Dues Liquidation
When someone leaves the company, a single document has to draw a line under everything the two sides still owe each other and turn it into one number to pay. The Dues Liquidation Document is that final settlement. It gathers the end-of-service gratuity, the cash value of unused vacation, any unpaid salary still owed, the outstanding balance of loans the employee has to give back, and any manual adjustments the HR officer needs to add or deduct — nets them into a single figure, and hands that figure to a payment voucher.
Gulf-specific settlement
The request → document flow and the salary engine underneath are general HR, but the gratuity math and the settlement document built on top of it follow Gulf / KSA labour-law conventions, so dues liquidation is Gulf-specific. It needs the advanced HR licence (humanresource-advanced).
Where to find it
The settlement lives under Payroll → Dues Liquidation and Firing — الرواتب > التصفية وانهاء الخدمات > مستند تصفية مستحقات (Payroll → Dues Liquidation and Firing → Dues Liquidation Document). You rarely open it from scratch: the usual path is to press Generate Dues Liquidation Document (Termination) on a firing document, which opens a new settlement already carrying the employee, the service dates and the termination reason. See Firing & Termination for that hand-off.
Two settlements in one document
A dues liquidation is really two parallel settlements living on two tabs of the same document, because the two things being paid out follow completely different rules:
- The Vacation Liquidation Page (
صفحة تصفية الأجازات) cashes out unused leave. This tab can be used on its own, even for an employee who is not leaving — for example the annual cash-out of an accrued balance. Its Vacation Liquidation Type (نوع تصفية الأجازة) is either Annual Vacation (أجازة سنوية) or Compulsory Vacation (أجازة إضطرارية). - The Termination Liquidation Page (
صفحة تصفية نهاية الخدمة) works out the end-of-service gratuity and is only used when employment actually ends. It links back to the Firing Document (سند إنهاء الخدمة) it was generated from.
A third Statistics tab (الإحصائيات) lists the termination formulas that fed the calculation and the payment vouchers that were issued.
The building blocks you configure once
Two setup records make the settlement reusable rather than hand-keyed every time.
The liquidation component
A Liquidation Component (مكون التصفية) is a named line that can appear on any settlement — think "end-of-service gratuity", "air-ticket allowance", "notice-period compensation", "loan recovery". It is defined at Payroll → Dues Liquidation and Firing → Liquidation Component and decides how its value is worked out and where it lands in the ledger.
| Field (English) | Arabic label | Purpose |
|---|---|---|
| Arabic Name / English Name | الاسم العربي / الاسم الإنجليزي | The component's display name. |
| Component Effect Type | نوع التأثير | Whether the line is an addition, a deduction, or an other entry. |
| Component Calculation Type | طريقة حساب المكون | Fixed value versus a computed formula. |
| Fixed Value / Maximum Value | القيمة الثابتة / أقصي قيمة | A constant amount, and a ceiling the result can't exceed. |
| Debit / Credit | مدين / دائن | The GL accounts the component posts to. |
| Criteria | المعايير | A filter deciding which employees the component applies to. |
| Used Automatic with Termination | يستعمل اّليا مع تصفيات إنهاء الخدمة | Auto-add this line to every end-of-service settlement. |
| Used Automatic with Annual Vacation | يستعمل اّليا مع تصفيات الأجازات السنوية | Auto-add this line to every annual-vacation cash-out. |
| Used Automatic with Compulsory Vacation | بستعمل اّليا مع تصفيات الأجازات الإضطراريه | Auto-add it to compulsory-leave cash-outs. |
| Component Order | ترتيب المكون | The sequence lines are evaluated in (later lines can depend on earlier ones). |
The Formulas grid turns the component into a banded calculation — each row is a service-length range (Range From / Range To, المدي من / إلي) with a Multiply By (مضروب في) and Divide On (مقسوما علي) fraction, exactly the pattern used by the termination-reason gratuity tables. The Components grid ties the line to the salary component types whose value it draws from, and the Accounting Effect Lines grid lets the debit/credit accounts vary by employee criteria.
The document term
Like every posting document, the settlement is governed by a document term (توجيه المستند) that names the books, the payment voucher settings and the accounting accounts (the gratuity expense, the provision-liability account being drawn down, and the loan-recovery account). The term is what connects the settlement to the general ledger — see the processing note below.
How the numbers are built
On the termination tab, Nama first establishes the length of service. The Termination Days Calculation Type (احتساب ايام تصفية نهاية الخدمة بناءا علي) chooses between the system's own Total Work Days (إجمالي ايام العمل) and a Manual Total Work Days (مدة الخدمة يدويا) figure you type in. From the commencement date and the last work day, the document derives the Work Period as years / months / days (مدة الخدمة (سنة - شهر - يوم)) and the Net Worked Days (صافي أيام عمل) after subtracting unpaid absences.
The service-days − 1 convention
When it converts the calendar span into a service length, Nama counts the last day as an exclusive boundary — the effective figure is service days − 1. This is intentional: a person whose first and last day are the same has served zero completed days, and an employee whose contract runs from the 1st to the 30th has served 29 elapsed days, not 30. Keep this in mind when you reconcile a settlement by hand — a one-day difference from a naive day count is expected, not a bug.
Pressing Generate Liquidation (إصدار التصفيه) then runs the gratuity formulas attached to the termination reason and fills the Termination Liquidation Details grid — one line per component, each with its Base Value, Due Value (القيمة المستحقه) and its addition / deduction / other split. The parallel Termination Liquidation Components grid shows the final result of each liquidation component after its factor is applied. Two supporting toolbars pull in the rest of the settlement:
- Collect Unpaid Salary Documents (
تجميع سندات الرواتب الغير مسددة) lists every salary document that was never paid, so the final wages ride along with the settlement. Tick Pay With Liquidation (يصرف مع التصفية) on the ones to include. - Collect Remaining Loans (
تجميع كل السلف المتبقية) pulls in the outstanding installment balance of the employee's loans as a deduction, so nothing owed to the company is left behind.
Manual one-off lines (an ex-gratia bonus, a disputed deduction) go straight into the components grid, and up to ten Subsidiary Amounts (مبلغ بالذمه) let you net off tracked receivables the employee still carries. The Ticket Allowance block (بيانات بدل التذاكر) computes the Gulf air-ticket entitlement — number of tickets × ticket value × entitlement ratio — as its own addition.
Everything rolls up into the Totals block: Net Salary Component Value / Liquidation Net (صافي المفردات (صافي التصفية)), the ticket total, deducted subsidiary amounts, and finally the Net value (الصافي) and the Total Amount Should be Issued In Liquidation (إجمالي المبالغ الواجب صرفها في التصفية).
A worked example
Take an employee leaving after five completed years, whose gratuity-eligible monthly salary is 6,000 and whose daily wage is 200.
| Element | How it is worked out | Amount |
|---|---|---|
| End-of-service gratuity | Half a month per year for the first five years: 5 × (6,000 ÷ 2) | +15,000 |
| Unused annual vacation | 12 unused days cashed out at the daily wage: 12 × 200 | +2,400 |
| Air-ticket allowance | One ticket worth 1,500 at 100 % entitlement | +1,500 |
| Unpaid salary | Last month's salary document, never paid, collected into the settlement | +6,000 |
| Loan recovery | Outstanding installment balance clawed back | −3,000 |
| Net settlement | 15,000 + 2,400 + 1,500 + 6,000 − 3,000 | = 21,900 |
The document shows 21,900 as its net value. Because the length of service is measured with the service-days − 1 convention, the "five years" that drives the gratuity band is the completed service span, not a calendar count that would round the final partial day up. Once you are happy with the figure, press Generate Payment Voucher (إنشاء سند صرف) — or Generate Payment Voucher Request (إنشاء طلب صرف) if payments go through an approval step — and the 21,900 is paid out through Treasury.
How it's processed / what it posts
Saving the settlement is instant; its effect on the general ledger is raised as a background business request (طلب أعمال) with its own processing status (حالة المعالجة), retryable from the Business Requests view if it fails.
The accounts the settlement uses are the ones named on its document term — the gratuity / liquidation expense and provision-liability sides, and the loan-recovery debit and credit that clear the reclaimed installments. What actually moves the money to the employee is the payment voucher generated from the settlement: the liquidation books the obligation against the right expense and liability accounts, and the voucher credits the cash / bank account when it pays. If a settlement is edited after it was first committed, Nama re-issues an update business request so the ledger stays in step; if the term is configured without an accounting effect, the document still calculates and pays but posts nothing itself.
Committing the settlement is also the event that resets the provision accrual: the accumulated end-of-service and vacation liability has now been paid out, so the next accrual cycle starts fresh. See HR Provisions.
Settling many employees at once
For end-of-project releases the Aggregated Dues Liquidation Document (سند تصفية مستحقات مجمعة) processes a list of employees from one header, spawning an individual settlement per employee on commit. You manage the batch, not the generated singles — the aggregated pattern is explained in HR Requests, Documents & Aggregated Documents.
Related pages
- Firing & Termination — the termination that generates the settlement and the termination-reason gratuity rulebook.
- HR Provisions — the liability that has been accruing all along and that a committed settlement resets.
- Evacuation Approval — the departmental clearance that often gates the settlement.