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HR Activities Module in (Hinawi ERP)
User can create activities from ERP HRMS Activities Menu.
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Leaves
Go to HRMS ActivitiesLeaves
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Create Leave
User can create Leave from HRMS Activities LeavesCreate Leave
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Company Name:
It will show the default company. User can select employee to whom he wants to create the
leave.
Type of Leave:
It will list all the leave types which are setup for the company. User can select the type of leave
he wants to create. Encash Leave is Applicable to Annual leave only.
Leave Days:
User can enter the number of days here. Leave balance will show the no. of leaves remaining for
the employee from Leave start date. User can enter the leaves from Leave Period as well. User
must fill the reason or Leave.
Leave Salary calculation:
Is based on Payroll setup (Actual Month days/Fixed 30 Days) and the Leave setup. Leave setup
can be done from FileSettingsAdvanced Activities Setup and select the type of leave. Days
to pay will show the number of Days to be paid for the leave; it is as per the setup. Calculated
Leave will show the actual no of leaves.
Air Ticket:
User can click on Air Ticket if he wants to use Air Ticket during the leave. User must have Air
Ticket setup for the Employee to use it from here. User can set it from Manage
EmployeesEnter Air Ticket Information.
Payment Type:
User can select the payment Type from here. There are 3 types:
1. Pay Through Salary Sheet:
User can pay the leave salary amount through salary sheet.
2. Pay Now:
User can pay the salary separately. When user selects pay now, it will pay the Leave
salary + the working days salary of the month.
3. Update Ledger:
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This option if the user doesn’t want to pay the leave. This will only update the Leave
ledger. It will deduct the leave days from Total Leave balance.
If Pay through Salary Sheet, user can select the Effective month to pay the Leave Salary.
Calculation will be shown under Leave Salary Calculation.
Leave Salary will zero if the Leave Type is ‘Leave without Pay’ since Pay Leave is set to ‘No’ for
‘Leave without Pay’. This is as per the setup.
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Leave Salary is half day salary if the Leave Type is ‘Sick Leave- Half Pay’ since ‘% of Salary’ is set
to 50 (As shown below). This is as per the setup.
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SO if the salary for 1 day is 100, then for sick leave half pay salary for 1 day will be 50 as below.
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Note:
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Encash Leave option will be enabled only if the user selects Annual leave.
User cannot have Payment Type to be ‘Pay Now’ for TimeSheet Employees.
Leave Salary is paid in Leave column of the salary sheet for HR Employees.
Leave Salary is paid in Addition column of the salary sheet for Timesheet Employees.
Whenever annual Leave is created, it will be deducted from Annual Leave Balance.
User cannot create any type of leave unless the current leave is approved and returned.
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Personal Details Tab will display the details of the Employee.
Leave Calculation Tab will display the calculation of Leave Balance from the Joining date of the
Employee. This balance is upto the Leave Start Date.
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Calculate Leave balance Tab: User can view the Leave balance of the Employee with regard to
the date set on ‘Leave Balance as on’.
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User can set the Staff In Charge for the Employee. Also can provide information if this Employee
is Guarantor for Anyone.
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User can view the Unpaid Salaries for the Employee from here. It will list all the unpaid salaries
with Status.
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Edit/Void/Delete Leave
User can edit/void or Delete the created Leave from here.
Approve Leave
User can Approve the Leave created from here. It will list the leaves to be approved.
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Void/Delete Leave After Approval
All the approved leaves will be listed here. User can void or delete the approved leaves.
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Note:
When user Voids leave, it will be deleted from the system, not from the database. But when the
user Deletes a leave it will be deleted from the system and the database.
Extend Leave
User can extend the approved leave from here. User can change the type of leave, No. of days
to be extended and the Payment Type for the extended leave form here.
Leave Return
User can do the leave return from here. User must do leave return for all the leaves created and
approved once he returns back from leave.
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User can extend the date of return from here, and can Adjust the Difference Days as
Leave/Absence. The process of Leave return can’t be undone.
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Absence
Go to HRMS Activities Absence
Create Absence
User can create Absence from HRMS ActivitiesAbsenceCreate Absence
Effective Month & Year is the month and year in which the absence deduction is deducted.
E.g.: If the month is set to July 2014 and the absence was on January, then Absence day/Amount
is deducted from July. User can select the Employee from Employee Name to whom he wants to
create absence.
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Absence can be Type ‘Days’ or ‘Hours’ and can be With Excuse/Without Excuse. The deduction
amount is based on the Absence setup.
User can view/update the Absence setup from: FileSettingsAdvanced Activities
SetupAbsence
The default setup is:
If the Type is Days and With Excuse, user can put the no. of absence days in ‘Number’ column.
User can give the date From and To of the absence date. User must give the reason and
Deduction type from here. Deduct can be of two types: Deduct from Leave/Salary and Update
Ledger. If user selects ‘Deduct from Salary/Leave’, the calculation is reading from the Absence
Setup. If Update Ledger, there will be no calculation, meaning that there will be No deduction. It
will update the Absence Ledger.
Note:
If the setup is without Excuse and Deduction is ‘Deduct from Salary’, then the absence with No
excuse will be deducted from Salary.
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If the absence setup is without Excuse and Deduction is ‘Deduct from Leave’, and then while
creating absence with Excuse, ‘Deduct from Leave/Salary’ will deduct the leaves for the absence.
If the setup is With Excuse and Deduct ‘No’ means there will be no deduction (Salary or
Leave) for the absence. This is as per the company policy.
If the Deduction is ‘Update Ledger’ it will only update the absence ledger. No deduction
from leave/Salary.
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Personal Information Tab:
This will show the Details of the Employee selected fro Absence.
Note:
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The absence salary will be deducted from the Effective month while creating an
absence. E.g., if an employee was absent from 29th Jan to 2nd Feb. So while creating the
absence, if the effective month is selected as Feb, then the absence salary will be
deducted from Feb Monthly Salary.
User can create Absence from here only for HR Employees. For Timesheet Employees,
absence is created from Timesheet itself.
Edit/Delete Absence
User can Edit/Delete the created absence from here.
Approve Absence
User must Approve all the created absence. User can approve absence from here.
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Note:
User can create Absence only for HR Employees. For Timesheet Employees user can make
absence while creating Timesheet.
Edit/Delete Absence After Approval
User can Edit/ Delete the absence after Approval from here.
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Stop/Release Salary
Go to HRMS ActivitiesStop/Release Salary
Stop/Hold Salary
User can Stop the salary of an Employee from HRMS ActivitiesStop/Release
SalaryStop/Hold Salary.
When the Salary is Stopped, the Employee becomes Inactive. User cannot create any other
activity when the salary is Stopped. For e.g. User cannot create Leaves, Absence, Salary sheet,
Addition/Deduction etc for that Employee. User must Delete Stop Salary/ Release Salary to
perform any further action. Stop Salary Effective From is the date from which user wants to do
Stop salary for the Employee.
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Release Salary
User can Release Salary/Delete Stop Salary from here. Once salary is released the Employee
becomes Active again.
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Loan
Go to HRMS Activities Loan
Create Loan
User can create Loan from HRMS Activities LoanCreate Loan
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Current Loan: User must give the Reason for Loan. User can give the Amount of Loan in ‘Loan
Amount’.
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Loan repayment start from:
User can give the repayment month and year from which the loan installment amount is
deducted from the salary. User can give the No. of Installments Or % of Total for the
installments.
Loan History and Outstanding Loan Summary: This will show the history if the Employee has
previous loans and Outstanding Loan.
While creating Loan, it will calculate the EOS when Terminate and Resign. So whenever the Loan
Amount Exceeds the EOS Amount, it will show a message to the user that ‘Loan Amount is
greater than the EOS Amount (If Resign), Do you want to continue?’ If the user selects Yes, Loan
will be created.
Note:
Loan repayment start from will deduct the Installment amount from the Month and Year
specified here. It will be shown in Loan column of the salary sheet and will be deducted from the
total salary.
Edit Loan
User can edit the created Loan from here.
Delete Loan
User can delete the created loan from here.
Approve Loan
User must approve all the created loans. User can approve loans from here.
Increase/Decrease Existing Approved Loan
User can adjust the approved loan from here. User has to give the Admin password to continue
adjust the approved loan. User can give the amount of adjustment in ‘Enter Adjustment Amount
(+/-)’ and user can enter the no. of instalment.
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User can enter the Adjustment amount and the new installment Amount from here.
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Additions/Deductions
Go to HRMS Activities Addition/Deduction
Create Addition/Deduction
User can create Addition/Deduction from HRMS Activities Additions/Deductions
 Create Addition/Deduction
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User can select the Pay On to be on which basis he wants to give Addition/Deduction.
If the Pay On is Amount, user can put the value in amount column and that will be added to the
salary sheet in Addition column if the Transaction Type is Addition.
If the Pay on is ‘Days’ and value is 10, then the amount will be for 10 days salary which will be
added or deducted from the employee depending on the Transaction type. The amount is based
on the setup in FileSettingsAdvanced Activities SetupAddition/Deduction.
User can pay Air Ticket, Overtimes, Payment for Training via Addition. It will be added in the
‘Addition’ column of the salary sheet.
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User can deduct the amount from employee for Fine, Penalty etc. by Deduction module. When
user creates a Deduction, it will be deducted from the salary and shown in ‘Deduction’ column
of the salary sheet. When ‘Pay On’ is type Days, then the amount calculated is reading from the
setup in FileSettingsAdvanced Activities SetupAddition/Deduction.
Edit Addition/Deduction
User can edit the Addition/Deduction created from here.
Approve Addition/Deduction
User must approve all the Additions/Deductions created to show in the salary sheet.
Absconded Workers (Run Away)
Go to HRMS Activities Absconded Workers
Absconded Workers Form
User can go to Absconded Workers from HRMS Activities Absconded Workers (Run Away)
 Absconded Workers form
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When the user creates Absconded Worker, that employee will be Inactive. User cannot create
any activity unless Release/Cancel Absconded Worker. The Effective Date is the date from which
the employee is absconded.
Release/Cancel Absconded Worker
User can Delete the Absconded Worker or Release the Absconded Worker.
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Benefits
Go to HRMS Activities Benefits
Create Benefit
User can create benefit from HRMS Activities Benefits Create Benefit.
To create a benefit for an employee user must set Benefit Payments for the employee from
Manage Employees Set Salary & Benefits Create/Adjust Single SalaryBenefit Payments.
Once the Benefit Payment is set from Create Salary, user can create the benefit for the same
from Activities.
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User can select the Employee and click on ‘Create’ to create benefit for the Employee.
Approve Benefit
User can Approve the created Benefit from here.
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Approve Activities
IT will list all the activities here. User can approve all the activities one time from here.
End Of Service
Go to HRMS Activities End of Service
Create End Of Service
User can create End of Service from HRMS ActivitiesEnd of ServiceCreate End of Service.
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Calculate EOS Tab
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is checked, system will not calculate the EOS Amount. It will
When
pay only Unpaid Leaves and Unpaid Salaries. EOS Amount will be zero.
When
, meaning that user don’t want to rehire the employee
in future. If the user set Rehire to ‘Yes’ means he can rehire the employee in future from Rehire
List.
User can select End Of Service reason to be Terminate/Resign according to which it will calculate
EOS Amount. Amount is calculated based on the setup from FileSettingsAdvanced Activities
SetupEOS.
When EOS is created the amount will be calculated from the joining Date to the EOS Date. There
can be 2 Reason to create EOS: Resign and Employee. For both the reason amount is calculated
reading from setup as above.
Total Service Period is also calculated based on the setup.
The Employees with created EOS will not take affect on any activity unless it is approved.
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Salaries, Leaves & Loans
Status column shows the status for Salary sheet. User must create the salary sheet for all the
months before creating EOS. User cannot continue unless creating salary sheet for not created
month. This will list all the Created/Not created and Approved salary sheets.
From this window, the unpaid leaves and salaries are calculated.
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Summary Tab
Summary Tab will show the Total of all amounts, which is to be paid to the Employee. User can
do Adjustment from here. If the user wants to add amount or deduct some amount from the
Total he can enter the amount in ‘Adjustment for’.
Project Allocation
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User can see how much time employee spent on each project during his service. It will show
how much amount for each project.
Edit End Of Service
User can edit the created EOS from here.
Approve End Of Service
User can approve the EOS from here. Once the EOS for an Employee is approved, the employee
becomes Inactive. User cannot do any activity for the Employee once the EOS is approved.
Important Note:
User must Approve EOS to take effect. Once the EOS is Approved, Employee becomes Inactive
and user cannot create any Activity for that Employee.
Thank you
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