Frequently Asked Questions

Welcome to your go-to Z-Pay Payroll FAQs, where you’ll find a complete guide to setting up, configuring, and troubleshooting Z-Pay. From TDS and Leave Management to EPF, ESIC, Reimbursement, and more, each section walks you through the process step-by-step.

In addition, you’ll get clear navigation paths (Configuration ⇒ Company Setup, Transaction ⇒ Reports) to help you find exactly what you need. Whether you’re enabling features, resolving issues, or simply looking to improve your payroll process, this guide ensures you have all the answers at your fingertips for seamless payroll management.

General

Configuration ⇒ Company Setup
  EPF Details ⇒ To configure PF details
  ESIC Details ⇒ To configure ESIC details
  TDS Configure ⇒ To configure TDS-related information

Go to ⇒ Configuration ⇒ Features & Options and enable required features

Yes. Go to Master ⇒ Unit/Branch ⇒ New EMP ID series ⇒ Yes (now configure the details)

Master ⇒ Professional Tax ⇒ Configure the PT calculation mode and other details

Master ⇒ Loan Type Master

Master ⇒ Penalty & Reward Setup ⇒ Late Arrival Penalty and Short Work Hours Penalty

Master ⇒ Penalty & Reward Setup ⇒ Full Attendance Reward

Yes, Go to Master ⇒ Holiday Master ⇒ Annual Holiday

Yes, Go to Master ⇒ Holiday Master ⇒ Group-wise Weekly Off

Go to Employee Master ⇒ Choose 1st weekly off and 2nd weekly off

Through this process, you can create a slab to increase the salary from a particular month. If you calculate salary for that month, it will be prepared according to the increased amount.

Transaction ⇒ Labour Welfare Fund

Z-Pay Reports ⇒ Labour Welfare Fund Return

Technical

P4 or above computer system with Operating System Windows XP SP2 or above
1 GB RAM
350 MB Hard Disk Space
1024 × 768 monitor screen resolution
SQL Server on the server system to run multi-user

Date: dd/MM/yyyy; Time format: H:mm:ss

Control Panel ⇒ Regional and Language Options ⇒ [English (United States) default] ⇒ Customize
Choose Date ⇒ Short Date (dd/MM/yyyy), Long Date (dd/MM/yyyy).
Choose Time ⇒ Time Format (H:mm:ss)

Install Vfpoledb.exe (available in Z-Pay Setup CD under Utility Software). After installation, create the DBF file.

SQL Express SP3; after installation, check the services.

Utility menu ⇒ Data Management ⇒ Remove employee data before joining date

Utility menu ⇒ Data Management ⇒ Remove employee data after leaving job

Open Z-Pay ⇒ “Do you want to register now?” ⇒ YES ⇒ fill License No., Key No., Company Name, Email ID ⇒ click Generate License ⇒ confirmation message appears

Open Z-Pay ⇒ Backup button ⇒ choose Backup Folder/Company ⇒ Start backup

Open your Z-Pay folder ⇒ go to Bin folder ⇒ replace with the new EXE

    TDS

    Step – 1: Tick TDS in Features & Options and Company Setup ⇒ modify TDS details in Company Setup.
    Step – 2: In Allowance/Deduction Masters, enable TDS True on which you would like to calculate TDS.
    Step – 3: Configuration ⇒ TDS ⇒ Income Tax Rate Slab / Perquisite Master / Savings & Investments ⇒ set as required or use defaults.
    Step – 4: Transaction ⇒ Taxation Details ⇒ Emp. Perquisites Details ⇒ fill employee perquisites one by one.
    Step – 5: Transaction ⇒ Taxation Details ⇒ Emp. Other Income ⇒ fill any other income.
    Step – 6: Transaction ⇒ Taxation Details ⇒ Emp. HRA Details ⇒ fill HRA details.
    Step – 7: Transaction ⇒ Taxation Details ⇒ Emp. Savings/Investments ⇒ fill Savings/Investments.
    Step – 8: Transaction ⇒ Taxation Details ⇒ Emp. Tax Modification ⇒ fill Modified Tax Details.
    Step – 9: Transaction ⇒ Taxation Details ⇒ TDS Computation Details ⇒ compute using the entered data.

    Z-Pay Reports ⇒ TDS & Reimbursements ⇒ all reports/challan are available

    Bulk Data Editing

    Bulk Data Editing is an important feature of Z-Pay; through this feature you can apply any change to multiple objects.

    The following types of Bulk Data Editing are available in Z-Pay:
    Over Time Modification — modify overtime for all employees at the same time.
    Employee Salary Modification — modify salary (allowances & deductions) for all employees at the same time.
    Employee Master Modification — modify details (e.g., Name, Father’s Name, etc.) for all employees at the same time.
    Employee Opening Leave Modification — allocate opening leave for all employees at the same time.

    Over Time Management

    Configuration ⇒ Company Setup

    Yes, Master ⇒ Unit/Branch ⇒ Over Time tag

    Yes. Employee Master ⇒ Enable OT Yes/No (as needed).
    Note: You can set multiple settings related to overtime:
    • Whether to pay overtime or give compensatory off
    • Whether to treat holiday as overtime or not

    Shift Management

    Configuration ⇒ Company Setup ⇒ Shift Details

    Arrear

    Configuration ⇒ Arrear Setup

    Transaction ⇒ Arrear Calculation Process
    Here you can calculate arrear Unit/Department/Employee-wise. Define the period for which you would like to calculate the arrear and mention from which month’s salary will be compared for increment.

    Employee Master

    Master ⇒ Employee Master Information ⇒ Employee Master

    Not compulsory, but very useful in many reports; if filled, retirement age will come automatically.

    Yes. You can mention any one of the following statuses for any employee:
    If Confirmed ⇒ mention the confirmation date (compulsory)
    Probation
    Trainee
    Part Timer
    Temporary
    Exempted
    Contract
    Resigned ⇒ mention the Resignation date
    Expelled ⇒ mention the Expulsion date
    Retired ⇒ mention the Retirement date

    In Employee Master ⇒ Misc. Details include:
    Employee SSN No
    PAN No
    E-mail ID
    Blood Group
    Mother Name
    No. of children
    No. of children who are studying
    Emp. password
    Salary Base ⇒ Monthly/Production basis
    Expelled
    Retired

    Attendance

    Yes, Transaction ⇒ Daily Attendance. There are many ways:
    Employee-wise
    Day-wise (All employees)
    Employee/Date-wise
    Employee Shift Re-Allocation
    Late Comers Modification

    Configuration ⇒ Company Setup

    Transaction ⇒ Monthly Attendance. It can be done two ways: Days worked or Days absent.

    Loans & Advances

    Configuration ⇒ Features & Options ⇒ Tick Loans & Advances

    Transaction ⇒ Loans & Advance ⇒ Employee Advance Payment

    Transaction ⇒ Loans & Advances ⇒ Advance Re-Scheduling

    Transaction ⇒ Loans & Advances ⇒ Employee Loan Payment

    The following reports are available:
    Employee/Month-wise
    Outstanding Summary

    Z-Pay Reports ⇒ Loans & Advances Details ⇒ (Employee/Month-wise and Outstanding Summary)

    Employee’s Provident Fund (EPF)

    Configuration ⇒ Company Setup ⇒ EPF Details

    Configuration ⇒ Company Setup ⇒ EPF Details.
    Note – Default value of the following EPF heads in Z-Pay:
    Pension Amount = 541
    Pension (A/C-10) = 8.33%
    EPF (A/C-01) = 12%
    Employer Contribution = 12%
    Admin Charge (A/C-02) = 1.10%
    Admin Charge (A/C-22) = 0.01%
    Insurance (A/C-21) = 0.50%
    Employee Wages = 6500
    Employer Wages = 6500
    Pension Wages = 6500

    Yes, Configuration ⇒ Company Setup ⇒ EPF Details ⇒ Update PF Wages & Rate to All Employees

    Yes, Go to Allowance Creation or Modification.

    Yes, Master ⇒ Unit/Branch ⇒ set PF = Yes and fill the PF details

    Yes, Employee Master ⇒ fill PF details (PF start date, wage limits, PF rates, etc.)

    Employee’s State Insurance Corporation (ESIC)

    Configuration ⇒ Company Setup ⇒ ESIC Details

    Configuration ⇒ Company Setup ⇒ ESIC Details.
    Note – Default value of the following ESIC heads in Z-Pay:
    Employee Contribution = 1.75%
    Employer Contribution = 4.75%
    ESIC Wages Limit = 12%

    Yes, Configuration ⇒ Company Setup ⇒ ESIC Details (Update All Employee)

    Yes, Go to Allowance Creation or Modification.

     

    Yes, Master ⇒ Unit/Branch ⇒ set ESIC = Yes and fill the details.

    Yes, Employee Master ⇒ fill ESIC details (ESIC start date, wage limits, ESIC rates, etc.)

    Bonus Management

    Configuration ⇒ Company Setup ⇒ Bonus Rules

    Configuration ⇒ Company Setup ⇒ Bonus Rules

    Configuration ⇒ Company Setup ⇒ Attendance Rule tab

    Configuration ⇒ Company Setup ⇒ General Rules

    Yes, Go to Allowance Creation or Modification.

    Masters/Accounts

    Configuration ⇒ Allowance Setup

    In Allowance Setup, specify the allowance type. It behaves as per the selected accounting type and is used for reporting.

    Pay Group is used to create earning and deduction rates. When you assign this pay group to any employee, these rates will be applied automatically.

    Yes, Configuration ⇒ Allowance Setup (all options available as Yes/No)

    Configuration ⇒ Deduction Setup

    Configuration ⇒ Gratuity Setup

    Leave Management

    Master ⇒ Leave Group Master
    Leave Approver (put responsible approvers)
    Leave Group (create multiple leave groups)
    Leave Master (create multiple leaves; configure annual leave, etc.)
    Leave Group vs Leave Master (assign leaves to a particular group)

    Transaction ⇒ Leave Management ⇒ Leave Entry

    Transaction ⇒ Leave Management ⇒ Compensative Days Working

    Transaction ⇒ Leave Management ⇒ Credit Leave Entry

    Transaction ⇒ Leave Management ⇒ Leave Encashment

    Reimbursement

    Configuration ⇒ Reimbursement Setup

    Transaction ⇒ Reimbursement ⇒ Employee Reimbursement Payment

    Transaction ⇒ Reimbursement ⇒ Employee Reimbursement Entry

    The following reports are available:
    Employee/Month-wise Reimbursement Summary.

    Z-Pay Reports ⇒ Reimbursement Details ⇒ (Employee/Month-wise Reimbursement Summary)