable prior payroll.

Delete Prior Payroll

If you no longer want to use the prior payroll data before processing your first payroll, delete the existing data. Here’s how:

Prerequisites:

  • There should be no active pay run drafts.
  • If you have processed any pay runs after completing the prior payroll setup, you will have to revert the pay runs and then disable the prior payroll.
  • Go to Home on the left sidebar and click Getting Started at the top right.
  • Switch to the Payroll tab.
  • Select Configure Prior Payroll.
  • In the Prior Payroll Summary page, click Edit Payroll and, then Yes.
  • In the Pay Information tab, hover over the specific month you want to delete and click Clear Data.
  • Click Save and Continue.
  • In the Summary page, click Submit and Yes, to confirm.

You can choose to upload new payroll details, or disable prior payroll completely.

ON THIS PAGE...