> Machine-readable version of [https://mypfsoftware.com/help-desk](https://mypfsoftware.com/help-desk). > Site index for agents: [https://mypfsoftware.com/llms.txt](https://mypfsoftware.com/llms.txt) This site publishes machine-readable documentation for AI agents. The site index is at [/llms.txt](https://mypfsoftware.com/llms.txt). A markdown version of this page is available at [/help-desk.md](https://mypfsoftware.com/help-desk.md). Every page can be requested as markdown by appending `.md` to its URL or by sending the `Accept: text/markdown` header. [](/) [Features](/features)[Solutions](/solutions)[Free Ceiling Calculator](/free-wage-ceiling-calculator) Resources [About Us](/about) [Book a Demo](https://calendly.com/andolasoft/30min)[Contact Us](/contact) esc Common questions - A menu item or button is missingTroubleshooting Any module - Import the monthly payrollPayroll & contributions Employee PF › Transactions › Import Payroll Data - A settlement figure is not what the member expectedTroubleshooting Employee PF › Transactions › PF Settlement - Run year-end closingYear-end & interest Employee PF › Transactions › Year Closing ↑↓to move↵to open # Help desk Step-by-step guides for running your PF trust in myPF Software — from the monthly payroll import to year-end closing. Search the help desk Open the search palette, shortcut Ctrl K A menu item is missingImport the monthly payrollA settlement figure looks wrongRun year-end closing - All topics86 - Getting started5 - Masters & setup9 - Employees & members7 - Payroll & contributions7 - Loans & advances9 - Settlements9 - Pension & tax6 - Year-end & interest2 - Reports & statements6 - Banking & vouchers3 - Investment6 - Accounting & GL6 - Compliance scorecards2 - Other modules2 - Troubleshooting7 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 it|Employee PFDashboard 1. 1Open your organisation’s myPF Software URL and sign in with the email and password your administrator issued. 2. 2You land on the Employee PF dashboard — the default module for most users. 3. 3Read the contribution counter across the top for this period’s employee and employer contributions. 4. 4Scroll 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 it|Any moduleLanding page 1. 1Click the module name or logo at the top of the sidebar to return to the landing page. 2. 2The 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. 3Press Switch to module on the panel you want. 4. 4The 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. Find a member fastSearch employees from anywhere instead of paging through the member list. Where to find it|Employee PFGlobal search 1. 1Use the search box in the top bar from any screen. 2. 2Type a PS number, employee name, or PF account number. 3. 3Pick a result to open that member’s record directly. Worth knowing. PS number is the most reliable search key — names vary in spelling and initials between your payroll system and the trust register. Update your profile or change your passwordChange your own display details and password. Where to find it|Any moduleMy profile 1. 1Open the user menu in the top-right corner and choose My Profile. 2. 2Edit your details and save. 3. 3To 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 it|Employee PFAdministrationManage Roles 1. 1Go to Administration → Manage Roles and either open an existing role or create one. 2. 2Tick the screens the role should see. These control what appears in the sidebar. 3. 3For 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. 4Save the role. 5. 5Go to Manage Users, open the user, and assign the role. 6. 6Ask 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 it|Employee PFMastersTrusts 1. 1Go to Masters → Trusts and choose Add. 2. 2Enter the trust name, registration details, address, and the exemption particulars you file under. 3. 3Record the trustees against the trust. 4. 4Save. 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 it|Employee PFMastersBanks 1. 1Go to Masters → Banks and choose Add. 2. 2Enter bank name, branch, IFSC, and account number. 3. 3Save, 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 it|Employee PFMastersInterest Rates 1. 1Go to Masters → Interest Rates. 2. 2Choose Add and select the trust and financial year. 3. 3Enter the declared rate for the year. 4. 4Save. 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 it|Employee PFMasters 1. 1Work through Masters → Departments, Designations, Grades, Categories, and Employee Groups. 2. 2In each, choose Add, enter the code and description, and save. 3. 3Use 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 it|Employee PFMastersLoan Master 1. 1Go to Masters → Loan Master and choose Add. 2. 2Enter the loan name and code, and mark it active. 3. 3Set whether the advance is refundable or non-refundable. 4. 4Save. 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 it|Employee PFMastersLoan Rules 1. 1Go to Masters → Loan Rules and choose Add. 2. 2Pick the loan type the rule applies to. 3. 3Set Months of Wages — the multiple of monthly wages the member may draw. 4. 4Set the employee share and employer share percentages that may be drawn against. 5. 5Set the minimum balance that must remain in the account after disbursement. 6. 6Set the minimum service period, in months, before a member qualifies. 7. 7Mark 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 it|Employee PFMastersSettings 1. 1Open the popup lists under Settings and select the STLMT list. 2. 2Add a short code and its description for each reason the trust settles under. 3. 3Save. 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 it|Employee PFMastersRetirement Policy 1. 1Go to Masters → Retirement Policy. 2. 2Add a policy with the retirement age and the categories of member it applies to. 3. 3Save. 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 it|Employee PFAdministrationSystem Configuration 1. 1Go to Administration → System Configuration. 2. 2Enter the organisation name and address as they should print on documents. 3. 3Upload a logo, or remove the existing one to fall back to text. 4. 4Save. 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 it|Employee PFTransactionsManage Employees 1. 1Go to Transactions → Manage Employees. 2. 2Choose Add, or search for an existing member and choose Edit. 3. 3Fill in identity details — PS number, name, date of birth, date of joining, PAN, Aadhaar. 4. 4Set the trust, department, designation, grade, category, and employee group. 5. 5Enter the PF account number and the member’s bank account for settlement payments. 6. 6Save. 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 it|Employee PFTransactionsManage Employees 1. 1Open Manage Employees and filter for records awaiting approval. 2. 2Open the record and check the identity, trust, and PF details against source documents. 3. 3Set 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 it|Employee PFTransactionsManage Employees 1. 1Open the member in Manage Employees. 2. 2Go to the nominee section. 3. 3Add each nominee with name, relationship, date of birth, and share percentage. 4. 4Check 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 it|Employee PFTransactionsOpening Balance 1. 1Go to Transactions → Opening Balance. 2. 2Select the trust and the financial year you are opening with. 3. 3For each member, enter the employee share, employer share, and accrued interest brought forward. 4. 4Save. 5. 5Run 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 it|Employee PFTransactionsOpening Balance Adjustment 1. 1Go to Transactions → Opening Balance Adjustment. 2. 2Search for the member. 3. 3Enter the adjustment against employee share, employer share, or interest, with a reason. 4. 4Save. 5. 5Re-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 it|Employee PFTransactionsTransfer Employee Data 1. 1Go to Transactions → Transfer Employee Data. 2. 2Search for the member. 3. 3Enter the transferring establishment, the employee and employer shares received, and the interest component. 4. 4Record the date of receipt and save. 5. 5Verify 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 it|Employee PFTransactionsManage Employees 1. 1Open the member in Manage Employees. 2. 2Set the pension category to Higher Pension or Limited Pension. 3. 3Save. 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 it|Employee PFTransactionsImport Payroll Data 1. 1Go to Transactions → Import Payroll Data. 2. 2Choose the pay year and month. 3. 3Download the EPF data upload format. 4. 4Fill 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 it|Employee PFTransactionsImport Payroll Data 1. 1Go to Transactions → Import Payroll Data. 2. 2Select the trust, pay year, and pay month. 3. 3Upload your completed workbook. 4. 4The file is parsed into a staging area. Review the preview: row counts, totals, and any rows flagged as unmatched. 5. 5Open the month-wise employee payroll view to spot-check individual members. 6. 6When the totals agree with your payroll register, commit the import. 7. 7Confirm 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 it|Employee PFTransactionsImport Payroll Data 1. 1Go to Transactions → Import Payroll Data and open the imported-data listing. 2. 2Filter by pay year and month. 3. 3Open the month-wise employee payroll view for a member-by-member breakdown. 4. 4Download 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 it|Employee PFTransactionsImport Payroll Data 1. 1Open the imported-data listing and filter to the affected month. 2. 2For a handful of wrong rows, edit each one in place and save. 3. 3For a wholesale problem — wrong file, wrong month, shifted columns — delete the imported month. 4. 4Correct 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 it|Employee PFTransactionsImport Arrear Data 1. 1Go to Transactions → Import Arrear Data and download the sample workbook. 2. 2Enter 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. 3Upload the completed workbook. 4. 4Review the preview — it shows the target period each row will post to. 5. 5Commit 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 it|Employee PFTransactionsImport Payroll Data 1. 1Enter each member’s VPF amount in the VPF column of the payroll workbook. 2. 2Import the month as usual. 3. 3Check 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 it|Employee PFTransactionsReceipts 1. 1Set up the receipt heads you need under Receipt Head. 2. 2Go to Transactions → Receipts and choose Add. 3. 3Select the head, enter the amount, the date, and the bank account credited. 4. 4Save. ## 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 it|Employee PFTransactionsPF Loan Application 1. 1Go to Transactions → PF Loan Application and start a new application. 2. 2Select the member and the loan type. 3. 3The eligibility check runs against the active loan rule and returns the maximum admissible amount. 4. 4If 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 it|Employee PFTransactionsPF Loan Application 1. 1Go to Transactions → PF Loan Application and choose Add. 2. 2Select the member and the loan type. 3. 3Enter the amount applied for — at or below the eligible limit — and the purpose. 4. 4Set the number of instalments for recovery, for a refundable advance. 5. 5Save. The application moves to Pending. 6. 6Print 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 it|Employee PFMastersLoan Master 1. 1From Loan Master, open the document checklist for a loan type. 2. 2Add each required document — allotment letter, estimate, medical certificate — and mark whether it is mandatory. 3. 3Save the checklist. It now applies to new applications of that type. 4. 4Open a loan application and go to its documents section. 5. 5Upload 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 it|Employee PFTransactionsLoan Approve / Reject 1. 1Go to Transactions → Loan Approve / Reject. 2. 2Open the pending application. 3. 3Review the eligible amount, the amount applied for, and the attached documents. 4. 4Approve — adjusting the sanctioned amount downward if required — or reject with a reason. 5. 5Save. 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 it|Employee PFTransactionsLoan Cancel 1. 1Go to Transactions → Loan Cancel. 2. 2Find the application. 3. 3Record 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 it|Employee PFTransactionsPF Loan Payment 1. 1Go to Transactions → PF Loan Payment. 2. 2Open the sanctioned application. 3. 3Enter the disbursement date, the amount paid, and the payment mode. 4. 4Save. The recovery schedule is generated from the instalment count on the application. 5. 5Include 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 it|Employee PFTransactionsImport Payroll Data 1. 1Include the loan recovery amounts in your monthly payroll workbook. 2. 2Import the month as usual. 3. 3Check the recovery has landed against the right loan in the loan receipt view. 4. 4Use 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 it|Employee PFTransactionsEmployee Loan Direct Pay 1. 1Go to Transactions → Employee Loan Direct Pay. 2. 2Search for the member and select the open loan. 3. 3Enter the amount received, the date, and the instrument details. 4. 4Save. 5. 5Confirm the outstanding balance has reduced on the refundable loan schedule report. Report on loansDisbursement summaries, detail listings, and outstanding schedules. Where to find it|Employee PFReports 1. 1For what went out in a month, run the monthly loan disbursement summary or detail report. 2. 2For what is still owed, run the refundable loan schedule report. 3. 3For a single member’s history, run the employee loan information report. 4. 4Download 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 it|Employee PFTransactionsPF Settlement 1. 1Application — 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. 2Verification — a second user checks the computed figures, the member’s details, and the supporting documents. 3. 3Approval — the sanctioning authority approves the verified case. 4. 4Payment — 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 it|Employee PFTransactionsPF Settlement 1. 1Go to Transactions → PF Settlement and choose Add. 2. 2Search for the member. 3. 3Enter the date of leaving and the settlement date. 4. 4Select the reason code — retirement, death, resignation, and so on. 5. 5The settlement figures are computed: opening balances, contributions for the year, interest, closing balances, and TDS. 6. 6Review 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 it|Employee PFTransactionsPF Settlement Verification 1. 1Go to Transactions → PF Settlement Verification. 2. 2Open a case awaiting verification. 3. 3Check the date of leaving and settlement date against the member’s file. 4. 4Check the computed breakdown against the member’s PF statement. 5. 5Mark verified, or send it back with remarks. Approve a settlementSanction a verified case for payment. Where to find it|Employee PFTransactionsPF Settlement Approved 1. 1Go to Transactions → PF Settlement Approved. 2. 2Open a verified case. 3. 3Confirm the payable amount and the TDS deducted. 4. 4Approve and save. 5. 5Generate 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 it|Employee PFTransactionsPF Settlement Payment 1. 1Go to Transactions → PF Settlement Payment. 2. 2Open the approved case. 3. 3Enter the payment date, mode, and the bank account drawn on. 4. 4Save. 5. 5Include 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 it|Employee PFTransactionsBulk Settlement 1. 1Go to Transactions → Bulk Settlement and download the sample workbook. 2. 2Enter 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. 3Leave Settlement Date blank on a row to use the batch default you set at upload. 4. 4Upload the workbook and set the batch defaults for reason code and settlement date. 5. 5Review the preview. It shows valid rows, error rows, and the computed amount for each member. 6. 6Download the error report, fix those rows, and re-upload if needed. 7. 7Commit the batch. Watch the progress screen until it reports committed. 8. 8Discard 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 it|Employee PFTransactionsPF Settlement 1. 1Open an approved settlement. 2. 2Choose to generate the sanction letter. 3. 3Preview it and check the member details, the amount, and the TDS line. 4. 4Download 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 it|Employee PFTransactionsStatutory Forms 1. 1Open the statutory forms picker. 2. 2Choose 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. 3Select the member and the settlement the form relates to. 4. 4Preview, 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 it|Employee PFReports 1. 1Run the monthly settlement summary for totals by month. 2. 2Run the settlement details report for case-level listings. 3. 3Filter by trust, financial year, and reason code as needed. 4. 4Download 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 it|Employee PFTransactionsMember Pension Details 1. 1Go to Transactions → Member Pension Details and choose Add. 2. 2Select the member. 3. 3Record the declaration — Higher Pension or Limited Pension — with the effective date and the reference of the member’s option. 4. 4Save. 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 it|Employee PFTransactionsMember Pension Details 1. 1Open the pending declarations list. 2. 2Open the declaration and check it against the EPFO communication. 3. 3Approve it, or reject it with a reason. 4. 4On approval, the member’s pension category is updated automatically. 5. 5Confirm 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 it|Employee PFTransactionsForm 15 Declarations 1. 1Go to Transactions → Form 15 Declarations and choose Add. 2. 2Select the member and the financial year. 3. 3Record whether it is Form 15G or 15H, with the declaration date and reference. 4. 4Save. 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 it|Employee PFTransactionsTDS Deductions 1. 1Go to Transactions → TDS Deductions. 2. 2Add a deduction against a member and settlement, with the amount and date. 3. 3Save. 4. 4Reconcile against the TDS report before you file. Generate the TDS reportThe tax deducted across settlements, ready for filing. Where to find it|Employee PFReportsTDS Report 1. 1Go to Reports → TDS Report. 2. 2Select the trust and financial year. 3. 3Generate, and review on screen. 4. 4Download 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 it|Employee PFReportsMonthly EPS Report 1. 1Go to Reports → Monthly EPS Report. 2. 2Select the trust, year, and month. 3. 3Generate 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 it|Employee PFTransactionsYear Closing 1. 1Confirm every payroll month of the year has been imported and committed. 2. 2Confirm the declared interest rate is on record for the year — see Maintain interest rates by financial year. 3. 3Confirm all settlements dated within the year are through to payment. 4. 4Go to Transactions → Year Closing and select the trust and financial year. 5. 5Run the closing. Interest is computed and credited, and closing balances are produced. 6. 6Reconcile 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 it|Employee PFReportsEmployee Closing Balance 1. 1Go to Reports → Employee Closing Balance. 2. 2Select the trust and financial year. 3. 3Generate and review. 4. 4Download 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 it|Employee PFReportsPF Statement 1. 1Go to Reports → PF Statement. 2. 2Select the trust and financial year. 3. 3Filter to a department, category, or individual member if you need a subset. 4. 4Generate and review on screen. 5. 5Download the PDF. Generate and email PF statements in bulkProduce statements for every member at once, and mail them out. Where to find it|Employee PFReportsPF Statement 1. 1Open the PF statement screen and select the trust and financial year. 2. 2Select the members — all of them, or a filtered subset. 3. 3Start bulk generation. The job runs in the background, so you can leave the screen. 4. 4Check the status screen for progress. 5. 5When 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 it|Employee PFReports 1. 1Go to Reports and select Form 7 or Form 8. 2. 2Select the trust and financial year. 3. 3Generate and review. 4. 4Download 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 it|Employee PFReports 1. 1Go to Reports and select the schedule you need. 2. 2Select the trust and financial year. 3. 3Generate, review, and download. Generate the actuarial valuation reportThe data pack your actuary needs for the annual valuation. Where to find it|Employee PFReportsActuarial Valuation 1. 1Go to Reports → Actuarial Valuation. 2. 2Select the trust and financial year. 3. 3Generate and download to Excel. 4. 4Send it to your actuary. Run the monthly MIS packThe recurring reports most trusts circulate to trustees each month. Where to find it|Employee PFReports 1. 1Month-wise payroll report — contributions posted for the month. 2. 2PF month-wise summary — the trust-level roll-up. 3. 3PF opening and closing balance reports — movement for the period. 4. 4PF trust balance report — the trust’s overall position. 5. 5No-contribution report — members with no contribution in the period. 6. 6Operative and non-operative accounts — dormancy review. 7. 7Employees 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 it|Employee PFTransactionsBank Advice 1. 1Go to Transactions → Bank Advice and choose Add. 2. 2Select the trust, the paying bank account, and the date. 3. 3Select the payments to include — settlements and loan disbursements recorded as paid. 4. 4Save the advice. 5. 5Print 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 it|Employee PFTransactionsBank Advice 1. 1Open the saved bank advice. 2. 2Choose the NEFT letter option. 3. 3Preview and check the account details and the total. 4. 4Download and send to the bank. Print a payment voucherThe internal voucher supporting a payment, for your records. Where to find it|Employee PFTransactionsPayment Voucher 1. 1Go to Transactions → Payment Voucher. 2. 2Select the payment. 3. 3Generate 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 it|Investment AnalyticsRegister 1. 1Switch to the Investment Analytics module. 2. 2Set up investment categories, schemes, and sectors if you have not already. 3. 3Open the register and add an investment with its instrument details, amount, purchase date, rate, and maturity date. 4. 4Save. 5. 5Open any holding to see its ledger. 6. 6Export the register when you need it outside the system. Record a NAVKeep valuations current so analytics mean something. Where to find it|Investment AnalyticsRegister 1. 1Open the holding in the investment register. 2. 2Record the NAV with its valuation date. 3. 3Save. 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 it|Investment AnalyticsMonitor 1. 1Open the maturity monitor. 2. 2Review instruments approaching maturity, and put or call dates coming up. 3. 3Check 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 it|Investment AnalyticsAnalytics 1. 1Open the analytics screen. 2. 2Review composition by category, scheme, and sector, and the yield analysis. 3. 3Rebuild 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 it|Investment AnalyticsProjections 1. 1Open the cash flow projection to see scheduled inflows from the current portfolio. 2. 2Open the scenario screen, set your assumptions, and run it. 3. 3Use 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 it|Investment AnalyticsReports 1. 1Run the fund performance report for returns across the portfolio. 2. 2Run the comparative report to compare periods, and download it as PDF. 3. 3Run 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 it|Accounting & GLChart of Accounts 1. 1Switch to the Accounting & GL module and open the chart of accounts. 2. 2Create your account groups. 3. 3Add account heads under each group and classify them. 4. 4Save. 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 it|Accounting & GLVouchers 1. 1Open Vouchers and choose to create one. 2. 2Select the voucher type and date. 3. 3Add the debit and credit lines against account heads, with narration. 4. 4Check the voucher balances, then post it. 5. 5To 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 it|Accounting & GLLedgers 1. 1Open the account ledger and select a head and period to see its movement. 2. 2Open the employee loan ledger for a member’s loan account. 3. 3Record 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 it|Accounting & GLStatements 1. 1Run the trial balance first and confirm it balances. 2. 2Run the balance sheet, the receipts and payments account, and the revenue and expenditure account. 3. 3Run the schedule statement for the supporting schedules. 4. 4Download 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 it|Accounting & GLReconciliation 1. 1Open the reconciliation screen. 2. 2Review the differences listed between PF transactions and ledger postings. 3. 3Rebuild 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 it|Accounting & GLAnalysis 1. 1Open the corpus simulation, set your assumptions, and run it. 2. 2Open receivables analysis to see what is owed to the trust and how long it has been outstanding. 3. 3Open 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 it|Compliance ScorecardsScorecards 1. 1Switch to the Compliance Scorecards module. 2. 2The dashboard shows the current score and the areas dragging it down. 3. 3Open a scorecard to see the rule-by-rule detail behind the score. 4. 4Open 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 it|Compliance ScorecardsScoring Rules 1. 1Open the scoring rules screen. 2. 2Open the rule you want to change. 3. 3Adjust its weight or threshold and save. 4. 4Re-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 it|Welfare Fund 1. 1Switch to the Welfare Fund module from the landing page. 2. 2Set up masters: benefit master, benefit settings, loan categories, grant categories, interest percentage, and the fund’s bank master. 3. 3Load member opening balances, and maintain the list of employees excluded from the fund. 4. 4Import the fund’s payroll data each month. 5. 5Process loan applications, disbursements, and monthly recovery. 6. 6Process grants: set up grant master entries and record disbursements. 7. 7Handle settlement applications and disbursements for leavers. 8. 8Prepare bank advice and payment vouchers for what you disburse. 9. 9Run 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 it|Insurance 1. 1Switch to the Insurance module. 2. 2Set up masters: policies, hospitals, sickness codes, couriers, and the insurance bank master. 3. 3Assign policy numbers and add members to a policy, with their dependents. 4. 4Lodge a claim with the claim detail, then manage its receipt and status as it progresses. 5. 5Issue reference letters to hospitals where needed. 6. 6Track 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. A menu item or button is missingAlmost always the active module or a permission that has not been refreshed. Where to find it|Any module 1. 1Check which module you are in. The sidebar shows one module at a time, so the screen may simply live elsewhere — see Switch between modules. 2. 2If you are in the right module, ask your administrator to confirm your role has that screen granted. 3. 3If it is a button rather than a whole screen, the screen is granted but the specific action is not. Ask for the action — add, edit, delete, approve, export — to be granted. 4. 4Sign out and sign back in. Watch out. Signing out and back in is the step people skip. Permissions are read into your session once at sign-in, so a grant made while you are logged in has no effect until you re-authenticate. The system says this payroll month is already importedThe month has data. Decide whether to add to it or replace it. Where to find it|Employee PFTransactionsImport Payroll Data 1. 1Open the imported-data listing and filter to that year and month to see what is already there. 2. 2If 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. 3If the existing data is wrong, delete the month and import it again — see Correct a payroll month you imported wrongly. 4. 4If 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 it|Employee PFTransactionsPF Settlement 1. 1Check every payroll month up to the date of leaving is imported and committed. A missing month is the most common cause. 2. 2Check the settlement date. Interest is computed to that date, and it is not always the same as the date of leaving. 3. 3Check the member’s opening balance, and any adjustment posted against it. 4. 4Check for an unposted transfer-in from a previous employer. 5. 5Compare 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 it|Employee PFReportsPF Statement 1. 1Open the status screen for the generation run. 2. 2A run still in progress will show as such — large trusts take time. 3. 3If it shows as failed, start it again for a smaller selection of members to narrow down the cause. 4. 4If 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 it|Any module 1. 1Try the same export again — a transient failure will usually clear. 2. 2Try a narrower date range or filter, to rule out sheer volume. 3. 3If 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 it|Any module 1. 1Sign back in. You will return to the landing page. 2. 2Re-open the screen you were working on. 3. 3Anything 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. 1Note the module and screen name where the problem happened. 2. 2Note what you expected and what happened instead. 3. 3Note the trust, financial year, and any filters that were applied. 4. 4For a specific member, include the PS number rather than the name. 5. 5Take a screenshot including any error message in full. 6. 6Send 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 support](/contact)[Book a walkthrough](https://calendly.com/andolasoft/30min) Deadline AMNESTY 2026 closes on 28 December 2026. A one-time EPFO window for trusts that hold Income Tax recognition but no formal exemption order. [Check whether yours qualifies →](/amnesty-2026) [Book a free demo](https://calendly.com/andolasoft/30min)[Request a free data assessment](/contact?intent=data-migration-assessment) [](/) India's dedicated PF Trust Management platform. Built for EPFO-exempted establishments. [info@andolasoft.com](mailto:info@andolasoft.com)[+91 9237381928](tel:+919237381928)Andolasoft (India) Private Limited A/65, Mancheswar Ind Est. 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