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SHALARTH
User Manual
October 2012
Version 1.0
Notice
2012 Tata Consultancy Services Limited
This is a controlled document. Unauthorized access, copying, replication or
Usage for a purpose other than for which it is intended, are prohibited.
All trademarks that appear in the document have been used for identification
Purposes only and belong to their respective companies.
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Author Mr. Sandip Anchgude
Mr. Gurudatt Gurav
Date of Creation 10 October 2012
Client Approval Stamp
(Signature, Name & Designation)
Client Approval Date
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Contents
1. Introduction ........................................................................................................................................ 11
1.1 Features of Shalarth application ................................................................................................. 11
1.2 Environment................................................................................................................................ 11
2. Getting Started.................................................................................................................................... 12
2.1 Log in ........................................................................................................................................... 12
2.2 Using the Interface...................................................................................................................... 15
2.3 Using Menus and Toolbars.......................................................................................................... 15
2.4 Log Out ........................................................................................................................................ 16
3. Organization/Office Profile ................................................................................................................. 17
3.1 Organization/Office Information ................................................................................................ 17
3.2 Organization/Office..................................................................................................................... 18
3.3 Organization/Office Scheme ....................................................................................................... 19
3.4 Bill Group Maintenance .............................................................................................................. 20
3.6 Attach Employee to Bill Group .................................................................................................... 21
4. Order Master ...................................................................................................................................... 23
5. Entry of Post (Main Screen) ................................................................................................................ 25
6. Add New Entry .................................................................................................................................... 26
7. Renew Post Details ............................................................................................................................. 28
8. Dep. Eligibility for Allowances and Deduction .................................................................................... 29
9. Employee Configuration Form for Shalarth ........................................................................................ 30
New Employee Configuration Form for Shalarth .................................................................................... 30
10. Employee Eligibility for Allowances & Deductions ......................................................................... 32
11. Employee Information .................................................................................................................... 34
11.1 View Draft Salary......................................................................................................................... 34
11.2 Non Computational Dues/Deduction ......................................................................................... 36
11.3 Employee Loan Details ................................................................................................................ 37
11.3.1 Update/Edit Loan Details .................................................................................................... 37
11.3.2 Add New Loan ..................................................................................................................... 37
11.3.3 FA to group Employees ....................................................................................................... 39
11.4 Broken Period ............................................................................................................................. 40
Broken Period Pay ............................................................................................................................... 41
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11.5 Government Accommodation .................................................................................................... 42
11.6 Release of Annual Increment ...................................................................................................... 44
11.7 Non Government Deductions .................................................................................................. 45
11.8 Employee Service End Date ........................................................................................................ 46
12. DCPS Online Contribution ............................................................................................................... 48
12.1 DCPS Online Contribution ........................................................................................................... 48
12.2 View Rejected Contribution ........................................................................................................ 49
13. Joining/Relieving of Employee ........................................................................................................ 50
13.1 Joining of Employee .................................................................................................................... 50
13.2 Relieving of Employee ................................................................................................................. 51
14. Payroll Generation/View................................................................................................................. 52
14.1 Generate/Regenerate Pay Bill..................................................................................................... 52
14.2 View/Delete /Approve Bill .......................................................................................................... 53
15. Changes ........................................................................................................................................... 54
15.1 Change GIS Details ...................................................................................................................... 54
15.2 Change Other Details .................................................................................................................. 55
15.3 Drafts of Changes ........................................................................................................................ 55
15.4 Change Pay/Office Details........................................................................................................... 56
16. Reports ............................................................................................................................................ 58
16.1 All Reports ................................................................................................................................... 58
16.2 Page wise Abstract Report .......................................................................................................... 59
16.3 Pay bill ......................................................................................................................................... 59
16.4 Pay Slip ........................................................................................................................................ 60
16.5 Outer ........................................................................................................................................... 61
16.6 Loans and Advances .................................................................................................................... 61
16.6.1 Co Op Hsg. Society ........................................................................................................... 61
16.6.2 Form B Consolidated ........................................................................................................... 62
16.6.3 GPF ...................................................................................................................................... 62
16.6.4 0049 Adv Interest ................................................................................................................ 63
16.6.5 7610 Advance Principle ....................................................................................................... 63
16.7 Others ......................................................................................................................................... 64
16.7.1 Aquittance Roll .................................................................................................................... 64
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16.7.2 Bank Statement................................................................................................................... 64
16.7.3 Employee Details................................................................................................................. 65
16.7.4 Employee Pay Item Mapping ........................................................................................... 65
16.7.5 Form XII ............................................................................................................................... 66
16.7.6 GIS ....................................................................................................................................... 67
16.7.7 GPF Abstract........................................................................................................................ 67
16.7.8 Group Wise Abstract ........................................................................................................... 68
16.7.9 HRR ...................................................................................................................................... 68
16.7.10 Income Tax ...................................................................................................................... 69
16.7.11 Profession Tax ................................................................................................................. 69
16.7.12 Change Statement........................................................................................................... 70
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Document Release Note
Notice No.
Customer: Government of Maharashtra
Project: Integrated Financial Management System
Document Details
Name Version Number Description
Integrated Financial 1.0 This manual will help the user to use the
Management System Shalarth Shalarth application of the Integrated
Financial Management System
Revision Details
Action Taken Previous page New page number Revision description
(add/del/change) number
Please keep them up-to-date using the release notices from the distributor of the document.
Date: Date:
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Document Revision List
Customer: Government of Maharashtra
Project: Integrated Financial Management System
Document Name: User Manual Shalarth version 1.0
Revision Revision Revision Page Previous Page Action Addenda/ Release Notice
Number Date Description Number Number Taken New Page Reference
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About This Document
Purpose
This manual has been written to help you understand and use the Shalarth application in the Integrated
Financial Management System (IFMS). It presents the functional capabilities and operational details of
Shalarth application, and contains the procedures that you should know for performing your business
tasks using the Shalarth application of IFMS.
Intended Audience
This manual is intended for the personnel in the Government of Maharashtra (GoM) and users of
Shalarth.
Prerequisites
To be able to use this document, you must have thorough knowledge of the requirements of the
Shalarth application.
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List of Abbreviations
Table 1: List of Abbreviations
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1. Introduction
Shalarth is the application from which the salary for the Maharashtra Government employees will be
processed. It integrates DCPS and it is proposed to integrate with Pension case preparation, GPF Class IV
and Loans & Advances modules. This application will be used state wide by around 13000 users
benefiting over 5 lack employees.
1.2 Environment
This section describes the software environment required for Shalarth application:-
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2. Getting Started
Access to the application is limited to authorized users. To use it, you must first log on to the IFMS
application using your user ID and password. On logging in, the application allows you to start any of the
application to which you have access rights.
2.1 Log in
To Log on to: In the Login dialog box, type your User Name and Password, and click Submit.
NOTE:
1. The User name for a particular HM will be the Shalarth ID/Employee code and default
Password will be the employee Date of Birth (DOB) in DDMMYYYY format. In case the
DOB is not found for that employee, then the default password for that employee would
be: 01019999.
2. Once logged in the system for the first time, the system will prompt the user to change
the password.
3. Click Use Virtual Keyboard to enter your password through the virtual keyboard as
follows.
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4. Click Forgot Password? if you forgot your password and the following screen appears :
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Steps to change your password:-
1. Enter you User Name and the system will validate your username, if it is correct then it will auto
populate the other fields as follows.
NOTE:
Password should meet the following criteria:-
1. Number of characters should be 8 to 16.
2. At least one special character is required.
3. At least one numeric character.
4. Password is required to be changed every 30 days.
5. While changing the password please ensure that the new password is not similar to the last
three passwords.
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2.2 Using the Interface
This section introduces you to the home screen of the application for all the users. Once the user logs in,
the home screen appears as follows:-
The home screen has a welcome note at the top left corner (that is. it has the Designation, Name and
Treasury of the user mentioned), the toolbar is at the top right corner, the IFMS logo in between, the
last login date and time in the right just below the logo and the menu bar in left.
You can use menus and toolbars to access the pension payment functionalities
The menu bar is placed just below the IFMS logo, to access the menu you just have to move your cursor
with the help of the mouse for the following:-
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The following are the functions incorporated in the toolbar as follows:-
To log out from IFMS: On the home screen click Logout to exit the application. Once you log out the
IFMS application Login page appears.
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3. Organization/Office Profile
This functionality is used by Head Master assistant to add Organization/Office related information like
Parent Department of HM, Signing Authority and Bank details of HM.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Information
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3.2 Organization/Office
This functionality is used by Head Master assistant to add Organization/Office initially as well as
other sub offices for which the salary is drawn by HM office.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office
Already entered offices will be displayed in the table shown on the top of screen.
Steps for creating HM Office:
1. Enter Name of the Office.
2. Select HM Office Y/N. If it is a HM office select Y else select N.
3. Select State. System will auto populate value, default will be Maharashtra.
4. Select District.
5. Select Taluka.
6. Enter Town.
7. Enter Village.
8. Enter Address.
9. Enter Pin No.
10. Select Office City Class.
11. Enter Tel No (1).
12. Enter Tel No (2) Mobile.
13. Enter Fax No.
14. Enter Email address.
15. Select Tribal Area Y if office is located in Tribal area else select N.
16. Select Hilly Area Y if office is located in Hilly area else select N.
17. Select Naxalite Area Y if office is located in Naxalite area else select N.
18. Click Save to save Office details.
19. Click Back to go the previous page.
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3.3 Organization/Office Scheme
This functionality is used by Head master assistant (HM_AST) to add Organization/Office Scheme(s)
under which salary is drawn. If salary is drawn under more than once scheme, add the same using
following steps.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Scheme
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3.4 Bill Group Maintenance
This functionality is used by Head master assistant (HM_AST) to create/update/delete bill groups.
Already created bill groups will be displayed in the above grid. New bill group can be created by filling
below form.
Navigation: Work list > Payroll > Organization/Office Profile > Bill Group Maintenance
Already generated bill groups for the HM will be displayed in the table:-
Steps for creating/updating Bill Group:-
1. Select Scheme Name and Code, Bill Group ID and Description will get auto populated.
2. Select Type of Post for Bill Group.
3. Select Group for Bill Group.
4. Click Save to generate/update bill group.
5. Click Delete to remove selected bill group.
6. Click Back to go the previous page.
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3.6 Attach Employee to Bill Group
This functionality is used by Head master assistant (HM_AST) to attach/detach employee and post to bill
group. With this functionality user can shuffle employee/post between bill groups.
Navigation: Work list > Payroll > Organization/Office Profile > Attach Employee to Bill Group
NOTE:
The table at the left of the screen displays all the posts which are in the common pool and the table at
the right hand side displays all the posts which are attached to the particular bill group selected.
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Steps to attach/detach employee to a Bill Group:-
1. Select Bill Group from drop down.
2. Select Type of Attach Detach as Attach Detach Employee.
3. Click Go button display list of employees attached/not attached in the selected Bill group.
4. Select an employee from the table to attach/detach to the bill group.
5. Click Attach to attach particular employee to bill group.
6. Click Detach to detach particular employee to bill group.
NOTE:
The table at the left of the screen displays all the employees which are in the common pool and the
table at the right hand side displays all the employees which are attached to the particular bill group
selected.
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4. Order Master
This functionality will facilitate the Head Master to add GR into the system.
Navigation: Work list > Payroll > Master Screens > Order Master
Click on the Sanction Order Number to update the Order and the following screen will open as follows:
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Steps to Update the Order are as follows:-
1. Department, Sanction Order Number and Order Date will be displayed by default.
2. Enter the Order End Date.
3. Click Save and the Order will be updated will the values entered above.
Click Add New Entry from the main screen of Order Master to add a new order. The following screen will
open as follows:-
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5. Entry of Post (Main Screen)
This functionality is used by level 2 DDO for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post
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6. Add New Entry
Click on Add New Entry for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post
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The following screen appears when Permanent is selected:-
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7. Renew Post Details
Navigation: Work list > Payroll >Master Screen > Entry of Post
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8. Dep. Eligibility for Allowances and Deduction
This functionality is used by Head Master to set parameters for the allowances, deductions, loans &
advances to a particular office. Only selected Components will be mapped with that particular HM and
only those components will get reflected in HM assistant login. User has to also update with effect from
date after any updating in component mapping.
Navigation: Work list > Payroll > Dep. Eligibility for Allowance and Deduction
NOTE: The user has to compulsorily update the With Effect from Date whenever he changes
components mapping.
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9. Employee Configuration Form for Shalarth
This functionality is used by Head Master assistant for adding any new employee as well as for those
employees who are not in Shalarth application. Employee basic details, office details, bank details, GIS
details, nominee details, photo / signature details etc. are captured in this form.
Navigation: Work list > Payroll > Employee Configuration Form > New Employee Configuration
Form
NOTE:
Some critical points which need to be taken care:
1. Enter UID number.
2. If employee has applied for UID number but has not received the same, then enter his EID
number.
3. While entering employee name, please Note that space must be provided between two names
(name, fathers name, husbands name, surname etc).
4. A facility has been provided for entering date of birth by which you can directly enter date
without typing slashes. System will automatically reproduce slashes. For example, if dates of
birth is 1st January, 1980 then enter 01011980, system will reproduce it as 01/01/1980 (Such
facility is available for all date fields).
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5. Enter nominee details and fill in required percentage of share to be assigned to particular
nominee. You may add more than 1 nominee, but total of all shares assigned must be 100%.
6. Attach photo/signature file by browsing it on your computer.
7. The form can be saved as draft if it is not complete.
8. Duly filled form must be forwarded to HM who will verify it.
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10. Employee Eligibility for Allowances & Deductions
Navigation: Work list > Payroll > Employee Eligibility for Allowances & Deductions
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5. Select/deselect the dues/deductions by clicking in check boxes.
6. Enter date from which the change should be effective (You can enter date as MMDDYYYY
directly. System will automatically take it as MM/DD/YYYY).
7. Enter remarks, if any.
8. Click on Save to save the details.
9. Click on Reset to uncheck all dues/deductions.
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11. Employee Information
This functionality is used to see dues / deductions for an employee for previous month and current
month.
Navigation: Work list > Payroll > Employee Information > View Draft Salary
1. Above screen reflects list of employees under particular HM. Select employee from the work list
to view Salary detail OR Search the employee by entering employee name.
2. After selecting employee following screen will get appeared.
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3. Click on Close to close the details.
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11.2 Non Computational Dues/Deduction
Navigation: Work list > Payroll > Employee Information > Non-Computational Dues/Deductions
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11.3 Employee Loan Details
This functionality is used for giving loan to employee. Loan related details like loan name, loan date, and
account number and so on will be captured.
Navigation: Work list > Payroll > Employee Information > Employee Loan Details
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2. After searching particular employee, you can add loan details of employee like loan name, loan
Date, account number etc.
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11.3.3 FA to group Employees
Steps to add FA to group of employees:-
2. Select Bill No. and Loan Name for which the loan has been given to the employees.
3. Employees will be auto generated in the text box based on the Bill No. selected. The user can
select all the employees by clicking >> or > to select employees one by one. The selected
employees will appear in the box on the right hand side.
4. Enter the Loan Start Date.
5. Enter Account No of the subscriber on which the loan amount has been credited.
6. Enter Principal Amount (Rs.)
7. Enter Principal Installment No.
8. Enter Principal EMI Amount (Rs.)
9. Enter Principal Recovered Amount (Rs.)
10. Enter Principal Recovered Installments.
11. Enter Sanctioned Order Number.
12. Enter Sanctioned Order Date.
13. Enter Voucher Number.
14. Enter Voucher Date.
15. Enter Odd Installment Number.
16. Enter Odd Installment Amount.
17. Click Add and the list of employees selected above will be displayed below in the table.
18. Click Save.
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11.4 Broken Period
This functionality is used for entering salary details for employee who is absent from office for any
reason.
Navigation: Work list > Payroll > Employee Information > Broken Period
1. Enter Employee Name in the search with name text box for which broken period details need to
be entered.
2. Select Pay Year.
3. Select Pay Month.
4. Click Search Button. On click of search button following screen will be displayed.
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Broken Period Pay
1. Select From Date.
2. Select To Date. No. of Days will get displayed automatically.
3. Enter Basic Pay.
4. Enter HRA.
5. Enter DA.
6. Enter TA.
7. Enter CLA-5thPay.
8. Enter PT.
9. Enter GPF_GRP_ABC.
10. Enter GIS. Net Pay will get displayed automatically.
11. Enter Reason of Broken Period.
12. Enter Remarks (if any).
13. Click Delete to delete Row.
14. Click Add to add new row.
15. Click saves to save Broken Period Detail.
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11.5 Government Accommodation
This functionality will be used for capturing Rent Details and Vacate Quarter Details of Government
Accommodation/Quarter.
Navigation: Work list > Payroll > Employee Information > Government Accommodation
1. The above screen reflects list of employee who have already taken Government
Accommodation.
2. Select employee from the work list to edit quarter details OR search employee by entering
name.
3. Following screen will get displayed if no quarter details are added for the selected employee.
4. Click on Add New Entry for entering quarter details of employee.
5. Following screen will get opened on selecting employee from the list.
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After searching particular employee, user can add Government Accommodation for that particular
employee.
Steps for Adding/ Vacating a Quarter:-
1. Select Type of Government Accommodation (Rented / Rent Free).
2. Select Quarter Allotted to (Self / Spouse, Relative or Others).
3. Select Quarter Type.
4. Enter Rent in INR.
5. Enter Service Charges in INR.
6. Enter Garage/Other Charges in INR.
7. Select Check Box if Quarter is to be vacated.
8. Enter Vacating Letter Number.
9. Select Vacated Date.
10. Enter/Select Quarter Address.
11. Click Save to end service of selected employee.
12. Click Close to go to the main menu.
13. Click Reset to clear the data entered.
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11.6 Release of Annual Increment
Navigation: Work list > Payroll > Employee Information > Release of Annual Increment
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11.7 Non Government Deductions
This functionality is used for entering Non Government Deductions for the employee.
Navigation: Work list > Payroll > Employee Information > Non Government
1. This screen reflects list of employees who have already taken Non-Government loans that is
loans from institutions other than Government.
2. To view non govt. deductions for particular employee, enter the name of employee and Click on
Search.
3. Click on View All to view all the non govt. deductions for all employees in the office.
4. To view non govt. deductions for a particular period, Select From and to date and Click on
Search.
5. After searching particular employee, user can add Non-Government details for that particular
employee.
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11.8 Employee Service End Date
This functionality is used for ending employee Service in case of employees retirement, dismissals,
voluntary retirement, resignation, death, etc.
Navigation: Work list > Payroll > Employee Information > Employee Service End Date
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Steps for ending service of employee: -
1. Select Date of End of Service.
2. Select Reason for End Service.
3. Select Eligible for Pension.
4. Select Eligible for Gratuity.
5. Enter Order/Ref. Letter No.
6. Select Date of Order/Ref. Letter No. Enter Remarks.
7. Click Save to end service of selected employee.
8. Click Close to go the main menu.
9. Click Reset to clear the data entered.
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12. DCPS Online Contribution
Navigation: Work list > DCPS > DCPS Contribution > Online Contribution Entry
NOTE: Unless the contribution for a particular bill group is not approved by the HM, the payroll for that
bill group cannot be generated.
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12.2 View Rejected Contribution
In case if any contributions are rejected by HM or Treasury, HM Assistant can check those rejected
contributions from here.
Navigation: Work list > DCPS > DCPS Contribution > View Rejected Contributions
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13. Joining/Relieving of Employee
This functionality is used by HM to transfer one HM to another.
Navigation: Work list > Payroll > Joining/Relieving of Employee > Selection of Employee
NOTE: The employee will be selected from the common pool; the user has to search the employee
either by entering the Shalarth ID or Employee name.
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13.2 Relieving of Employee
Navigation: Work list > Payroll > Joining/Relieving of Employee > Relieving of Employee
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14. Payroll Generation/View
This functionality is used to generate/regenerate pay bill. Pay bill can be generated bill group wise.
Navigation: Work list > Payroll > Payroll Generation/View > Generate/Regenerate Pay Bill
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14.2 View/Delete /Approve Bill
Navigation: Work list > Payroll > Payroll Generation/View > Delete Bill
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15. Changes
Navigation: Work list > Payroll > Changes > Change GIS Details
1. Enter name of the employee in Search Employee for whom GIS needs to be changed.
2. Current GIS details of selected employee will be displayed in read-only mode.
3. Enter Revised GIS details along with supporting Order/Ref. Letter Details and Remarks and Click
the save button.
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15.2 Change Other Details
This functionality is used to change details such as Personal details, other details, Nominee details,
Photo and Signature details etc.
Navigation: Work list > Payroll > Changes > Change other Details
1. Select Changes.
2. Select Designation.
3. Click Go and the list of employees will be shown, click on the hyperlink of the Name of the
employees whose details needs to be changed.
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1. Select the Designation and click GO. The list of employees will be shown in the table below.
2. Click on the name of the employee and the form opens.
Navigation: Work list > Payroll > Changes > Change Pay/Office Details
3. Click on the employee name hyperlink and the required changes can be made.
4. The user can change the office details of the employee only when parent field department
would be changed by the System Administrator.
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5. To change Pay related details of the employee such as Pay in pay band, grade pay, basic pay,
designation, post of the employee, user can change the details as required.
NOTE: The Authority Letter No. and date are mandatory for any change. Once changed, the HM has to
approve the same.
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16. Reports
1. By default the Month and Year will be the current month and year.
2. Select the bill group from the Bill Description and click Show Reports. Following screen will
appear as follows:
3. Select the Report hyperlink and the report will open in a new window.
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16.2 Page wise Abstract Report
This functionality is used to generate page wise abstract report. This report will give a bifurcation of the
Inner pay bill and will give the summation of the total emolument and recoveries component on page
wise basis.
Following screen will get open on clicking Page wise Abstract Report:-
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Steps to view pay bill:-
1. Select Department (By default system will display HM Department).
2. Select Month (By default system will display current month).
3. Select Year (By default system will display current year).
4. Select Bill No. (Name of the Bill group for which report to be generated).
5. Select Bill Type.
6. Click Generate Report button to generate the report.
7. Click Reset to clear the data entered.
Navigation: Reports > Payroll > Report > Page wise Abstract Report
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16.5 Outer
Use this option to generate schedules relating to Loans and Advances like Co Op Hsg. Society, Form B
Consolidated etc.
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Steps to view loan for Co-Op Hsg. Society:-
1. Select Month.
2. Select Year.
3. Select Bill Number.
4. Select type of pay bill.
5. Click on Generate Report.
6. Click on Reset to clear the data entered.
16.6.3 GPF
Following screen will get appeared after clicking GPF.
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Steps to view GPF: -
1. Select Month and Year.
2. Select Class Type Class IV or Other than Class IV.
3. Select Bill Number.
4. Select GPF Series.
5. Click on Generate Report.
6. Click on Reset to clear the data entered.
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Steps to view 7610 Advance Principal:-
1. Select Month and year.
2. Select Bill Number.
3. Select Type of Loan Computer Advance / HBA Land etc. as the case may be.
4. Click on Generate Report.
5. Click on Reset to clear the data entered.
16.7 Others
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Steps to view bank statement:-
1. Select Department (By default system will display HM Department).
2. Select Month (By default system will display current month).
3. Select Year (By default system will display current year).
4. Select Bill No. (Name of the Bill group for which report to be generated).
5. Select Group (For Example A, B, BnGz etc.).
6. Select Designation.
7. Click Generate Report button to generate the report.
8. Click Reset to clear the data entered.
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Steps to view Employee- Pay Item Mapping:-
1. Select Department (By default system will display HM Department.
2. Select Employee Name.
3. Select Month.
4. Select Year (By default system will display current year).
5. Select Bill No. (Name of the Bill group for which report to be generated).
6. Select columns to be displayed in the report.
7. Click Select All if all columns need to be selected.
8. Click Clear All to clear the selection made.
9. Click Generate Report button to generate the report.
10. Click Reset to clear the data entered.
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16.7.6 GIS
Following screen will get appeared after clicking GIS.
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16.7.8 Group Wise Abstract
Following screen will get appeared after clicking Group Wise Abstract.
16.7.9 HRR
Following screen will get appeared after clicking HRR.
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16.7.10 Income Tax
Following screen will get appeared after clicking Income Tax.
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16.7.12 Change Statement
Following screen will get appeared after clicking Change Statement.
Steps:-
1. Select Department (By default system will display HM Department).
2. Select Month (By default system will display current month).
3. Select Year (By default system will display current year).
4. Select Bill No. (Name of the Bill group for which report to be generated).
5. Click Generate Report button to generate the report.
6. Click Reset to clear the data entered.
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