From frozen payroll to paid
- Create a batch from a frozen payroll. A payroll that is not frozen cannot be paid.
- Mark it ready, holding back any employee who should not be paid yet.
- Approve. The person who prepared the batch cannot approve it; only the company's owner account is exempt.
- Export the bank file in the layout your bank uses. Exporting does not mark anyone as paid.
- Upload it to your bank — outside HRMSMax.
- Record the results, one by one or from a results file, as paid, failed or returned. Failed payments can be retried; a payment can be reversed.
A database constraint stops the same salary being paid twice.
Bank file layouts
| Layout | Notes |
|---|---|
| Generic CSV | For banks without a dedicated layout, or for your own processing. |
| HDFC Bank | Distinguishes transfers within HDFC from NEFT. |
| ICICI Bank | The debit account is set on each batch. |
| State Bank of India |
These layouts have not yet been confirmed by the banks themselves. Test the first file with your bank before a live salary upload.
Bank reconciliation
Import the bank statement (in HRMSMax's CSV layout) and HRMSMax matches each credit to a salary payment — by UTR first, then bank reference, then amount within a date window. It never matches on name, and a person confirms every match. Payments the bank returned are picked up.
Payroll accounting
Map payroll components to ledgers, then produce accrual and payment journals for each payroll, and a journal-voucher CSV prepared for Tally.
Payment reports
Bank advice, the salary payment register, the bank payment register and bank reconciliation reports.
Questions
Does HRMSMax transfer salary directly to employees' bank accounts?
No. There is no bank connection. HRMSMax exports a bank upload file; your team uploads it to the bank's portal.
Which banks' file layouts are supported?
A generic CSV, and HDFC Bank, ICICI Bank and State Bank of India layouts. None has yet been confirmed by the bank, so test the first file with your bank.
Can one person prepare and approve a salary payment?
No. The preparer of a payment batch cannot approve it. The company's owner account is the only exception.
What happens when a salary payment fails?
Record it as failed or returned from the bank's result; the payment can then be retried in a later export or reversed.