Introduction

Managing employee entitlements and deductions can be a recurring or ad-hoc task, depending on various factors such as incentives, performance-based rewards, penalties, or one-time adjustments.

uKnowva HRMS provides a streamlined way to add these types of earnings or deductions temporarily without altering the entire salary structure.

This functionality ensures accuracy, flexibility, and ease in handling short-term payroll variations.

Whether you need to manually add one-time entitlements or import them in bulk for multiple users, uKnowva HRMS makes the process user-friendly and efficient.

Here’s a step-by-step guide to help you add entitlements or deductions temporarily in your uKnowva HRMS.

Step 1: Access the Earnings/Deductions Page

To begin, log in to your uKnowva HRMS account and navigate to the HR Manager menu located in the left-hand navigation panel.

From the list of sub-menus, click on the Earnings/Deductions sub-menu.

This section allows you to add individual earning or deduction entries.

It is especially useful when you want to add temporary values that apply for only a particular payroll month without changing the core salary structure.

Step 2: Add a New Entry Manually

Once you reach the Earnings/Deductions page, click the + button located at the top-right area of the screen.

This action will open a new form where you can input all relevant details. Fill in fields like the Type (whether it is an earning or a deduction), Amount, Month, Employee Name, and other related information.

Make sure to verify the data carefully before submission. Once everything looks good, click on Save to add the entry.

If you want to cancel the operation, you can click the Cancel button to discard the form and return to the main page.

When you add an earning entry, the system treats the label you enter as a Header Name, and this header will automatically appear on the employee’s payroll screen.

Step 3: Import Earnings and Deductions for Multiple Users

If you need to apply temporary earnings or deductions to multiple employees at once—and if the amounts vary from user to user—you can use the import functionality instead of adding them manually one at a time.

Return to the Earnings/Deductions page from the HR Manager menu. This page displays a table with existing entries categorized by Type, Group, User, Month, Year, Amount, and more.

At the top of this table, you’ll find the Import CSV button. Click this button to open a pop-up window that provides two import methods: Basic Import and Legacy Import.

Step 4: Use the Basic Import Method

Under the Basic Import tab, you’ll need to upload a CSV file containing specific columns such as Username, Month, Year, Bonus_earnings, and Adjustment_deductions.

You can download a sample template directly from this section to ensure you’re using the correct format.

After populating the template with your data, upload the file using the Choose your file field and click the Upload CSV Files button to complete the process.

Click on the checkbox to replace the existing data.

This is best suited for straightforward entries that require minimal details.

Step 5: Use the Legacy Import Method for Detailed Entries

If your payroll data requires more detailed fields, such as custom remarks, group assignment, or taxable status, choose the Legacy Import tab instead.

This method requires additional columns in the CSV file, including Type, Group, User ID, Month, Year, Amount, Remarks, Publish, and whether the entry is Non-Taxable.

You can download the legacy template from the same window, populate it accordingly, and upload it using the same interface.

Once your file is uploaded successfully using either method, the new earnings and deductions will automatically appear in the Earnings and Deductions table.

This confirmation ensures that all data has been processed correctly and integrated into the payroll system without the need for manual updates.

Conclusion

That’s it!

You’ve now successfully added temporary entitlements or deductions in uKnowva HRMS either for a single user manually or for multiple users through CSV import.

By following this process, you ensure your payroll remains dynamic and accurately reflects all additional earnings or adjustments made during a particular month.

This flexibility allows HR managers to handle one-time payments or deductions without disrupting the employee’s base salary structure.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..