Troubleshooting

Common issues and their solutions to help you resolve payroll problems quickly.

Common Errors & Solutions

Error: "No salary structure found for employee"

Cause: Employee doesn't have an active salary structure assigned.

Solution:

  1. Go to Payroll → Configuration → Employee Salary Structure

  2. Select the employee

  3. Assign salary components with amounts

  4. Set effective from date

  5. Save the structure

  6. Regenerate payroll

Error: "Bank details missing for employee"

Cause: Employee doesn't have bank account details in the system.

Solution:

  1. Go to Payroll → Configuration → Bank Details

  2. Select the employee

  3. Add bank account details (Account Number, IFSC, Bank Name)

  4. Mark as primary account

  5. Save

Error: "Attendance data not found"

Cause: Attendance not marked for the selected month.

Solution:

  1. Go to Attendance Module

  2. Mark attendance for all employees for the month

  3. Ensure no days are left blank

  4. Return to payroll and regenerate

Error: "Net salary is negative"

Cause: Total deductions exceed gross salary (usually due to high loan EMI or LOP).

Solution:

  1. Review the employee's payroll calculation

  2. Check LOP days - verify attendance is correct

  3. Check loan EMI amount - may need to reduce or skip for this month

  4. Check if any duplicate deductions exist

  5. Make necessary adjustments

  6. Recalculate payroll

Error: "PF calculation incorrect"

Cause: PF wage ceiling not applied or wrong PF rate configured.

Solution:

  1. Go to Payroll → Configuration → Statutory Settings → PF

  2. Verify PF wage ceiling is set to ₹15,000

  3. Verify employee contribution rate is 12%

  4. Verify employer contribution rate is 12%

  5. Save settings

  6. Regenerate payroll

Error: "Cannot approve payroll"

Cause: User doesn't have approval permission or payroll has errors.

Solution:

  1. Check if you have Admin or Partner role

  2. Review payroll for any calculation errors

  3. Fix all errors before approval

  4. If permission issue, contact Admin to grant approval rights

Error: "Bank file generation failed"

Cause: Missing bank details or incorrect IFSC codes.

Solution:

  1. Go to Payroll → Monthly Payroll

  2. Check which employees have missing/invalid bank details

  3. Update bank details with correct information

  4. Verify IFSC codes are valid

  5. Regenerate bank file

Data Correction Procedures

Correcting Paid Payroll

If you need to correct a payroll that's already marked as paid:

  1. Contact Admin: Only Admin can revert paid payroll to draft

  2. Admin Action: Admin goes to payroll and clicks "Revert to Draft"

  3. Make Corrections: Edit the payroll records as needed

  4. Re-approve: Approve the corrected payroll

  5. Process Difference: If already paid, process the difference amount separately

  6. Document: Add remarks explaining the correction

Caution

Reverting paid payroll should be done only in exceptional cases. Always document the reason and maintain audit trail.

Correcting Attendance After Payroll

If attendance was marked incorrectly after payroll is processed:

  1. Correct the attendance in Attendance Module

  2. If payroll is still in Draft, regenerate it

  3. If payroll is Approved/Paid, process the difference in next month

  4. Add remarks in next month's payroll explaining the adjustment

Handling Overpayment

If an employee was overpaid:

  1. Calculate the overpaid amount

  2. Inform the employee about the overpayment

  3. Deduct the amount in next month's payroll as a one-time deduction

  4. Or arrange for employee to return the amount

  5. Document the recovery process

Handling Underpayment

If an employee was underpaid:

  1. Calculate the shortfall amount

  2. Process immediate payment if significant

  3. Or add as arrears in next month's payroll

  4. Inform the employee about the correction

  5. Document the reason for underpayment

Performance Issues

Payroll Generation is Slow

Possible Causes & Solutions:

Reports Taking Too Long

Solutions:

Getting Help

When to Contact Support

Contact ERPCA support if:

Support Channels

Information to Provide When Reporting Issues