HR & Payroll
Employees, attendance, leave, advances, payroll and final settlements.
Overview
This chapter covers employee files, attendance, leave, advances and the monthly payroll up to payment and accounting. The natural order is set up once (departments, working schedules, attendance policy, salary rules and structure, payroll schedule), then every month: attendance → attendance evaluation → payslips → approval → payment.
How payroll reaches the accounts
- Payslip: debit each salary rule’s account (basic and allowances → salaries expense), credit the deduction accounts (GOSI payable), credit employee advances with the loan instalment, and credit the net to accrued salaries. Lateness, absence and overtime go to the attendance account.
- Paying the salary: debit accrued salaries, credit bank or cash.
- Final settlement: like a payslip, plus the end-of-service gratuity and unused-leave pay on the end-of-service account.
- The four accounts are set in Settings → Accounting: payslip, advances, attendance and end-of-service accounts. By default all four point to "Other current liabilities"; change them before the first payroll.
Screens in this section
Employees
Employees
Each employee’s file: personal and job details, working schedule, salary structure, leave and loan balances.
Departments
The company’s departments with their manager and parent.
Job Positions
Job titles per department, with the target headcount and contract type.
Employment Types
Full-time, part-time, contract, temporary, training.
Work Locations
The workplace on the map and the allowed distance in metres.
Attendance
Attendance Kiosk
Employees record their own check-in and check-out without a fingerprint device, in two ways: an icon at the top of…
Working Schedules
Working days and their periods.
Attendance Policies
The deduction and addition rules attendance evaluation applies: lateness, early leave, absence, unpaid leave and…
Attendance Permissions
A late-arrival or early-leave permission of an hour or less.
Attendance Evaluation
Compares punches with the schedule, holidays, leave and permissions, and works out each day’s lateness, early leave,…
Payroll
Salary Rule Categories
Groups rules on the payslip: basic salary, earnings, deductions, employer contributions.
Salary Rules
Every line on a payslip: basic, allowances, commissions and deductions.
Salary Structure Types
Pay type (fixed or hourly) and pay frequency.
Salary Structures
A set of rules with default amounts, plus the working schedule and payroll schedule.
Payroll Schedules
Pay frequency (monthly, biweekly, weekly), working days, how the daily wage is worked out and the pay date.
Payroll Periods
The periods the payroll schedule created, with pay dates.
Custom Allowances & Deductions
A one-off line for one employee: a month’s commission, a bonus, a penalty.
Payslips
One payslip per employee per period: fixed rules, custom lines, loan instalments, and attendance deductions and…
Payslip Payments
All salary payments.
Final Settlements
The settlement when someone leaves: pay from the last payslip to the last working day, allowances, unused annual…
Final Settlement Payments
Settlement payouts.
Leave Management
Official Holidays
Holidays on which nobody is marked absent.
Leave Types
Each leave type and its rules: yearly balance or monthly accrual, paid or not, attachment needed, gender, maximum per…
Leave Requests
Employee requests.