HR & Payroll Module

Overview

The HR & Payroll Module in DIGITZ ERP is the unified platform for managing all employee-related information, operational workflows, and monthly payroll execution. It integrates employee master data, document tracking, attendance, leave, salary configuration, and accounting postings into one streamlined system.

At the foundation of the module is the Employee Database, the central repository that stores all employee information — including personal details, organisational mapping, employment history, and lifecycle stages such as onboarding, probation, active employment, transfers, and exits.
Supporting this is the Employee Document Repository, where companies can upload employee-related documents (passport, visa, ID, contracts, certifications, licences, etc.). Each document can be configured with an expiry date, enabling automatic validity tracking and reminders for renewals, ensuring full compliance.

The module provides a complete Payroll Configuration Framework through:

• Salary Components for earnings and deductions
• Salary Structures grouping these components
• Salary Structure Assignment linking employees to predefined salary packages

Work hours and operational timings are managed through Shift Configuration, allowing companies to define standard working hours, multiple shifts, overtime rules, and shift-specific conditions. Shifts can be assigned to employees individually, and default shifts can be set at company or department level.
The system supports Overtime Calculation based on actual attendance and configured rules.

The module also includes financial controls such as:

• Salary Advances with automatic recollection during payroll
• Employee Advances with flexible configuration for recovery
• Employee Advance Retention, allowing retention amounts to be adjusted over future payroll cycles

Leave management is standardised through:

• Leave Types
• Leave Policies
• Leave Policy Assignment to employees

Leave requests flow through Leave Applications and a configurable Leave Approval Workflow. The system validates every request against allocated entitlements and performs Leave Reconciliation to align availed leaves with approved allotments.

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Attendance Management

DIGITZ ERP provides robust tools for capturing employee presence through Attendance Entry, supporting:

• Daily Attendance Entry — recording present, absent, leave, or other statuses for each day
• Monthly Attendance Entry — enabling bulk attendance updates for the entire month

Attendance entries automatically reflect working hours, shift adherence, overtime, and leave usage.
All attendance data directly contributes to payroll calculation.

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Payroll Processing

Monthly salary processing is executed through Payroll Entry, where the system automatically fetches:

• Employee salary structures
• Daily and monthly attendance
• Leave deductions
• Overtime amounts
• Advances and retention adjustments

Once processed, DIGITZ ERP generates Salary Slips for each employee directly from the Payroll Entry. These salary slips include detailed breakdowns of earnings, deductions, net pay, and employer-related contributions.

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Automatic Accounting Integration

All payroll activities fully integrate with the Accounting Module. When payroll is submitted:

• Salary expenses
• Payables
• Advances
• Retentions
• Deductions

are automatically posted to the General Ledger, ensuring accurate and real-time financial reflection.