Prior Payroll

If you’ve started using Zoho Payroll in the middle of a financial year, it is of paramount importance that you import the details of all the pay runs that you’ve run this year. This helps us calculate accurate year-to-date values for Net Earnings and Tax Deduction at Source (TDS). This document will guide you through all the steps involved in importing your prior payroll data to Zoho Payroll.

Importing Prior Payroll

Once you’ve set up your organisation, you’ll be taken to the Getting Started page.

Pending Tasks

Here, you can view a list of tasks that you need to complete before you can start processing your monthly pay runs. Click Configure Prior Payroll.

You’ll be taken to a screen where you can view all the different fields that you would have to include in your import file.


Click Set up prior payroll.

The setup consists of three steps:

STEP 1: Employee Information

In this step, you can view all the employees that you’ve added to your organisation. You can also add active and terminated employees by clicking the respective buttons. Click here to learn more about adding employees. Make sure that you have added the details of all the employees that you have paid in this financial year, and click Next.

Step 1

STEP 2: Pay Information

This is where you upload your past pay runs in the form of a CSV or XLS file. Click the Upload Now button next to the corresponding month to get started.

Step 2

Your upload file should contain the employee ID of the employees along with the earnings, deductions, reimbursements, income tax and the employee and employer contributions towards the various statutory components. You can view the sample file to get an idea about the format in which the data needs to be populated in the import file.

Choose File Mapping Preview

Note: Investment details and perquisite details of all employees, including terminated employees should be added before uploading Pay Information. For terminated employees, the declarations made here will be taken into consideration for Form 16. You can add the investment details in the respective employee profiles under Investment Details. Alternatively, you can also import the prior payroll details in the Employees module.

STEP 3: Summary

View a detailed Employee-wise and Overall Summary and click Submit.

Step 3

This concludes the import process. You can now run your monthly pay runs and process payroll.

Editing/Disabling Prior Payroll

Prior payroll can be edited or disabled if you want to opt out of prior payroll after the organisation setup.


To disable or edit prior payroll:

Getting Started Configure Prior Payroll Edit Prior Payroll Disable Prior Payroll

Enabling Prior Payroll

If you had chosen to not record prior payroll during setup and want to enable prior payroll later, go to the Home module > Getting StartedConfigure Prior PayrollEnable Prior Payroll.

Enable Prior Payroll

Deleting Prior Payroll

If you’ve entered incorrect information in the prior payroll details or update prior payroll, you need to delete the existing information and add new details.



Clear Data

You can choose to upload new payroll details, or disable prior payroll completely.