Attendance Vouchers under Payroll using TallyPrime

An Attendance Voucher is used to record employees’ attendance data, based on Attendance/ Production types (i.e., present or absent days, overtime hours and so on).

An Attendance Voucher allows you to record the attendance/ production units for employees. TallyPrime 4 gives you the flexibility to enter the attendance records through a single attendance voucher for a payroll period, or through multiple attendance vouchers as and when required within a payroll period. You also have the option of recording one attendance/ production voucher per employee per day or collectively for a month or any other variation thereof for all the employees.

In TallyPrime 4, the auto-fill facility (Alt+A) is used to prefill the required Attendance/Production types data for the selected employee group/ employee for the specified period.

 EXAMPLE-1 >>

On 30th April, 2024 the attendance records of M/s. Swayam Solutions displayed the following details:

In the above scenario, separate attendance vouchers are required to be entered for recording Present days and Overtime hours.

1.    Attendance Voucher – Auto Fill

In the attendance voucher, you can use the Ctrl+F (Auto Fill) button to speed up the data entry process.

Using Auto Fill, you can fill all employees of a selected Employee Category (if more than One Payroll Category is enabled) and/or a selected Employee Group and enter data for selected type of Attendance/Production Type for these employees.

1. Gateway of Tally > Vouchers > press F10 (Other Vouchers) > type or select Attendance.
2. Press F2 (Date) to enter the date as 30-4-2024.
3. Press Ctrl+F (Auto Fill) button to prefill employee payroll details.

The Attendance Auto Fill screen is displayed as shown:

[40-Payroll Management using TallyPrime]

In the Attendance Auto Fill screen,

• • Specify the Voucher Date as 30-04-2024 if not specified earlier
  • Select Primary Cost Category as Employee Category (If separate cost categories are used to capture employee cost, then select the respective Employee category)
  • Select All Items as Employee/ Group (if you want to generate payroll voucher for individual employee/ group, select the respective employee or group)
  • Select Present as Attendance Type in the Attendance/ Production Type field
  • Specify the require value that should be prefilled for all Employees e.g. 26
  • Press Enter to accept the screen

4.            Employees pertaining to the respective Employee Groups are displayed automatically

[41-Payroll Management using TallyPrime]

5. Alter the attendance details as given in the table above

The Attendance Voucher Creation screen with the attendance details screen is displayed as shown:

[42-Payroll Management using TallyPrime]

6.            Press Enter to accept the completed Attendance Voucher screen.

In the same way, create an Attendance Voucher for Overtime Hours.

The completed Attendance Voucher for Overtime Hours is displayed as shown:

[43-Payroll Management using TallyPrime]

• Press Enter to accept.

After creating the Attendance Voucher, you can change any attendance value for a particular employee, if required, in the Voucher Alteration mode.

2.    Attendance Voucher – Manual Entry

1. Gateway of Tally > Vouchers > press F10 (Other Vouchers) > type or select Attendance.

The Attendance Voucher Creation screen is displayed as shown:

[44-Payroll Management using TallyPrime]

2. Press F2 (Date) to change the date to 30-Apr-24.
3. Select the employee whose attendance you want to record from the List of Employees.
4. Select the Attendance/Production Type from the list.
5. Enter the Value.
6. Select End of List from the List of Employees.
7. Accept the screen. As always, you can press Ctrl+A to save.

[45-Payroll Management using TallyPrime]