STREAMLINE YOUR HRMS PROCESS WITH HINAWI ERP

Stop /Release Salary

Stop / Release work processes are the same for HR and Timesheet Employees

Kindly go to HRMS Activities (Menu), then select Stop/ Release Salary. 

Stop/ Release Salary:

From this window, the User can stop the Employee's Salary at any time, E.g., In case of Employee Suspension, punishment, etc.

Stop Salary:

• Kindly go to the HRMS Activities Menu, select Stop/ Release Salary, then select Stop Salary.
• From this window, User can stop the Employee Salary.
• The User will select the Effective Date from which he wants to stop the Employee Salary.
• And also, select the reason for stopping the Salary in the same window.
• When the User saves this option, the Salary will be stopped from the Effective Date, and the Employee will be Inactive.
• And once the Employee is Inactive User cannot create any activity against the Employee.

Release Salary:

• Kindly go to the HRMS Activities Menu, select Stop/ Release Salary, then select Release/Delete Salary.
• From this window, User can Release or delete the Employee Salary.
• In this window, there are two options for the users to release their Salary:

1. User will adjust the stop Salary days in the leave days, and the effect of the Stop Salary is the same as the left effect (depending on the type of Leave).

 E.g.,  If the User selects leave without pay, it will affect the service Period.

1. User will adjust the stop Salary days in the Absence, and the effect of the Stop Salary is the same as the Absence effect, which is reading from the Absence Setup.

E.g.,  When the User selects Absence with an excuse or without, the effect of the Absence on the Stop Salary and the Service Period is read from the predefined Setup of the Absence. Below is the screenshot of the Absence Set up;

Addition/Deduction Work Process:

The process is the same for HR and Timesheet Employees.

Kindly go to HRMS Activities (Menu), then select create Addition/Deduction

   Create Addition/Deduction:

Kindly go to HRMS Activities (Menu) and decide to take a screenshot of Addition/Deduction. Below is the screenshot;

Select the Employee Name, Trans. Type & Description:

• Select the Employee Name to create the Addition or deduction in this Column.
• Select the Type Addition or deduction in this column.
• Select the Description against Addition or Deduction. g. (Bonus, fine, penalty, Incentive, etc.)

Select the Pay on Type, Value & Amount

Example no 1:

• When the User wants to pay some amount as a bonus or incentive to Employee with the Salary.
• Select the Amount option in the (Pay on) Column; the user wants to pay a specific amount to the Employee, then fill the Addition value in the (Value) column. When the value is filled, the amount will automatically come in the (Amount)

Example no 2:

• When the user wants to deduct some amount as a fine or Penalty from the Employee's Salary.
• Select the Amount option in the (Pay on) Column; it means that the user wants to deduct the specific amount from the Employee Salary, then fill the deduction value in the (Value) column; when the Value column is filled, then the amount will come automatically in the (Amount)

Save Addition/ Deduction:

After filling the complete information in the Create Addition/ deduction (Menu), save this window.

Edit Addition/Deduction:

Users can also edit the Addition/ Deduction after saving.

Approve Addition/Deduction:

After Creating the Addition/Deduction, kindly go to HRMS Activities (Menu), then select Approve Addition/Deduction.

Create Template:

Kindly go to HRMS Activities (Menu) and select Create Template. Below is the screenshot;

Addition and Deduction Template:

When the user wants to pay or deduct from the Addition/Deduction for a specific Employee, by using this Menu User can create the template for the selected Employee as shown below;

Template:

Kindly fin filling the Template Name in the Addition & Deduction Template.

Every Month: the 

IfI you unselect the option every month, the System will automatically create and approve the Addition or deduction with the Salary sheet until you unselect the Stop date from the Addition & Deduction Template or the Employee becomes Inactive.

Update Manually:

Suppose the user selects the option update Manu. In that case, Ally has toto to go into the ate Addition & Deduction window and open the template to create addition and deduction manually.

Stop Date:

(This option is available Every Month)

If users want to stop the Addition &  Deduction Template, use the Stop date option to stop.

Additions \ Deductions Setup

Absconded Workers (Run Away)

HRMS Activities (Menu) then select Absconded Workers

    Absconded Workers Process:              

  Absconded Workers (Run Away):

• Kindly go to the HRMS Activities Menu, then select Absconded Workers (Run Away).
• From this window User can stop the Employee Salary at any time g. In case of Employee run away from the Company.

Absconded Workers Form:

• Kindly go to the HRMS Activities Menu, select Absconded Workers (Run Away), then select Absconded Workers Form.
• From this window user can stop the Employee Salary.
• User will select the effective date from which date he wants to stop the Employee Salary.
• And also select the reason to stop the Salary in the same window.
• When the User saves this option, the Salary will be stopped from the Effective Date, and Employee will be Inactive.
• And once the Employee is Inactive user cannot create any activity against the Employee.

Release/ Cancel Absconded Workers:

• Kindly go to the HRMS Activities Menu, select Absconded Workers (Run Away), then select Release / Cancel Absconded Workers.

• From this window user can Release or cancel the Employee Salary in case he will be back.

• In this window, there are two options for the users to release the Salary:

1. User will adjust the stop Salary days in the leave days, and the effect of the Stop Salary is the same as the left effect (depending on the type of Leave).

 E.g.,  If the user selects leave without pay, it will surely affect the service Period.

1. User will adjust the stop Salary days in the Absence, and the effect of Stop Salary is the same as the Absence effect, which is reading from the Absence Setup.

 E.g.,  When the User selects Absence with an excuse or without, the effect of the Absence on the Stop Salary and the Service Period of the Absconded worker is read from the predefined Setup of the Absence. Below is the screenshot of the Absence Setup.

Air Ticket Work Process

Air Ticket work processes are the same for HR and Timesheet Employees

Kindly go to HRMS Activities (Menu), then select Air Ticket

1. Air Ticket:

Kindly go to HRMS Activities (Menu), then select Air Ticket.

1. Air Ticket Setup:

Kindly go to HRMS Activities (Menu) and select Air Ticket, then select Air Ticket Setup.

User will make this Setup only one time for all Employees. In this Setup user has to mention the following details;

• Departure from:
• (Employee is departing from which city)
• Departure to:
• (Employee is departing to which city)
• Number of tickets:
• ( How many Air tickets can be given to the Employee )
• Maximum Amount :
• ( How much maximum Amount can be given to the Employee for Air Ticket)
• Travel class:
• ( Class of The Air Ticket is Economy, First class, or Business Class)
• Ticket Type:
• ( Air Ticket is a way or Round Trip)
• Frequency:
• ( How many tickets can be allowed for the Employee in months or years)
• Mode:
• ( Mode of Ticket for the Employees can be every month or every year or after every 2 years)
• Next due date:
• (What is the due date of the Air Ticket for Employee)
• Allow to change Amount :
• ( Air Ticket Amount can be allowed to change in the future or not)
• Allow to Use Before:
• ( Air Ticket can be allowed to use before within a specific period)
• Allow to Use After:
• ( Air Ticket can be allowed to use after within a specific period)
• Notes:
• ( Any comments if the user wants to write related to Air Ticket)
• Status:
• (Employee status is Active or Inactive shown in this last column of Status)

Once the User does the Setup of all employees, then after the Setup User can create an Air Ticket for the Employee.

1. Use Air Ticket:

After the Setup user can pay for the Air Ticket from this window. When the user spends the Air Ticket for the first time, the Due date will be read from the Setup.

After saving the Air Ticket user cannot be able to modify the transaction amount of the Air Ticket. And next due date will be calculated based on the last due date.

i.e. (The due date of the Air Ticket is 01-01-2017, and the next due date after using the Air ticket will be 01-01-2018, reading from the mode of the Air Ticket in the Setup.

Select the Payment type:

The user will select the Payment type in the use Air Ticket Window;

• Salary Sheet:

Means Air Ticket Amount will be included in Salary Sheet and will be considered as paid when Salary Sheet is produced.

• Payment Voucher:

Means Air Ticket will be paid by Payment Voucher separately from the Salary Sheet. Mode for the Payment of Air Ticket (Cash, Cheque, or Bank Transfer) will be reading from the pre-defined Setup of

method of payment for Air Ticket in the set Salary and Benefits window Located Under Manage Employees (Menu).

1. Air Ticket amount will be shown in the Salary Sheet:

When the user selects the Salary Sheet option in the Payment Type, the Employee will get the Air Ticket amount with the Salary of the Effective Month. (The same month the User selects in the Use Air Ticket Window.)

1. Pay Air Ticket:

To pay the Air Ticket, Kindly go to HRMS Activities (Menu), select the Payment of Activities, and then select Pay Air ticket. Pay Air Ticket can be used only when the user chooses the Payment Voucher option in the Payment type to pay the Air Ticket in the Use Air Ticket Window. Mode for the Payment of Air Ticket is reading from the pre-defined Setup of the method of payment of Air Ticket (Cash, Cheque, or bank transfer), which user will fill in the Set Salary & benefits window Located Under Manage Employees (Menu). According to this mode of Payment Setup, a Payment Voucher will open, and the User can pay for the Air Ticket from this Payment Voucher. And this will automatically affect Accounting when creating the payment Voucher to spend for the Air Ticket.

Employee Training Work Process

Employee Training work processes are the same for HR and Timesheet Employees

Kindly go to HRMS Activities (Menu), then select Employee Training  

1. Create Employee Training:

Kindly go to HRMS Activities (Menu), select Employee Training, then select Create Training.

Users can fill in the Training details of the Employee in Create Training form like (Training date, Training Course Name, Training Location, Number of Days for training, etc.)

1. Select the Payment Time:

             User must select the Payment time to pay for the training:

• After Training:

If the Training was in April 2017 and the User wants to pay for the Training Payment in June 2017 so, in this case, select the After Training option and the Payment Method, i.e. (Pay Now or pay Through Salary sheet) and then choose June 2017 in the effective month while creating the Training Form.

• Before Training:

If the Training was in April 2017 and Use the r wanted to pay for the Training Payment in February 2017, in this case, select the Before Training  option and the Payment Method, i.e. (Pay Now or Pay Through Salary

Sheet) and select February 2017 as the Effective month while creating the Training Form.

1. Select the Payment type:

              Users must select the payment type to Pay for the Training.

• Pay through Salary Sheet:

Means Training Payment will be included in the Salary Sheet of the selected Effective month at the time of Creating the Training Form and will be considered as paid when the Salary Sheet is produced.

• Pay Now: (Pay Through Payment Voucher)

This means Training will be paid by Payment Voucher, and the Payment time (Before or After Training) is read from the create Training Window. Mode for the Payment of Employee Training will be according to the pre-defined Setup of the method of payment of Training (Cash, Cheque, or bank transfer) which user will fill in the Set Salary & benefits window located under Manage Employees (Menu)

1. Edit/ Delete Training:

If wants User wants to Edit or Delete the Training after saving, so from this option, he can do it. the 

1. Approve Training:

After saving the Create Training Form, the User must approve the Training.

1. Return from Training:

Users have to create the return from the Training when Employee comes back from the Training.

1. Pay Training:

To pay for the Training, Kindly go to HRMS Activities (Menu), select the Payment of Activities, and then select Pay Training.

Pay Training can be used only when the user selects the Pay Now option in the Payment type to pay for the Training in the create Training Form. Mode for the Payment of Training is reading from the pre-defined Setup of the payment method of Training (Cash, Cheque, or Bank Transfer), which user will fill in the Set Salary & benefits window Located Under Manage Employees (Menu). According to this mode of Payment Setup, the Payment Voucher will open, and the User can pay the Training Payment from this Payment Voucher.

And this will affect Accounting automatically at the time of creating the payment Voucher to pay for the Employee Training.

Employee Expense Work Process

Employee Expenses work process are same for HR and Timesheet Employees

HRMS Activities (Menu) then select Employee Expenses

1. Create Expenses:

Kindly go to HRMS Activities (Menu), select Employee Expenses, and then select Create Expenses.

From this window, the user can create the Employee Expenses other than the Salary like Home expenses, Travelling expenses, or any other Expenses related to the Employee. Users can fill in the Expense details of the Employee in the Create Expense Form (Expense Date, Expense Description, Expense Amount, etc.)

1. Edit/ Delete Expenses:

If the user wants to Edit or Delete the Employee Expense after saving, he can edit or delete it.

1. Approve Expenses:

After saving the Create Expenses Form, the User must approve the Expenses.

1. Pay Expenses:

To pay the Expenses, Kindly go to HRMS Activities (Menu), select the Payment of Activities, and then select Pay Expenses.

Payment Mode to Pay for the Expenses is always reading from the Pre-define Setup of the mode of payment of Expenses (Cash, Cheque, or Bank transfer) which the user will fill in the Set Salary & benefits window located Under Manage Employees (Menu). According to this mode of Payment Setup, a Payment Voucher will open, and the User can pay the Expenses from this Payment Voucher.

And this will affect Accounting automatically at the time of creating the payment Voucher to pay for the Employee Expenses.

Note:

Additions Deductions is ONE Form.

Benefits Work Process

Employee Benefits work Processes are the same for HR and Timesheet Employees.

Kindly go to HRMS Activities (Menu), then select Air Ticket.

Before creatcreatinge, the Employee Benefits user needs to create the benefits Payments details (Like Amount, Frequency, Starting date of Benefits, Ending Date of Benefits, etc.) in the Set Salary & Benefit window located under Manage Employees. Benefit Payment cannot be paid through the Salary sheet.

1. Benefits:

Kindly go to HRMS Activities (Menu), then select Benefits.

1. Create Expenses:

Kindly go to HRMS Activities (Menu), select Benefits, and then select Create Benefits.

The user can only confirm the Employee Benefits (by tick) from this window because the Benefits are already created in the Set Salary & Benefits Window.

1. Always paid from Payment Voucher:

Benefits are always paid by default from the Payment Voucher. Users cannot pay the Employee Benefits from the Salary sheet.

1. Approve Benefits:

After saving the Create Benefits Form, the user must approve the Benefits.

1. Pay benefits:

To pay the Benefits, Kindly go to HRMS Activities (Menu), select the Payment of Activities, and then select Pay Benefits.

Payment Mode to Pay the Benefits is always reading from the Pre-define Setup of the mode of payment of Benefits (Cash, Cheque, or Bank transfer) which the user will fill in the Set Salary & benefits window located Under Manage Employees (Menu). According to this mode of payment Setup, a Payment Voucher will open, and the User can pay for the benefits from this Payment Voucher.

And this will affect Accounting automatically at the time of creating the payment Voucher to pay for the Employee Benefits.

Setup:

Admin users can create or edit the  Setup at any time regardless of the Employee's status and the system will save this new Setup. However, this setup will affect the Employee based on the effective date and the Employee's position. 

In-Active Means:

Can't create any Activities . The Employee is blocked in the Salary Sheet. Can't set heir/ her name. The Employee list is Inactive.

Active Means:

Can Create Activities based Setup.

Notes:

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HR Activities:-

Allows its users to perform various activities upon its employees. Users can utilize all the essentials. Attributes that the feature HRMS Activities provide:-

Leave Management:

It allows managing information related to leaves taken by their employees. In the web version, the employees can request leaves, and if needed, the leave application could either be approved or declined based on the Company policy. Leave Management is also integrated with the Hinawi Web Application.

Employee Absences:

Users can manage the absences of employees—deductions by days or hours.

Stop/Release Salary:

Users can Hold/Release the Salary for a particular Employee. If the Salary is on hold for that Employee, it would not be debited to their account until Released. 

Loan:

Users can manage loans for a particular Employee. Users can create, edit, approve and delete loans.

Addition/Deduction:

Users can manipulate their account balances by performing Addition or Deduction operations associated with the Employee. For example, an Incentive is provided to the Employee at the End of the month for an excellent performance.

Benefits:

Users can create benefits for their Company employees, and if approved, they can be paid.

End of Service (EOS):

Users can create, edit, approve and delete EOS, etc. The calculation is based on the settings created. In this form, the system will calculate unpaid salaries, leave, items not returned, deductions, and more.