Frequently Asked Questions — Payroll and Human Resources Module
Three questions that come up often. Each answer is short; the page that explains the mechanism in full is linked underneath.
An employee was late for a genuine reason. How do we stop it being deducted?
Enter a leave permission covering the late period — 08:00 to 10:00 on the day in question, if they were due at eight and arrived at ten — and choose a permission type that is not deducted.
When the day's attendance is calculated, the excused time is subtracted before lateness is recorded, so the two hours do not count as a late arrival. Record the reason in the notes, and use approvals if the permission should be signed off by the line manager or HR first.
There is a stronger version of this for a recurring arrangement: the setting Leave Permission Starts The Day on HR Configuration drops the lateness entirely whenever a leave permission precedes the arrival, rather than only subtracting the excused minutes.
→ Overtime and Lateness explains how lateness is measured and what an excuse subtracts.
How are lateness and overtime calculated on weekly days off and public holidays?
On a weekly day off, the entire attendance is treated as overtime and no lateness is calculated at all. There is no setting that changes this.
On a public holiday or a vacation day, the same is true by default, but two settings on HR Configuration let you measure the day like an ordinary working day instead: Calculate Normal Work Hours For Holidays and Calculate Normal Work Hours For Vacations. Both labels end with the reminder (Overtime will not be all day).
An earlier version of this page was wrong about this
It said the weekly day off was controlled by the "for vacations" setting. It is not — weekends and weekly rest days have no opt-out, and the vacation setting governs vacation days only.
Which shift the day is measured against comes from the employee's attendance plan, and a day that is a holiday and a day off at once is resolved by the day-type collision settings on the configuration page.
→ Overtime and Lateness is the full account of both calculations.
How do we produce one consolidated journal entry for a payroll run instead of one per employee?
Salaries are confidential, and by default each salary document creates its own entry, so anyone with access to the ledger can read individual salaries. Moving the entry up to the sheet takes two settings that look contradictory and are not:
- On the salary document term, tick Without Accounting Effect. The individual documents stop creating entries.
- On the salary sheet term, tick Generate Accounting Effects. The sheet creates one entry for the whole run.
The two switches read as opposites because they are named in opposite senses — a ticked box means "no entry" on the document and "an entry" on the sheet.
One entry is not yet confidential
Consolidating the entry is only half the job. If the salary components and the employee payables still resolve to per-employee subsidiary accounts, every salary is still legible in the entry's subsidiary detail. Point them at a general subsidiary account as well, or the confidentiality you set out to achieve is not there.
→ Salary and Dues Document Terms covers both terms, and Salary Components covers where a component's accounts come from.