💰 Liability
The Liability module is DaaiSuite’s single dashboard for everything your business owes but hasn’t paid out yet. PF, ESIC, Professional Tax, TDS challans, unpaid expenses, unpaid salaries, and pending employee reimbursements — all consolidated into one screen with seven sub-tabs.
Each sub-tab lists the liabilities of one type, shows what’s payable vs paid vs balance, and lets you mark a row Paid (or process payment) in-line. The aggregated balance from every sub-tab also feeds the PnL Report, so your accruals and payouts always agree.
🎯 Purpose
- Cash-flow visibility — at any moment, see how much you owe to government, vendors, and employees.
- Statutory compliance — PF / ESIC / PT / TDS rows are auto-created when payroll is generated, so nothing slips through the cracks.
- One-click payment — every row with a non-zero balance has an inline action to mark it Paid.
- Audit trail — every payment leaves a record you can trace back during compliance or finance audits.
📍 Screen: Finance → Liability
🗂️ The Seven Sub-tabs
The Liability page opens with seven tabs across the top. Each tab corresponds to one class of liability.
1️⃣ PF (Provident Fund)
Auto-generated from monthly payroll. One row per month with the consolidated PF amount payable to EPFO.
| Column | What it shows |
|---|---|
| Type | PF |
| Period | The salary month this PF belongs to (e.g., Apr 2026). |
| Payable | Total PF amount to deposit for the month. |
| Paid | How much of it has been paid out. |
| Balance | Payable − Paid. |
| Status | Unpaid / Partially Paid / Paid. |
| Action | Inline Pay button — visible only while Balance > 0. |
When does a row appear? The moment payroll for the month is generated, the PF row for that month is created with Payable = sum of employee + employer PF contributions.
2️⃣ ESIC
Same structure as PF — one row per month, generated from payroll. Type / Period / Payable / Paid / Balance / Status / Action.
When does a row appear? When salary is generated for the month, the ESIC row is created with the consolidated ESIC payable for that month.
3️⃣ Pro Tax (Professional Tax)
State-level Professional Tax. Same structure: Type / Period / Payable / Paid / Balance / Status / Action.
When does a row appear? When salary is generated for the month, the Pro Tax row is created based on each state’s PT slab.
💡 PF, ESIC, and Pro Tax all roll up per month, with no carry-forward. April’s PF is its own row, May’s PF is its own row — they never merge. This makes per-month challans clean.
4️⃣ TDS
The TDS sub-tab consolidates both salary TDS and vendor / non-salary TDS into a single grid. The unified Source column tells you where each row came from:
| Source value | Meaning |
|---|---|
Salary · {employee name} | TDS deducted on an employee’s salary. |
Vendor · {expense number} | TDS deducted on a vendor expense (rent, professional fees, etc.). |
Other visible columns: Amount, Paid, Section Code (the income-tax nature-of-payment code), and Challan Status. From this tab you can group rows under a single TDS Challan, mark the challan as paid, and store the challan number for filing.
When does a row appear?
- A salary TDS row appears when payroll is generated and the employee has TDS withheld.
- A vendor TDS row appears when an Expense with TDS withholding is saved.
5️⃣ Expense
Lists every expense that has been recorded in DaaiSuite but is generated but not yet paid out. Columns: Expense No., Type, Invoice No., Invoice Date, Description, Net, Total.
When does a row appear? Whenever you record a new expense and save it without marking it Paid in the same step. The row stays in this tab until the expense is marked Paid from its detail aside, at which point it drops off.
6️⃣ Salary
Lists generated salary slips that have not yet been paid out to the employee. Columns include the employee identity (Username, First Name, Last Name), Month, Year, Monthly CTC, Total Days, Paid Days, LWP, Earned, and Net Salary. There’s also a Pay action so you can mark a salary slip as paid in one click.
When does a row appear? A salary row lands here as soon as the slip is generated for the month. It drops off once the slip is marked Paid for that employee.
7️⃣ Reimburse
Lists pending employee reimbursement claims that have been raised but not yet paid out. Columns: Reimbursement No., Linked Expense Id, Employee Code, First / Last Name, Amount, Payment Status, Reimbursement Status, Payment Mode, Payment Date, Voucher Number, Transaction ID.
When does a row appear? When an employee submits a reimbursement claim and it is approved but not yet paid. Once Payment Status flips to Paid, the row drops off this tab.
📊 How Liability Balances Flow into the PnL Report
The Liability module is intentionally aligned with the PnL Report so that what shows on PnL exactly equals what the Liability module says is owed for that month.
- Salary tab — feeds the Salary line in PnL’s PAYROLL section.
- PF / ESIC / Pro Tax tabs — feed the PF / ESIC / Pro Tax lines in PnL’s PAYROLL section.
- TDS tab — contributes to Total Taxes on the PnL.
- Expense tab — feeds the corresponding expense buckets (Rent, Travel, etc.) in PnL.
- Reimburse tab — feeds Reimbursements as an operational expense line.
For details on how these buckets are arranged in the report, see the PnL Report article.
🔑 Key Points
- Liability is the single source of truth for everything you owe — government, vendors, employees.
- PF / ESIC / Pro Tax / Salary rows are auto-created from payroll — you don’t enter them manually.
- TDS rows come from both salary and vendor expenses, with a unified Source column to tell them apart.
- Statutory rows are per month, no carry-forward — every month’s challan is independent.
- An inline Pay action is shown on a row only while its Balance is greater than zero.
- Once a row is marked Paid (or the balance reaches zero), it stops counting as a liability and the corresponding expense is recognised in books.
- Liability balances feed directly into PnL Report’s PAYROLL, Taxes, and expense sections.
💡 Tips
💡 Treat the Liability page as your monthly close checklist. By the 7th of each month, every PF / ESIC / Pro Tax row for the previous month should be Paid — and the screen tells you at a glance whether you’re behind.
💡 If a salary row has the wrong Net Salary, don’t pay it from here — fix it in the underlying salary slip first. See Salary.
💡 Group multiple TDS rows under a single TDS Challan before paying — the TDS Challan screen lets you tag many rows to one challan number for cleaner filing.
💡 Use the Expense tab to find old unpaid bills before vendor reconciliation. Anything sitting here for over 60 days deserves a follow-up.
💡 Reimbursement claims sometimes hide here for weeks. Run through the Reimburse tab during every payroll cycle so employee claims get paid on time. See Reimbursement.