This article shows you how to make an attendance sheet with salary in Excel format. One of the most important responsibilities of the HR department in any company is managing employee attendance and salary. This work will be made simple with a solid attendance sheet. Here we’ll take you through 6 easy and convenient steps to create an attendance sheet with salary in Excel format.
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6 Steps to Make Attendance Sheet with Salary Format in Excel
Here, we have information about some employees of an organization. In the dataset, columns C, D, and E contain the consecutive Employee ID, Employee Name, and Designation.
Now, we wanna create an automatic attendance sheet with salary format in Excel. Before proceeding any further, save the Excel file first.
Step 01: Put the Name of the Month
- At first, select cell F2. Write down the formula below and press ENTER.
This formula returns the sheet name in the selected cell.
- CELL(“filename”,A1): The CELL function gets the complete name of the worksheet
- FIND(“]”,CELL(“filename”,A1)) +1: The FIND function will give you the position of ] and we’ve added +1 because we require the position of the first character in the name of the sheet.
- 255: Excel’s maximum word count for the sheet name.
- MID: The MID function uses the text’s position from start to end to extract a specific substring.
At this point, we can see the name of our Sheet on this cell with 2022.
Note: While typing this formula, make sure to enter any cell reference of this sheet. Otherwise, the formula won,t work properly. For example, here we’ve entered the reference of cell A1.
- After that, change the name of the sheet to May. As we wanna make the attendance sheet of month May’22. We can easily see that the month name is automatically input into cell F2 after changing the sheet name.
- After that, we’ve to set the starting date for this month. Select cell C4 and input the formula below.
Here, F2 represents the month of May 2022.
A date that is stored as text can be changed into a serial number that Excel can identify as a date using the DATEVALUE function.
Our value comes as a serial number. But we wanna show it as a date. So, change the format of this cell to Date.
- Then, select cell C4. Go to the Home tab and select Number group > More Number Formats from the drop-down menu.
- Format Cells dialog box opens. Now, select Date from Category. Then, choose the following Type as the image below and click on OK.
Note: Also, you may press CTRL + 1 to open the Format Cells dialog box.
- After that, select cell G4 to show the ending date of that month. Write down the formula in the cell and press ENTER.
Here, C4 represents the starting date of the month.
Step 02: Create Individual Date and Day
To provide attendance, we must create different cells of different dates and days.
Follow the steps below.
- Select cell F7. Type the formula below and press ENTER.
- Again, press CTRL + 1 to open the Format Cells wizard. Select Custom and type d in the Type box. Click on OK.
- At this point, the date looks like the image below.
- To input the second date, select cell G7. Write the formula below and press ENTER.
Here, F7 and G4 represent the first date of the month and the last date of the month successively.
We’ve applied a logical test using the IF function here. If the date in cell F7 is less than the month’s end date, then the formula returns the next date of the date in cell F7. Otherwise, it will show nothing.
- Use the Fill Handle tool and drag it to cell AJ7 to exhibit the rest days of the month.
- After that, select the columns in the F: AJ range. Go to the Home tab. Select Cells > Format > Column Width.
- Type 4 in the Column Width box and click on OK.
- Consequently, we have our column in the perfect width because we will just put P or A into these cells.
- Later, select cell F6 and type the formula below. Then, press ENTER.
- Indicate the other days till the date 31 using the Fill Handle Tool. From the Home tab, click on the small arrow in Alignment group > write down 90 in the Degrees box and click OK.
- However, the name of the days rotates vertically by our previous action.
- After that, fill the cells with your preferred colors and apply All Borders to the cells.
Step 03: Format Weekly Holidays in Attendance Sheet with Salary Format in Excel
As Sunday is the weekly holiday, we don’t have to input anything into those cells. We will highlight those cells with Conditional Formatting.
- At first, select cell F8. Go to the Home tab and select Conditional Formatting > New Rule.
- At this moment, the New Formatting Rule dialog box will open. Select the options as in the image below. Write the formula in the formula box and click on Format.
- Then, the Format Cells dialog box opens. Select the Fill tab > Choose your preferred color and click on OK.
- It returns to the New Formatting Rule dialog box. After that, click on OK.
- Use the Fill Handle tool to expand these formatting in cells in the F8:AJ17 range. The cells under the columns of the Sun are highlighted with red color.
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Step 04: Input Attendance in Cells as P and A
The main objective of this article is to create an attendance sheet format. For this, we have to input present/absent in cells in the F8:AJ17 range.
- Firstly, select cells in the F8:AJ17 range. Go to the Data tab and select Data Tools > Data Validation.
- At this point, the Data Validation dialog box opens. Go to Settings. Select List from the drop-down list in Allow box. Write down P, and A in the Source box. Now, click on OK.
Here, P means Present, and A means Absent.
- Secondly, click on cell G8. You can see a drop-down list containing just P and A. That means we could just input these 2 texts.
- Thirdly, place the attendance of all individuals in their respective cells. A portion of attendance is like below.
- Fourthly, select the cells in the F8:AJ17 range. Go to the Home tab. Then, select Conditional Formatting > Highlight Cells Rules > Text that Contains.
- Then, in the Text That Contains dialog box, write down P in the Format cells that contain the text box. Choose the formatting as in the image below. Lastly, click OK.
- Cells containing P reflect the defined highlighting.
- Similarly, format the cells containing A with a different color and formatting.
Step 05: Count Total Payable Days
Before calculating salary, it’s very crucial to count the total days, total working days, and total present and absent days. Because based on those, the salary gets disbursed.
- At first, select cell AK8 to determine the present days. Type the formula below and press ENTER.
Here, F8:AJ8 represent the cell range to input attendance.
Here, we used the COUNTIF function to count P in the above range.
- Secondly, select cell AL8. Type the formula below and press ENTER.
- To calculate the total holidays in the month, select cell AM8. Put the formula below and press ENTER.
- Then, we calculated the Total Days of the Month also. Select cell AM8 and write the formula below. After that, press the ENTER key.
- To calculate Total Payable Days, firstly, select cell AO8. Write down the formula below and press ENTER.
In this place, AK8 and AM8 cells serve as Present Days and Holidays respectively.
If the number of present days is zero, then the formula returns zero also. That means if an employee becomes absent through the whole month, then he’ll not get paid for the holidays also. Otherwise, he’ll be paid for his present days and weekly holidays.
Step 06: Calculate Salary in the Attendance Sheet with Salary Format in Excel
For calculating salary, we have their Total Salary amount.
- However, here a 5% provident fund is deducted from the Total Salary. To do this, select cell AQ8. Write down the formula below and press ENTER.
- Finally, to calculate the Salary in Hand, select cell AR8. Type the formula below and press ENTER.
Here, AN8, AO8, AP8, and AQ8 represent Total Days of Month, Total Payable Days, Total Salary, and PF consecutively.
- Then, format the cells with effective colors to make the data more visible.
- At last, use the Freeze Panes tool to freeze the columns in the A:E range and freeze the rows in the 1:7 range. For this, at first, select cell F8 and go to the View tab. Select Window group > Freeze Panes drop-down menu > Freeze Panes tool.
- Now, the cells on left and above F8 become frozen. It is very helpful as our sheet is expanded horizontally.
Thank you for reading this article, we hope this was helpful. Please let us know in the comment section if you have any queries or suggestions. Please visit our website Exceldemy to explore more.
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