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Common questions

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Help desk

Step-by-step guides for running your PF trust in myPF Software — from the monthly payroll import to year-end closing.

86 guides shown

Getting started

Sign in, find your way around the modules, and get your team the access they need.

Sign in and read your dashboardWhere you land after login, and what the Employee PF dashboard is telling you.

Where to find itEmployee PFDashboard

  1. Open your organisation’s myPF Software URL and sign in with the email and password your administrator issued.
  2. You land on the Employee PF dashboard — the default module for most users.
  3. Read the contribution counter across the top for this period’s employee and employer contributions.
  4. Scroll for monthly PF contribution trend, upcoming retirements, loan summary, loan disbursement, loan application status, and open PF statement cases.
Worth knowing. Use the Trust and Financial Year selectors above the cards, then Filter, to scope the whole dashboard. If your organisation runs several trusts, this is the fastest way to isolate one.
Switch between modulesThe sidebar only ever shows one module. Here is how to move to another one.

Where to find itAny moduleLanding page

  1. Click the module name or logo at the top of the sidebar to return to the landing page.
  2. The landing page shows a panel for each module you have access to — Employee PF, Welfare Fund, Insurance, Investment Analytics, Accounting & GL, and Compliance Scorecards. Your deployment may show fewer.
  3. Press Switch to module on the panel you want.
  4. The sidebar and dashboard both reload for that module.
Watch out. The sidebar is scoped to the active module by design. If a screen you expect is missing, you are almost certainly in the wrong module rather than missing a permission.
Update your profile or change your passwordChange your own display details and password.

Where to find itAny moduleMy profile

  1. Open the user menu in the top-right corner and choose My Profile.
  2. Edit your details and save.
  3. To change your password, choose Change Password, enter your current password, then the new one twice.
Worth knowing. Forgotten passwords are reset by an administrator from Administration → Manage Users, not from the sign-in screen.
Give a colleague access to a screenCreate a role, grant it screens and actions, and assign it to a user.

Where to find itEmployee PFAdministrationManage Roles

  1. Go to Administration → Manage Roles and either open an existing role or create one.
  2. Tick the screens the role should see. These control what appears in the sidebar.
  3. For each screen, tick the individual actions — add, edit, delete, view, approve, export — that the role may perform. These control which buttons appear on the screen.
  4. Save the role.
  5. Go to Manage Users, open the user, and assign the role.
  6. Ask the user to sign out and sign back in.
Watch out. The final step is not optional. Permissions are cached in the user’s session at sign-in, so a user who stays logged in will keep seeing the old menu and buttons until they re-authenticate.
Worth knowing. Granting a screen without granting any action gives a user a page they can open but cannot use. Grant the actions too.

Masters & setup

The reference data every other screen depends on. Set these up before you import a single payroll.

Set up a PF trustRegister the trust that members, contributions, and reports all hang off.

Where to find itEmployee PFMastersTrusts

  1. Go to Masters → Trusts and choose Add.
  2. Enter the trust name, registration details, address, and the exemption particulars you file under.
  3. Record the trustees against the trust.
  4. Save.
Watch out. Create the trust before importing members. Every employee record carries a trust, and reports, bank advice, and settlements are all scoped by it.
Add banks and link trust accountsRegister the banks you draw on, and link the accounts used for advice and vouchers.

Where to find itEmployee PFMastersBanks

  1. Go to Masters → Banks and choose Add.
  2. Enter bank name, branch, IFSC, and account number.
  3. Save, then open Linked Accounts to attach the account to the trust that draws on it.
Worth knowing. Get the IFSC right at this stage. It is carried straight onto NEFT bank advice letters, and a wrong code fails the whole batch at the bank rather than one line.
Maintain interest rates by financial yearThe rate the trust credits members. Year closing reads this, so set it before you close.

Where to find itEmployee PFMastersInterest Rates

  1. Go to Masters → Interest Rates.
  2. Choose Add and select the trust and financial year.
  3. Enter the declared rate for the year.
  4. Save.
Watch out. Year closing uses the rate on record for the year being closed. If you close before the rate is entered, interest is credited at the wrong figure and the closing has to be reversed.
Set up departments, designations, grades and categoriesThe organisational reference data used to group members and filter every report.

Where to find itEmployee PFMasters

  1. Work through Masters → Departments, Designations, Grades, Categories, and Employee Groups.
  2. In each, choose Add, enter the code and description, and save.
  3. Use Department Groups if you report on clusters of departments rather than individual ones.
Worth knowing. Match the codes to whatever your payroll system exports. Payroll import matches on these, and a mismatch shows up as unmapped rows at preview.
Define the loan types your trust offersSet up each advance — housing, medical, marriage, education — before members can apply.

Where to find itEmployee PFMastersLoan Master

  1. Go to Masters → Loan Master and choose Add.
  2. Enter the loan name and code, and mark it active.
  3. Set whether the advance is refundable or non-refundable.
  4. Save.
Watch out. Loan names must be unique. Reusing a name that already exists is rejected on save.
Set the eligibility rules for a loan typeThe limits the eligibility check enforces: months of wages, share percentages, minimum balance, and service period.

Where to find itEmployee PFMastersLoan Rules

  1. Go to Masters → Loan Rules and choose Add.
  2. Pick the loan type the rule applies to.
  3. Set Months of Wages — the multiple of monthly wages the member may draw.
  4. Set the employee share and employer share percentages that may be drawn against.
  5. Set the minimum balance that must remain in the account after disbursement.
  6. Set the minimum service period, in months, before a member qualifies.
  7. Mark the rule active and save.
Worth knowing. Only one rule per loan type should be active at a time. Deactivate the old rule rather than deleting it, so historic applications still explain themselves at audit.
Maintain settlement reason codesThe STLMT codes — retirement, death, resignation — that every settlement is filed under.

Where to find itEmployee PFMastersSettings

  1. Open the popup lists under Settings and select the STLMT list.
  2. Add a short code and its description for each reason the trust settles under.
  3. Save.
Worth knowing. These short codes are what you type into the Reason Code column of the bulk settlement workbook, so keep them short and memorable.
Configure the retirement policyThe superannuation age that drives retirement forecasting on the dashboard.

Where to find itEmployee PFMastersRetirement Policy

  1. Go to Masters → Retirement Policy.
  2. Add a policy with the retirement age and the categories of member it applies to.
  3. Save.
Worth knowing. The dashboard’s upcoming-retirements card and the retirement reports both read this, so it is worth getting right even if you settle manually.
Set your organisation name and logoWhat appears on generated PDFs, letters, and statutory forms.

Where to find itEmployee PFAdministrationSystem Configuration

  1. Go to Administration → System Configuration.
  2. Enter the organisation name and address as they should print on documents.
  3. Upload a logo, or remove the existing one to fall back to text.
  4. Save.
Worth knowing. Upload the logo at print resolution. It is embedded into PDFs at full size, and a small screen-resolution image looks poor on a sanction letter a member keeps.

Employees & members

Member records, PF details, nominees, and the opening balances you carry in from your old system.

Add or edit a memberCreate a member record and keep their details current.

Where to find itEmployee PFTransactionsManage Employees

  1. Go to Transactions → Manage Employees.
  2. Choose Add, or search for an existing member and choose Edit.
  3. Fill in identity details — PS number, name, date of birth, date of joining, PAN, Aadhaar.
  4. Set the trust, department, designation, grade, category, and employee group.
  5. Enter the PF account number and the member’s bank account for settlement payments.
  6. Save.
Watch out. Date of joining drives loan service-period eligibility and settlement interest. A wrong date here surfaces much later as a disputed settlement figure.
Worth knowing. PAN is validated on entry. A member without a valid PAN is taxed at the higher TDS rate on settlement.
Approve a new or changed member recordMember records raised by one user are confirmed by another before they go live.

Where to find itEmployee PFTransactionsManage Employees

  1. Open Manage Employees and filter for records awaiting approval.
  2. Open the record and check the identity, trust, and PF details against source documents.
  3. Set the approval status and save.
Worth knowing. If you cannot see the approval control, your role has the screen but not the approve action. See Give a colleague access to a screen.
Record nominee detailsCapture nominees so Form 2 and death settlements have somewhere to go.

Where to find itEmployee PFTransactionsManage Employees

  1. Open the member in Manage Employees.
  2. Go to the nominee section.
  3. Add each nominee with name, relationship, date of birth, and share percentage.
  4. Check the shares total 100 percent, then save.
Watch out. A death settlement cannot be paid out cleanly without nominees on record. Run the nominee information report periodically to find members with none.
Enter PF opening balancesThe balances you carry in from your previous system when you go live.

Where to find itEmployee PFTransactionsOpening Balance

  1. Go to Transactions → Opening Balance.
  2. Select the trust and the financial year you are opening with.
  3. For each member, enter the employee share, employer share, and accrued interest brought forward.
  4. Save.
  5. Run the PF opening balance report and tie the total back to your old system before you import any payroll.
Watch out. Reconcile before the first payroll import, not after. Once contributions are posted on top, unpicking an opening balance error means reversing everything above it.
Adjust an opening balance already enteredCorrect a carried-forward balance without disturbing posted contributions.

Where to find itEmployee PFTransactionsOpening Balance Adjustment

  1. Go to Transactions → Opening Balance Adjustment.
  2. Search for the member.
  3. Enter the adjustment against employee share, employer share, or interest, with a reason.
  4. Save.
  5. Re-run the PF opening balance report to confirm the new total.
Worth knowing. Use an adjustment rather than editing the original balance. The adjustment leaves an audit trail showing what changed and why.
Record a transfer-inBring a member’s accumulation in from another trust or an EPFO office.

Where to find itEmployee PFTransactionsTransfer Employee Data

  1. Go to Transactions → Transfer Employee Data.
  2. Search for the member.
  3. Enter the transferring establishment, the employee and employer shares received, and the interest component.
  4. Record the date of receipt and save.
  5. Verify with the transfer-in report.
Worth knowing. Post the transfer-in before the member applies for a loan. It counts towards their balance, and the eligibility check will otherwise understate what they can draw.
Set a member’s pension categoryMark a member as Higher Pension or Limited Pension so EPS is computed correctly.

Where to find itEmployee PFTransactionsManage Employees

  1. Open the member in Manage Employees.
  2. Set the pension category to Higher Pension or Limited Pension.
  3. Save.
Watch out. Limited Pension caps the EPS wage at the statutory ceiling; Higher Pension does not. Setting this wrong changes every EPS figure from that month forward.
Worth knowing. If the member has an approved Higher Pension declaration, the category is set for you when the declaration is approved. See Record a Higher Pension declaration.

Payroll & contributions

The monthly cycle: upload payroll, check it, post it. Plus arrears for periods you have already closed.

Download the payroll upload templateGet the workbook in the exact column order the importer reads.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Go to Transactions → Import Payroll Data.
  2. Choose the pay year and month.
  3. Download the EPF data upload format.
  4. Fill it from your payroll system, keeping the column order exactly as issued.
Watch out. The importer reads by column position, not by header text. Inserting, deleting, or reordering a column silently shifts every value into the wrong field.
Import the monthly payrollUpload, preview, then commit a month of contributions. Nothing posts until you commit.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Go to Transactions → Import Payroll Data.
  2. Select the trust, pay year, and pay month.
  3. Upload your completed workbook.
  4. The file is parsed into a staging area. Review the preview: row counts, totals, and any rows flagged as unmatched.
  5. Open the month-wise employee payroll view to spot-check individual members.
  6. When the totals agree with your payroll register, commit the import.
  7. Confirm the contribution counter on the dashboard has moved by the expected amount.
Watch out. The staged data is not live until you commit. If you close the browser at preview, nothing is posted — return and either commit or discard the staged batch.
Worth knowing. Unmatched rows are almost always a PS number that exists in payroll but not yet in the trust register. Add the member, then re-upload.
Review a payroll month you have already importedLook up what was posted for a member, or for the whole month.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Go to Transactions → Import Payroll Data and open the imported-data listing.
  2. Filter by pay year and month.
  3. Open the month-wise employee payroll view for a member-by-member breakdown.
  4. Download the month’s data if you need it outside the system.
Correct a payroll month you imported wronglyEdit individual rows, or remove the month and import it again.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Open the imported-data listing and filter to the affected month.
  2. For a handful of wrong rows, edit each one in place and save.
  3. For a wholesale problem — wrong file, wrong month, shifted columns — delete the imported month.
  4. Correct the source workbook and import the month again.
Watch out. You cannot delete a payroll month that falls inside a closed financial year. Reverse the year closing first, or post a correction as an arrear instead.
Import arrear payroll for a past periodPost additional contributions against a month that has already been processed.

Where to find itEmployee PFTransactionsImport Arrear Data

  1. Go to Transactions → Import Arrear Data and download the sample workbook.
  2. Enter your data from row 3 onwards, keeping the column order exactly as issued: PS No, Employee Name, VPF, PF Wage (Arrear), Gross, NCP Days, Arrear Month as 1–12, and Arrear Year as YYYY.
  3. Upload the completed workbook.
  4. Review the preview — it shows the target period each row will post to.
  5. Commit the batch, or discard it if the preview is wrong.
Watch out. The EPS and EDLI columns in the sample are shown for familiarity only and are ignored on import. EPS is recomputed for the target period using the member’s pension category, so check that category is right before you commit.
Worth knowing. Arrears are additive. Enter only the extra wage being paid for that month, not the revised total, or you will double the contribution.
Record voluntary provident fund contributionsVPF rides along with the monthly payroll import rather than being keyed separately.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Enter each member’s VPF amount in the VPF column of the payroll workbook.
  2. Import the month as usual.
  3. Check the posted VPF in the month-wise employee payroll view.
Worth knowing. VPF appears as part of the employee share on the PF statement, not as a separate line. If a member queries it, the month-wise payroll view is where the split is visible.
Record a receipt against a headMoney coming into the trust outside the payroll cycle — interest, refunds, recoveries.

Where to find itEmployee PFTransactionsReceipts

  1. Set up the receipt heads you need under Receipt Head.
  2. Go to Transactions → Receipts and choose Add.
  3. Select the head, enter the amount, the date, and the bank account credited.
  4. Save.

Loans & advances

From eligibility check to disbursement to recovery, including document checklists.

Check what a member can borrowRun the eligibility check before you raise an application, not after.

Where to find itEmployee PFTransactionsPF Loan Application

  1. Go to Transactions → PF Loan Application and start a new application.
  2. Select the member and the loan type.
  3. The eligibility check runs against the active loan rule and returns the maximum admissible amount.
  4. If the member is not eligible, the reason is shown — short service, insufficient balance, or an existing loan of that type.
Worth knowing. A surprisingly low limit usually means a missing transfer-in or an unposted payroll month. Check the member’s balance before questioning the rule.
Raise a loan applicationCapture the member’s request and put it into the approval queue.

Where to find itEmployee PFTransactionsPF Loan Application

  1. Go to Transactions → PF Loan Application and choose Add.
  2. Select the member and the loan type.
  3. Enter the amount applied for — at or below the eligible limit — and the purpose.
  4. Set the number of instalments for recovery, for a refundable advance.
  5. Save. The application moves to Pending.
  6. Print the application form for the member to sign, if your trust requires it.
Worth knowing. Track where applications are sitting from the loan application status card on the dashboard.
Attach the documents a loan requiresDefine a checklist per loan type, then upload against each application.

Where to find itEmployee PFMastersLoan Master

  1. From Loan Master, open the document checklist for a loan type.
  2. Add each required document — allotment letter, estimate, medical certificate — and mark whether it is mandatory.
  3. Save the checklist. It now applies to new applications of that type.
  4. Open a loan application and go to its documents section.
  5. Upload a file against each checklist item. Preview or download uploaded files to verify them, and delete a file to replace it.
Worth knowing. The checklist is the fastest way to stop applications bouncing between the member and the trust office. Set it once per loan type.
Approve or reject a loan applicationThe sanctioning decision, with the sanctioned amount recorded.

Where to find itEmployee PFTransactionsLoan Approve / Reject

  1. Go to Transactions → Loan Approve / Reject.
  2. Open the pending application.
  3. Review the eligible amount, the amount applied for, and the attached documents.
  4. Approve — adjusting the sanctioned amount downward if required — or reject with a reason.
  5. Save.
Watch out. The sanctioned amount, not the applied amount, is what gets disbursed and recovered. Change it here rather than at disbursement.
Cancel a loan applicationWithdraw an application that has not yet been disbursed.

Where to find itEmployee PFTransactionsLoan Cancel

  1. Go to Transactions → Loan Cancel.
  2. Find the application.
  3. Record the cancellation reason and save.
Watch out. Cancellation is for undisbursed applications. If money has already gone out, record a repayment instead — see Record a repayment made outside payroll.
Disburse a sanctioned loanPay the member and start the recovery schedule.

Where to find itEmployee PFTransactionsPF Loan Payment

  1. Go to Transactions → PF Loan Payment.
  2. Open the sanctioned application.
  3. Enter the disbursement date, the amount paid, and the payment mode.
  4. Save. The recovery schedule is generated from the instalment count on the application.
  5. Include the payment in your next bank advice — see Prepare a bank advice.
Worth knowing. Disbursement date drives the first recovery month. Disbursing with a back-dated date will pull an instalment into a month you have already imported.
Recover loan instalments through payrollInstalments come back with the monthly payroll import — no separate entry.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Include the loan recovery amounts in your monthly payroll workbook.
  2. Import the month as usual.
  3. Check the recovery has landed against the right loan in the loan receipt view.
  4. Use the refundable loan schedule report to see outstanding balances across all members.
Watch out. Recovery is matched to the member’s open loan. A member with two open refundable advances of the same type is ambiguous — close one before sanctioning another.
Record a repayment made outside payrollA member pays by cheque or transfer instead of through salary deduction.

Where to find itEmployee PFTransactionsEmployee Loan Direct Pay

  1. Go to Transactions → Employee Loan Direct Pay.
  2. Search for the member and select the open loan.
  3. Enter the amount received, the date, and the instrument details.
  4. Save.
  5. Confirm the outstanding balance has reduced on the refundable loan schedule report.
Report on loansDisbursement summaries, detail listings, and outstanding schedules.

Where to find itEmployee PFReports

  1. For what went out in a month, run the monthly loan disbursement summary or detail report.
  2. For what is still owed, run the refundable loan schedule report.
  3. For a single member’s history, run the employee loan information report.
  4. Download any of these to Excel or PDF for circulation.

Settlements

The four-stage settlement workflow, bulk settlement, sanction letters, and statutory forms.

How the settlement workflow is stagedFour screens, four segregated duties: application, verification, approval, payment.

Where to find itEmployee PFTransactionsPF Settlement

  1. Application — the case is raised against a member with a date of leaving, settlement date, and reason code. The figures are computed at this point.
  2. Verification — a second user checks the computed figures, the member’s details, and the supporting documents.
  3. Approval — the sanctioning authority approves the verified case.
  4. Payment — the approved amount is recorded as paid and picked up by bank advice.
Worth knowing. Each stage is a separate screen with its own permission, so one person need not hold the whole chain. Grant your users only the stage they own.
Raise a settlement for one memberCreate the case and let the system compute the payable amount.

Where to find itEmployee PFTransactionsPF Settlement

  1. Go to Transactions → PF Settlement and choose Add.
  2. Search for the member.
  3. Enter the date of leaving and the settlement date.
  4. Select the reason code — retirement, death, resignation, and so on.
  5. The settlement figures are computed: opening balances, contributions for the year, interest, closing balances, and TDS.
  6. Review the computed breakdown, add remarks, and save.
Watch out. Import every payroll month up to the date of leaving before raising the settlement. A missing month understates the contribution and the interest on it.
Worth knowing. The settlement date, not the date of leaving, governs the interest computed. Check which one your trust’s rules intend before saving.
Verify a settlementThe second pair of eyes before a case goes for approval.

Where to find itEmployee PFTransactionsPF Settlement Verification

  1. Go to Transactions → PF Settlement Verification.
  2. Open a case awaiting verification.
  3. Check the date of leaving and settlement date against the member’s file.
  4. Check the computed breakdown against the member’s PF statement.
  5. Mark verified, or send it back with remarks.
Approve a settlementSanction a verified case for payment.

Where to find itEmployee PFTransactionsPF Settlement Approved

  1. Go to Transactions → PF Settlement Approved.
  2. Open a verified case.
  3. Confirm the payable amount and the TDS deducted.
  4. Approve and save.
  5. Generate the sanction letter — see Generate a settlement sanction letter.
Record settlement paymentMark an approved settlement as paid and release it to banking.

Where to find itEmployee PFTransactionsPF Settlement Payment

  1. Go to Transactions → PF Settlement Payment.
  2. Open the approved case.
  3. Enter the payment date, mode, and the bank account drawn on.
  4. Save.
  5. Include the payment in your bank advice — see Prepare a bank advice.
Worth knowing. Confirm the member’s bank details on their record before paying. Settlement payments go to the account held against the member, not to one keyed here.
Settle many members in one batchUpload a workbook of leavers, preview the computed figures, then commit.

Where to find itEmployee PFTransactionsBulk Settlement

  1. Go to Transactions → Bulk Settlement and download the sample workbook.
  2. Enter your data from row 3 onwards, keeping the column order exactly: PS No, Date of Leaving as DD/MM/YYYY, Settlement Date as DD/MM/YYYY, Reason Code, and optional Remarks.
  3. Leave Settlement Date blank on a row to use the batch default you set at upload.
  4. Upload the workbook and set the batch defaults for reason code and settlement date.
  5. Review the preview. It shows valid rows, error rows, and the computed amount for each member.
  6. Download the error report, fix those rows, and re-upload if needed.
  7. Commit the batch. Watch the progress screen until it reports committed.
  8. Discard the batch instead if the preview is wrong — nothing is posted until commit.
Watch out. Reason Code must be an existing STLMT short code. Codes that are not configured are rejected at preview — see Maintain settlement reason codes.
Worth knowing. Figures are computed at preview and staged, so committing posts exactly what you reviewed even if someone else imports a payroll in between.
Generate a settlement sanction letterThe letter the member receives, on your trust’s letterhead.

Where to find itEmployee PFTransactionsPF Settlement

  1. Open an approved settlement.
  2. Choose to generate the sanction letter.
  3. Preview it and check the member details, the amount, and the TDS line.
  4. Download the PDF for signature and despatch.
Worth knowing. The letterhead comes from System Configuration. Set the organisation name and logo once and every letter picks it up.
Generate statutory settlement formsForm 19, 10C, 10D, 13, 11, Annexure K, Appendix A, and the nomination form.

Where to find itEmployee PFTransactionsStatutory Forms

  1. Open the statutory forms picker.
  2. Choose the form you need — Form 19 for PF withdrawal, Form 10C for pension withdrawal, Form 10D for monthly pension, Form 13 for transfer, Form 11 on joining, Annexure K for transfers out, Appendix A, or the nomination form.
  3. Select the member and the settlement the form relates to.
  4. Preview, then download the PDF.
Worth knowing. Forms are populated from the member record and the settlement. Anything wrong on the printed form is wrong at source — correct the record rather than the PDF.
Report on settlementsMonthly summaries and case-level detail for audit.

Where to find itEmployee PFReports

  1. Run the monthly settlement summary for totals by month.
  2. Run the settlement details report for case-level listings.
  3. Filter by trust, financial year, and reason code as needed.
  4. Download to Excel or PDF.

Pension & tax

Higher and Limited Pension declarations, EPFO approvals, Form 15G/15H, and TDS.

Record a Higher Pension declarationCapture a member’s option for higher pension and send it for EPFO approval.

Where to find itEmployee PFTransactionsMember Pension Details

  1. Go to Transactions → Member Pension Details and choose Add.
  2. Select the member.
  3. Record the declaration — Higher Pension or Limited Pension — with the effective date and the reference of the member’s option.
  4. Save. The declaration sits pending EPFO approval.
Worth knowing. Record the declaration as soon as the member submits it. Approval can follow later, and the pending list is your tracker.
Approve or reject a pension declarationConfirm the EPFO outcome. Approval updates the member’s pension category.

Where to find itEmployee PFTransactionsMember Pension Details

  1. Open the pending declarations list.
  2. Open the declaration and check it against the EPFO communication.
  3. Approve it, or reject it with a reason.
  4. On approval, the member’s pension category is updated automatically.
  5. Confirm on the member’s record that the category now reads as expected.
Watch out. Approving changes how EPS is computed for that member from then on. Do not approve in advance of the EPFO outcome to "get ahead" — the contributions posted in the meantime will be wrong.
Record a Form 15G or 15H declarationMembers who declare exemption are excluded from TDS on settlement.

Where to find itEmployee PFTransactionsForm 15 Declarations

  1. Go to Transactions → Form 15 Declarations and choose Add.
  2. Select the member and the financial year.
  3. Record whether it is Form 15G or 15H, with the declaration date and reference.
  4. Save.
Watch out. Declarations are per financial year. A member who declared last year is not exempt this year until a fresh declaration is recorded.
Worth knowing. Record the declaration before raising the member’s settlement. The TDS report honours declarations on record at the time it runs.
Maintain TDS deductionsRecord and review tax deducted on settlements.

Where to find itEmployee PFTransactionsTDS Deductions

  1. Go to Transactions → TDS Deductions.
  2. Add a deduction against a member and settlement, with the amount and date.
  3. Save.
  4. Reconcile against the TDS report before you file.
Generate the TDS reportThe tax deducted across settlements, ready for filing.

Where to find itEmployee PFReportsTDS Report

  1. Go to Reports → TDS Report.
  2. Select the trust and financial year.
  3. Generate, and review on screen.
  4. Download to Excel for your filing.
Worth knowing. Members with a valid Form 15G or 15H on record for the year are excluded. If someone appears who should not, check their declaration was recorded against the right year.
Generate the monthly EPS reportPension contributions for the month, by member.

Where to find itEmployee PFReportsMonthly EPS Report

  1. Go to Reports → Monthly EPS Report.
  2. Select the trust, year, and month.
  3. Generate and download.
Worth knowing. EPS figures depend on each member’s pension category. If a member’s EPS looks capped when it should not be, check their category before querying the report.

Year-end & interest

Interest rates, year closing, and the closing balances that become next year’s openings.

Run year-end closingCredit interest and roll closing balances forward into the new year.

Where to find itEmployee PFTransactionsYear Closing

  1. Confirm every payroll month of the year has been imported and committed.
  2. Confirm the declared interest rate is on record for the year — see Maintain interest rates by financial year.
  3. Confirm all settlements dated within the year are through to payment.
  4. Go to Transactions → Year Closing and select the trust and financial year.
  5. Run the closing. Interest is computed and credited, and closing balances are produced.
  6. Reconcile the employee closing balance report against your trust accounts.
Watch out. Work through the three checks first. Closing with a month missing or the rate unset produces wrong interest for every member, and unwinding it is far more work than checking.
Worth knowing. This year’s closing balances become next year’s openings, so an unreconciled close propagates forward indefinitely.
Check employee closing balancesWhat each member carries into the new year.

Where to find itEmployee PFReportsEmployee Closing Balance

  1. Go to Reports → Employee Closing Balance.
  2. Select the trust and financial year.
  3. Generate and review.
  4. Download to Excel to tie back to your trust accounts.
Worth knowing. Run this immediately after closing, while the inputs are still fresh in mind. Finding a break twelve months later is considerably harder.

Reports & statements

PF statements, statutory schedules, actuarial valuation, and the monthly MIS pack.

Generate a PF statementThe annual member statement of contributions and interest.

Where to find itEmployee PFReportsPF Statement

  1. Go to Reports → PF Statement.
  2. Select the trust and financial year.
  3. Filter to a department, category, or individual member if you need a subset.
  4. Generate and review on screen.
  5. Download the PDF.
Generate and email PF statements in bulkProduce statements for every member at once, and mail them out.

Where to find itEmployee PFReportsPF Statement

  1. Open the PF statement screen and select the trust and financial year.
  2. Select the members — all of them, or a filtered subset.
  3. Start bulk generation. The job runs in the background, so you can leave the screen.
  4. Check the status screen for progress.
  5. When it completes, download the statements as a zip, or trigger the email run to send each member their own.
Watch out. Check that member email addresses are current before an email run. Bounces are not retried automatically.
Worth knowing. Generation for a large trust takes a while. Start it before you need it rather than on the morning of distribution.
Generate Form 7 and Form 8The statutory annual returns for an exempted trust.

Where to find itEmployee PFReports

  1. Go to Reports and select Form 7 or Form 8.
  2. Select the trust and financial year.
  3. Generate and review.
  4. Download the PDF for filing.
Watch out. Run these after year closing. Before the close, the interest column is incomplete.
Generate the statutory schedulesSchedule I, II, III, and Schedule D for the trust accounts.

Where to find itEmployee PFReports

  1. Go to Reports and select the schedule you need.
  2. Select the trust and financial year.
  3. Generate, review, and download.
Generate the actuarial valuation reportThe data pack your actuary needs for the annual valuation.

Where to find itEmployee PFReportsActuarial Valuation

  1. Go to Reports → Actuarial Valuation.
  2. Select the trust and financial year.
  3. Generate and download to Excel.
  4. Send it to your actuary.
Run the monthly MIS packThe recurring reports most trusts circulate to trustees each month.

Where to find itEmployee PFReports

  1. Month-wise payroll report — contributions posted for the month.
  2. PF month-wise summary — the trust-level roll-up.
  3. PF opening and closing balance reports — movement for the period.
  4. PF trust balance report — the trust’s overall position.
  5. No-contribution report — members with no contribution in the period.
  6. Operative and non-operative accounts — dormancy review.
  7. Employees joined or separated — headcount movement.
Worth knowing. The no-contribution report is the most useful early warning in this list. A member appearing there unexpectedly usually means a payroll mapping problem, not a genuine gap.

Banking & vouchers

Bank advice, NEFT letters, payment vouchers, and receipts.

Prepare a bank adviceInstruct the bank to pay the settlements and loans you have released.

Where to find itEmployee PFTransactionsBank Advice

  1. Go to Transactions → Bank Advice and choose Add.
  2. Select the trust, the paying bank account, and the date.
  3. Select the payments to include — settlements and loan disbursements recorded as paid.
  4. Save the advice.
  5. Print it, or generate the NEFT letter for electronic transfer.
Watch out. Members with missing or wrong bank details are the usual cause of a rejected batch. Review the member list on the advice before you send it.
Generate the NEFT bank advice letterThe electronic transfer letter for an advice already prepared.

Where to find itEmployee PFTransactionsBank Advice

  1. Open the saved bank advice.
  2. Choose the NEFT letter option.
  3. Preview and check the account details and the total.
  4. Download and send to the bank.
Print a payment voucherThe internal voucher supporting a payment, for your records.

Where to find itEmployee PFTransactionsPayment Voucher

  1. Go to Transactions → Payment Voucher.
  2. Select the payment.
  3. Generate and download the voucher.

Investment

The investment register, NAV history, maturity monitoring, and projections.

Maintain the investment registerEvery instrument the trust holds, with its category, scheme, and sector.

Where to find itInvestment AnalyticsRegister

  1. Switch to the Investment Analytics module.
  2. Set up investment categories, schemes, and sectors if you have not already.
  3. Open the register and add an investment with its instrument details, amount, purchase date, rate, and maturity date.
  4. Save.
  5. Open any holding to see its ledger.
  6. Export the register when you need it outside the system.
Record a NAVKeep valuations current so analytics mean something.

Where to find itInvestment AnalyticsRegister

  1. Open the holding in the investment register.
  2. Record the NAV with its valuation date.
  3. Save. The value is added to the holding’s NAV history.
Worth knowing. Record NAVs on a consistent cycle. Analytics and fund performance compare across dates, and irregular gaps make the trend misleading.
Monitor maturities and put or call datesSee what is falling due before it catches you out at reinvestment.

Where to find itInvestment AnalyticsMonitor

  1. Open the maturity monitor.
  2. Review instruments approaching maturity, and put or call dates coming up.
  3. Check the alerts list for items needing action.
Worth knowing. Check this at the start of each month. Reinvestment decisions made under time pressure on the maturity date rarely get the best rate.
Review investment analyticsPortfolio composition and yield across the trust’s holdings.

Where to find itInvestment AnalyticsAnalytics

  1. Open the analytics screen.
  2. Review composition by category, scheme, and sector, and the yield analysis.
  3. Rebuild the analytics if you have just loaded a batch of new holdings or NAVs and the figures look stale.
Project cash flows and run scenariosWhat the portfolio pays out and when, and what happens if rates move.

Where to find itInvestment AnalyticsProjections

  1. Open the cash flow projection to see scheduled inflows from the current portfolio.
  2. Open the scenario screen, set your assumptions, and run it.
  3. Use the simulation screen to model reinvestment decisions before committing to them.
Worth knowing. Scenarios and simulations are analysis only. Nothing you run here changes the register.
Report on investmentsFund performance, comparatives, and the investment MIS.

Where to find itInvestment AnalyticsReports

  1. Run the fund performance report for returns across the portfolio.
  2. Run the comparative report to compare periods, and download it as PDF.
  3. Run the investment MIS for the trustee pack, and export it.

Accounting & GL

Chart of accounts, vouchers, ledgers, and the trust’s statutory financial statements.

Set up the chart of accountsAccount groups and heads, before you post anything.

Where to find itAccounting & GLChart of Accounts

  1. Switch to the Accounting & GL module and open the chart of accounts.
  2. Create your account groups.
  3. Add account heads under each group and classify them.
  4. Save.
Watch out. Classify each head correctly at creation. Classification drives which statement the head appears in, and reclassifying after a year of postings changes prior-period comparatives.
Post and reverse a voucherThe journal entry, and how to back one out.

Where to find itAccounting & GLVouchers

  1. Open Vouchers and choose to create one.
  2. Select the voucher type and date.
  3. Add the debit and credit lines against account heads, with narration.
  4. Check the voucher balances, then post it.
  5. To back one out, open it from the voucher list and reverse it.
Watch out. Reverse rather than delete. A reversal leaves both entries visible in the ledger, which is what an auditor expects to see.
View ledgersAccount ledgers and the employee loan ledger.

Where to find itAccounting & GLLedgers

  1. Open the account ledger and select a head and period to see its movement.
  2. Open the employee loan ledger for a member’s loan account.
  3. Record a loan entry or post an adjustment from the loan ledger where needed.
Produce the trust’s financial statementsTrial balance, balance sheet, receipts and payments, and revenue and expenditure.

Where to find itAccounting & GLStatements

  1. Run the trial balance first and confirm it balances.
  2. Run the balance sheet, the receipts and payments account, and the revenue and expenditure account.
  3. Run the schedule statement for the supporting schedules.
  4. Download each for your annual accounts.
Watch out. If the trial balance does not balance, stop. Every statement below it is drawn from the same postings and will carry the same break.
Reconcile the ledger to PF transactionsConfirm what the PF module recorded matches what the ledger holds.

Where to find itAccounting & GLReconciliation

  1. Open the reconciliation screen.
  2. Review the differences listed between PF transactions and ledger postings.
  3. Rebuild the reconciliation after posting corrections, to refresh it.
Worth knowing. Reconcile monthly rather than annually. A month’s worth of breaks is a morning’s work; a year’s worth is a project.
Analyse corpus and receivablesCorpus simulation, receivables analysis, and cash flow projection.

Where to find itAccounting & GLAnalysis

  1. Open the corpus simulation, set your assumptions, and run it.
  2. Open receivables analysis to see what is owed to the trust and how long it has been outstanding.
  3. Open the cash flow projection for expected movement.

Compliance scorecards

Scorecards that tell you where the trust stands before an inspection does.

Read your compliance scorecardWhere the trust stands against the rules you are scored on.

Where to find itCompliance ScorecardsScorecards

  1. Switch to the Compliance Scorecards module.
  2. The dashboard shows the current score and the areas dragging it down.
  3. Open a scorecard to see the rule-by-rule detail behind the score.
  4. Open the trend view to see how the score has moved over time.
Worth knowing. Check this before an inspection, not after one. The detail view names the specific records causing each deduction.
Adjust how compliance is scoredChange the weight or threshold on a scoring rule.

Where to find itCompliance ScorecardsScoring Rules

  1. Open the scoring rules screen.
  2. Open the rule you want to change.
  3. Adjust its weight or threshold and save.
  4. Re-open the scorecard to see the recalculated score.
Watch out. Changing a rule changes the trend line too, so historic scores are no longer comparable with the new ones. Note when you changed it.

Other modules

Welfare Fund and Insurance — separate modules running on the same login.

Run the Welfare Fund moduleA parallel fund with its own members, contributions, loans, grants, and year close.

Where to find itWelfare Fund

  1. Switch to the Welfare Fund module from the landing page.
  2. Set up masters: benefit master, benefit settings, loan categories, grant categories, interest percentage, and the fund’s bank master.
  3. Load member opening balances, and maintain the list of employees excluded from the fund.
  4. Import the fund’s payroll data each month.
  5. Process loan applications, disbursements, and monthly recovery.
  6. Process grants: set up grant master entries and record disbursements.
  7. Handle settlement applications and disbursements for leavers.
  8. Prepare bank advice and payment vouchers for what you disburse.
  9. Run the financial year closing at year end.
Worth knowing. The Welfare Fund keeps its own masters and balances. Nothing you set up in Employee PF carries across.
Run the Insurance moduleGroup policies, member and dependent cover, and the claims lifecycle.

Where to find itInsurance

  1. Switch to the Insurance module.
  2. Set up masters: policies, hospitals, sickness codes, couriers, and the insurance bank master.
  3. Assign policy numbers and add members to a policy, with their dependents.
  4. Lodge a claim with the claim detail, then manage its receipt and status as it progresses.
  5. Issue reference letters to hospitals where needed.
  6. Track progress with the claim status, pending claim, claim forwarding, member addition, and policy holder reports.

Troubleshooting

The things that go wrong most often, and what actually fixes them.

The system says this payroll month is already importedThe month has data. Decide whether to add to it or replace it.

Where to find itEmployee PFTransactionsImport Payroll Data

  1. Open the imported-data listing and filter to that year and month to see what is already there.
  2. If the existing data is correct and you are posting extra wages, use the arrear import instead — see Import arrear payroll for a past period.
  3. If the existing data is wrong, delete the month and import it again — see Correct a payroll month you imported wrongly.
  4. If the month belongs to a closed financial year, you cannot delete it. Post the correction as an arrear.
A settlement figure is not what the member expectedWork through the four inputs that move the number.

Where to find itEmployee PFTransactionsPF Settlement

  1. Check every payroll month up to the date of leaving is imported and committed. A missing month is the most common cause.
  2. Check the settlement date. Interest is computed to that date, and it is not always the same as the date of leaving.
  3. Check the member’s opening balance, and any adjustment posted against it.
  4. Check for an unposted transfer-in from a previous employer.
  5. Compare the settlement breakdown against the member’s PF statement line by line to find where the two diverge.
Worth knowing. If the gap is roughly one month of contribution, it is a missing payroll import. If it is a small interest-only difference, it is the settlement date.
A bulk PDF or email run has not finishedLarge generation runs in the background. Check the status screen.

Where to find itEmployee PFReportsPF Statement

  1. Open the status screen for the generation run.
  2. A run still in progress will show as such — large trusts take time.
  3. If it shows as failed, start it again for a smaller selection of members to narrow down the cause.
  4. If it stays queued without progressing, raise it with support — the background worker may need attention.
An Excel or PDF download failsUsually a server-side permission on the temporary file area.

Where to find itAny module

  1. Try the same export again — a transient failure will usually clear.
  2. Try a narrower date range or filter, to rule out sheer volume.
  3. If it keeps failing, raise it with support and quote the screen name and the filters you used.
Worth knowing. Errors mentioning permissions or a temporary directory are server-side, not something you can fix from the browser. Report them rather than retrying repeatedly.
You are signed out unexpectedlySessions expire after a period of inactivity.

Where to find itAny module

  1. Sign back in. You will return to the landing page.
  2. Re-open the screen you were working on.
  3. Anything you saved is safe. Anything staged but not committed — a payroll or settlement batch at preview — is still staged and can be resumed.
Worth knowing. On long data-entry screens, save as you go. A session that expires mid-form loses whatever has not been saved.
Get help from a personWhat to include so we can answer on the first reply.
  1. Note the module and screen name where the problem happened.
  2. Note what you expected and what happened instead.
  3. Note the trust, financial year, and any filters that were applied.
  4. For a specific member, include the PS number rather than the name.
  5. Take a screenshot including any error message in full.
  6. Send it to us through the contact form.
Worth knowing. The PS number and the exact screen name are the two details that most often decide whether we can reproduce a problem straight away.

Still stuck?

Tell us the screen you were on and what you expected to happen. If it involves one member, send the PS number — it is usually all we need to reproduce the problem.

Contact supportBook a walkthrough