Page 1 of 237 IFLEXIHRMS Management System User Guide Version 1.1 Revision History Date Version Description Author 3-July-13 1.0 1st Draft User Guide KS 10-July-13 1.1 2nd Draft User Guide Attached Process Flow for Time/Payroll/Leave Module in Appendix Implemented option to choose First/Last Scan of Clock Time if 2 or more clock times were found KS 2013 All Right Reserved @Copyright of Flexi-Team Computer Services SDN BHD
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Page 1 of 237
IFLEXIHRMS Management System
User Guide
Version 1.1
Revision History
Date Version Description Author
3-July-13 1.0 1st Draft User Guide KS
10-July-13 1.1 2nd Draft User Guide
Attached Process Flow for Time/Payroll/Leave Module in Appendix
Implemented option to choose First/Last Scan of Clock Time if 2 or more clock times were found
KS
2013 All Right Reserved @Copyright of Flexi-Team Computer Services SDN BHD
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TABLE OF CONTENT
1. INTRODUCTION ..................................................................................................................................... 6
2. System Requirements ........................................................................................................................... 8
3. System Installation ................................................................................................................................ 9
4. System Overview................................................................................................................................. 12
4.1 Login to IFLEXIHRMS ................................................................................................................... 13
4.2 Overview of Graphical User Interface (GUI) ............................................................................... 14
4.3 HR Master Menu ......................................................................................................................... 18
4.3.1 Company ............................................................................................................................ 18
4.3.2 General Setup ..................................................................................................................... 20
4.3.3 Holiday ............................................................................................................................... 33
4.3.4 Shutdown ........................................................................................................................... 36
4.3.5 Basic Code .......................................................................................................................... 36
4.3.6 Allowance Code .................................................................................................................. 37
4.3.7 Overtime Maintenance ...................................................................................................... 42
4.3.8 Shift Group ......................................................................................................................... 43
4.3.9 Shift Code ........................................................................................................................... 47
4.3.10 Leave Maintenance ............................................................................................................. 50
4.4 Payroll Master Menu .................................................................................................................. 51
4.4.1 Government Reference ...................................................................................................... 51
4.4.2 Deduction Code .................................................................................................................. 52
4.4.3 Government Table ............................................................................................................. 55
4.4.4 OT Flat Rate ........................................................................................................................ 59
4.4.5 Bank Code .......................................................................................................................... 60
4.4.6 Advance Code..................................................................................................................... 62
4.5 Data Menu .................................................................................................................................. 63
4.5.1 Employee ............................................................................................................................ 63
4.5.2 Badge Numbers .................................................................................................................. 66
4.5.3 Fixed Advance .................................................................................................................... 66
4.5.4 Fixed Allowance ................................................................................................................. 67
4.5.5 Fixed Deduction ................................................................................................................. 67
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4.5.6 Government Form .............................................................................................................. 68
4.5.7 Tax Record .......................................................................................................................... 74
4.5.8 Pay History ......................................................................................................................... 76
4.5.9 Loan .................................................................................................................................... 77
4.5.10 Advance Transaction Detail................................................................................................ 79
4.5.11 YTD Data Entry ................................................................................................................... 80
4.5.12 Leave Form ......................................................................................................................... 81
4.5.13 OT Approval Form .............................................................................................................. 83
4.5.14 Quick Approval For Leave .................................................................................................. 84
4.5.15 Quick Approval For Overtime ............................................................................................. 84
4.5.16 Leave Entitlement .............................................................................................................. 85
4.6 Payroll Menu ............................................................................................................................... 86
4.6.1 Payroll Transaction ............................................................................................................. 86
4.6.2 Advance .............................................................................................................................. 88
4.6.3 Bonus .................................................................................................................................. 91
4.6.4 Compute Payroll ................................................................................................................. 94
4.6.5 Close Period ....................................................................................................................... 96
4.6.6 Payroll Formula .................................................................................................................. 97
4.6.7 Non-Standard Cut Off ....................................................................................................... 100
4.6.8 Calculation Method .......................................................................................................... 101
4.6.9 Hold/Stop Payment .......................................................................................................... 109
4.6.10 Custom Rate ..................................................................................................................... 110
4.6.11 Matrix Code ...................................................................................................................... 110
4.6.12 Matrix Table ..................................................................................................................... 111
4.6.13 Tax Rate ............................................................................................................................ 113
4.6.14 Tax Exemption .................................................................................................................. 115
4.7 Attendance Menu ..................................................................................................................... 116
4.7.1 Attendance Record .......................................................................................................... 116
4.7.2 Clock Data ........................................................................................................................ 124
4.7.3 Individual Schedule .......................................................................................................... 125
4.7.4 Clock Setup ....................................................................................................................... 126
4.7.5 Cycle Period ...................................................................................................................... 129
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4.7.6 Payment Method ............................................................................................................. 130
4.7.7 Rounding Method ............................................................................................................ 133
4.7.8 Process Attendance .......................................................................................................... 133
4.7.9 Upload and Sort Clock Data ............................................................................................. 134
4.8 Analysis Menu .......................................................................................................................... 136
4.8.1 Payroll Analysis ................................................................................................................. 136
4.8.2 Attendance Analysis .......................................................................................................... 140
4.8.2 Organization Chart ............................................................................................................ 140
4.9 Quick Data Entry (QDE) Menu .................................................................................................. 142
4.9.1 QDE Transaction - Leave Form QDE ................................................................................. 142
4.9.2 QDE Transaction - Group Schedule QDE .......................................................................... 144
4.9.3 QDE Employee - Update Service History .......................................................................... 145
4.9.4 QDE Employee Master ..................................................................................................... 146
4.9.5 QDE Time Attendance - Delete Leave Form Data ............................................................ 146
4.9.6 OT Approval QDE .............................................................................................................. 147
4.9.7 QDE Individual Schedule .................................................................................................. 148
4.9.8 QDE Invalid Badge No ...................................................................................................... 148
4.9.9 QDE - Change Shift Group ................................................................................................ 149
4.9.10 QDE - Change Company ................................................................................................... 149
4.9.11 QDE - Auto Clocking ......................................................................................................... 150
4.9.12 QDE - Clocking Edit Time .................................................................................................. 150
4.9.13 Leave Adjustment QDE .................................................................................................... 151
4.10 Tools Menu .............................................................................................................................. 152
4.10.1 Backup and Restore .......................................................................................................... 152
4.10.2 Update Patch ..................................................................................................................... 153
4.10.3 Purge Data ......................................................................................................................... 154
4.10.4 Synchronization ................................................................................................................. 155
4.10.5 Report Designer ................................................................................................................ 156
4.10.6 Report Writer .................................................................................................................... 157
4.10.7 Reminder ........................................................................................................................... 163
4.10.8 Auto Time Data ................................................................................................................. 165
4.10.9 Update Basic/Standard Data ............................................................................................. 167
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4.10.10 Change Employee No .................................................................................................... 168
4.10.11 Global Import Tools....................................................................................................... 168
4.10.12 Import Tools .................................................................................................................. 170
4.10.13 Pin Number ................................................................................................................... 171
4.10.14 Mail Merge .................................................................................................................... 172
4.11 Export Menu............................................................................................................................. 175
4.11.1 Auto Banking ..................................................................................................................... 175
4.11.2 Export Government Form ................................................................................................. 177
4.11.3 Export to Payroll ................................................................................................................ 179
4.12 Security Menu ........................................................................................................................... 184
4.12.1 Access Code....................................................................................................................... 184
4.12.2 Access Group ..................................................................................................................... 185
4.12.3 Access Rights ..................................................................................................................... 185
4.12.4 Fields Access Control ......................................................................................................... 186
4.12.5 User and Group Profile ..................................................................................................... 190
4.12.6 Change Password .............................................................................................................. 191
4.12.7 Audit Trail ......................................................................................................................... 191
4.13 Add-On Menu ........................................................................................................................... 192
4.13.1 Welfare Module ................................................................................................................ 192
4.13.2 Leave Module .................................................................................................................... 197
4.13.3 Abnormal Module ............................................................................................................. 213
4.13.4 Badge Printing ................................................................................................................... 219
4.13.5 Training Module ................................................................................................................ 223
4.14 Help Menu................................................................................................................................. 226
4.15 User Support/Troubleshooting Skills ........................................................................................ 227
APPENDIX .............................................................................................................................................. 231
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1. INTRODUCTION
IFLEXIHRMS is a Cost-Effective Human Resource Management System, which integrated for BOTH Time
Attendance System and Payroll Management System. The software is NOT only can cater for small and
medium business but also is now towards into the Enterprise level direction, to meet more customers'
needs. With the built in features in term of the Flexibility, this has been proven that our software has
greatly reduced the times and efforts in calculating the employee's attendance and payroll.
Below are some of the useful built in Features and Competitive Advantages for the software:
Multi-Companies Concept to handle Human Resources related matters for
HQ/Branches/Subsidiaries,
Interface to various Time Recorder devices such as Biometric and smart card to provide
Real-Time Data Polling,
Perform Data Synchronization or Export, from and to UBS or any 3rd party payroll systems,
Flexible in Defining Own Formula based on conditions and criteria required to use in Time
and Payroll module such as creating customized Allowance and Payroll Formula,
Powerful Searching Engine via Grid Filtering or Query Code,
Drag and drop concept for using Attendance Analysis tool, a tool where can do the
customized report data requested by management for analysis purpose,
Built in Report Designer to allow user self-service to customize any ad-hoc report as at when
if required,
Global Import Tool to accept data import into AUTOHR via Excel template,
Built in Mail Merge template ready to use for generating Employment Letter, Confirmation
Letter and etc,
Access Rights control by User or Group based,
Extensive of Audit Control as built in Audit Trail can always keep track of all the records
manipulation,
Plug-In Concept for any additional or customized add on or functions required, ease to
install and use,
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Always conform to Government Rules and Regulations for Human Resource standard,
certified by Lembaga Hasil Dalam Negeri, annually renewal,
Over 60 Comprehensive Professional Management Reports are built in, such as:
o Clocking Time Listing
o Daily Attendance (By Department/ Shift Group and etc)
o Employee Attendance Summary
o Leave Details (By Employee, Department)
o Overtime Approval
o etc
Built on Microsoft .NET Technology with Powerful SQL Engine, and can support multiple
Operating Systems such as Ms Windows XP, Windows 7, Windows 8 and etc.
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2. System Requirements
System requirement is the basic computer specification required prior to do the installation of
iFlexiHRMS system.
Components Minimum Requirements Optimum Requirements
Processor Dual-Core 1.6 GHz or above Quad-Core 1.6 GHz or above
Memory 1 GB 2 GB
Disk Space 5 GB 10GB
Operating System Windows XP or above Windows XP or above
Database Ms SQL Express 2005 Ms SQL Express 2008 R2
.NET Framework Microsoft .NET Framework 2.0 Microsoft .NET Framework 2.0
Monitor 1024 X 768 DPI, with 24-bit colors 1024 X 768 DPI, with 24-bit colors
CD-ROM Drive Required Required
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3. System Installation
System installation is a process of setting up iFlexiHRMS system for both server and workstations. This
will include of the installation of SQL Server and Creation of new Database. Below are some pre-
requisite software components required to install:
Microsoft .NET Framework 3.5
Microsoft Visual Foxpro OLEDB Provider
Microsoft SQL Server 2005/2008
The component as stated above were all included in the installation file.
Step 1: Find the installation file from the DVD, with the filename, AUTOHRSetup.exe, double click to
start the installation,
Step 2: If all the pre-requisite software was installed, it will be shown as below, click on Next to proceed.
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Step 3: After setup wizard was launched, click on Next to continue,
Step 4: Leave the default installation path, and click on Next to continue,
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Step 5: Leave the default installation path, and click on Next to continue,
Step 6: Click on Close to complete the installation.
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4. System Overview
In this section, you will learn on how to get closely to iFlexiHRMS via the login screen, some commonly
used Tool Bar Menu, and Brief Introduction for all the modules that have been installed. All the
information given below will definitely serve as a useful guideline while you are using the iFlexiHRMS.
Below are the lists of System Overview Components:
4.1 Login to iFlexiHRMS,
4.2 Overview of Graphical User Interface (GUI)
4.3 HR Master Menu
4.4 Payroll Master Menu
4.5 Data Menu
4.6 Payroll Menu
4.7 Attendance Menu
4.8 Analysis Menu
4.9 Quick Data Entry (QDE) Menu
4.10 Tools Menu
4.11 Export Menu
4.12 Security Menu
4.13 Add-On Menu
4.14 Help Menu
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4.1 Login to IFLEXIHRMS
iFlexiHRMS system is a Multi-Companies Concept Type of Human Resource System, thus more than one
company DB can be found from the list.
To proceed with the login, please select the appropriate Company Name from the list, enter the correct
user id and password, and click on [Login].
Did you know?
There are Version Info shown on top of the login screen, for better awareness of the iFlexiHRMS
version that you are running,
Multiple Company DBs can be attached and shown during the application login,
To login into company database,
1. Enter User Id, and Password,
2. Select the company that you want to login, and click [Login],
Figure 4.1.1: iFlexiHRMS Main Login Screen
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4.2 Overview of Graphical User Interface (GUI)
To enable our users to be more familiar with iFlexiHRMS system, the Layout for the GUI based was
designed such that more Microsoft Style. With such a design, users will now be able to get use with the
system more easier and faster.
Horizontal Shortcut Menu Bar
All the menu items will be categorized by the module, and controlled by the access rights. If there is NO
access to the menu item, the item will be disabled and shown in grey color (Figure 4.2.2).
Figure 4.2.1: Horizontal Shortcut Menu Bar (With Authorized Access Rights)
Figure 4.2.1: Horizontal Shortcut Menu Bar (Without Authorized Access Rights)
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Custom Shortcut
Custom shortcut provides the flexibility to the users which can enable them to access to the most
commonly used functions in the main menu, and this custom shortcut will be shown accordingly to the
module tab which they belongs to.
Figure 4.2.3: Custom Shortcut
Figure 4.2.4: How to add a custom shortcut in iFlexiHRMS
Similar like horizontal menu item, the item will be Grey Off if you have NO access to the function.
Tips: Below are the steps on how to add a new custom shortcut in the iFlexiHRMS,
1. Click on the [CUSTOM] icon (Figure 4.2.3),
2. Select the Function that you want to add as a custom shortcut, and click on >> icon (Figure
4.2.4),
3. Click on [Apply] once done.
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Data Filtering on grid
Data Filtering is a Built In Component in iFlexiHRMS User Interface, which can enable user to do a quick
search on the information required based on the result shown in the grid. All the fields shown in the grid
will be available for the filtering.
Figure 4.2.5: Data Filtering
Did You Know?
Below are the Steps on how to show more columns in grid view, inside iFlexiHRMS system,
1. Right click on the Grid Column Header, and choose Column Chooser from the Grid Menu
(Figure 4.2.6),
2. Drag the field that you want from the Customization window (Figure 4.2.7), and drop into
the position column shown in the grid,
Figure 4.2.6: Grid Menu Figure 4.2.7: Column Chooser
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Query Code
Query Code is a Built In Tool to allow users to do the own selection of some pre-defined fields, in order
to generate a better and meaningful output data. Please refer to the below for the fields that are
available for your selection in Query Code.
Figure 4.2.8: Query Code (Page 1)
Figure 4.2.9: Query Code (Page 2)
Query Page 1
1. Employee No
2. Company
3. Branch
4. Division
5. Section
6. Category
7. Religion
8. Shift Group
9. Job
10. Race
11. Nationality
Query Page 2
1. Superior
2. Supervisor
3. Line
4. Hire Date
5. Confirm Date
6. Cease Date
7. Date of Birth
8. Confirm Due
9. Pay Rate
10. Gender
11. Hire Status
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4.3 HR Master Menu
In iFlexiHRMS, HR Master Menu consists of all the master file maintenance related to the HR matters
(Figure 4.3.1). These master settings will need to be pre-defined prior to do any transaction such as
Process Attendance action.
4.3.1 Company
Company setup described on all the Basic Information related to the Company such as Company Name,
Address, Registration No, License Key assigned, Person in Charge and etc.
Figure 4.3.1: HR Master Menu
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New changes in Company Setting includes of:
Leave Module - Define Financial Period
This setting need to be defined if Leave Module is purchased and Leave Method used is
based on Financial Year (Figure 4.3.3),
Figure 4.3.3: Define Financial Period
Figure 4.3.4: General Setup - Company Profile
Figure 4.3.5: General Setup - Payment Method for UBS
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4.3.2 General Setup
In iFlexiHRMS, General Setup can be defined as the Basic Settings which will be used throughout the
system, either involved in the Time Attendance Calculation, Leave Calculation, Payroll Calculation or etc.
Basically, General Setup can be divided into 3 sections. They are:
1. ) General Setup - Main
Figure 4.3.6: General Setup - Main
Application Related
Default Employee Photo Path,
- In iFlexiHRMS, employee's photo will be kept in the physical shared folder
location. In a multi-users environment, it is recommended to set the path as a
common shared drive
Enable MYKAD,
- By enable this MYKAD setting, user can direct retrieve the employee's details
from the MYKAD via the MYKAD reader
Leave Setting - Half Day Count as,
- This setting will be used to determine on how many days will be deducted, when
user try to apply any leave which the Day Type in the Shift Code under Group
Schedule or Individual Schedule as HALF DAY.
Default value: 0.5
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In this section, most of the settings are related to the Database Maintenance such as Database Backup,
setup the default backup folder and etc.
Figure 4.3.7: General Setup - Main (Database Related)
Database Related
Database Backup Folder 1,2,3
- Default database backup folder, C:\AutoHR Database
Last Backup Date,
- Indicate the last backup's date time
Backup Warm Warning
- Served as a IFLEXIHRMS Reminder to prompt after login, need to specify number
of days to alert user since last backup, (Click OK to continue)
Confirm Backup Warning
- Similar like Backup Warm Warning, also will prompt user for the backup. It will
provide the option to backup or skip the process
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In this section, the Basic Email Server Settings will need to be entered, and this setting will be used when
there is any email sent out from iFlexiHRMS, this will include of the Abnormal Process. Please refer to
your system administrator if you have any difficulties in entering the information as below (Figure 4.3.8).
Email Related
Email Setup
- This is the Email Setting which to be used for general purpose. User will need to
specify the actual Outgoing Email Server, Port Number, with the proper
authentication of user name and password.
Please refer to your system administrator for more details.
Content,
- It is a predefined Email's Subject and Body, that later will be used as a Default
Email Template,
Exception List
- The email recipients that are defined will be notified if there is any exception
error occurred during process the Abnormal
Figure 4.3.8: General Setup - Main (Email Related)
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Shift Type that is defined in the General Setup will be used in Shift Code Maintenance.
In iFlexiHRMS, there are some built in additional fields that you can use in Employee Master or these are
known as Custom Label. Below is the maintenance screen which you can rename those fields, with your
meaningful naming. (Figure 4.3.10) The Custom Labels that you renamed here will be shown in
Reference Tab under Employee Master screen. (Figure 4.3.11)
Figure 4.3.9: General Setup - Main (Shift Type)
Figure 4.3.10: General Setup - Custom Label (Setting)
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After Custom Labels have been renamed with meaningful naming in General Setup - Custom Labels, user
will be able to view the changes immediately in Employee Master (Reference Tab).
In the OTHER section, the settings were applied to Abnormal Process where user can choose to:
Figure 4.3.12: General Setup - Other
Figure 4.3.11: Employee Master (Reference)
1. Abnormal No Need Reading Clock General TXT File,
YES - Abnormal Data will be sourced from Clock Data Table
NO - Abnormal Data will be sourced from Text File
2. Use Department Email as Priority,
YES - Email will be sent out via the Department
NO - Email will be sent out based on Shift Group's Receiver
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2.) General Setup - Payroll
Figure 4.3.13: General Setup - Payroll (Basic)
Figure 4.3.14: General Setup - Payroll Basic Setting
Payroll Basic Setting
Pay Period (Change Period)
This is referring to the Current Payroll Period. User can edit the Pay Period by clicking on the
Change Period, and revert the Current Period to Before/After for checking or re-process
purpose.
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Figure 4.3.15: General Setup - Payroll Process
Payroll Process
Use Leave Module to Calculate Payroll,
Tick on this setting if Leave Module is purchased. All the Leave Information will be retrieved
from Leave Form Entry,
User Time Attendance for OT, Allowance and Leave Records Transaction,
Tick on this setting if the calculation of OT, Allowance and Leave are based on the Daily
Attendance result,
Get Working Day from Time Attendance,
Tick on this setting if the Working Day calculation was retrieved from Daily Attendance,
Tax Table Parameter
Monthly Remuneration exceeding 21,000.00 , Tax follow the applicable for 21,000.00
plus 26 % cuts for every ringgit after the above
Explanation:
- If monthly income is NOT exceeding 21,000.00, the normal Tax calculation will be
performed,
- If monthly income is exceeding 21,000.00, the first 21,000 will be based on the
normal calculation, and subsequent balance will be based on 26% cuts to get the
result.
Monthly Maximum EPF deduction and insurance for PCB ______
Explanation:
- According to the Tax Deduction policy, the maximum of 6,000.00 can be deducted
per annum,
- Thus, to calculate in a monthly basis, it shall be divided by 12 months, and 500.00
will need to be set in this section.
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Maximum Retrenchment Benefit Tax Exempted Per Annum ______
Explanation:
For the Tax Exemption in Retrenchment Benefit, the Maximum Value need to be
defined in this section
Payroll Code Related
In this section, all the Allowances and Deductions to be calculated in the Payroll Transaction will need to
be assigned with an appropriate Payroll Code. With the code assigned, system will be able to perform
the relevant calculation based on the conditions set in the pre-defined Master Table.
Allowance
Leave Encashment Code
Retrenchment Benefit Code
Zerolize Negative Net Pay Code
Deduction
CP38 Tax Code
Zakat Code
Tabung Haji Code
Fee/Levy Code
B.Fwd. Negative Net Pay Code
Figure 4.3.16: General Setup - Tax Table Parameter
Figure 4.3.17: General Setup - Payroll Code
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Leave Code Related
Similar with Payroll Code, all the Leaves to be calculated in the Payroll Transaction will need to be
assigned with an appropriate Leave Code.
Leave Codes
Annual Leave
Sick Leave
Absence Code
Late In Code
Early Out Code
Time Off Code
Holiday Absence Code
Public Holiday Code
Company Holiday Code
Shutdown Code
Tax Relief Related
Similar with Payroll Code, all the Tax Relief to be calculated in the Payroll Transaction will need to be
assigned with an appropriate Tax Relief Code.
Tax Relief Codes
Life Insurance Code
Annuity Code
Alimony Code
Figure 4.3.18: General Setup -Leave Code
Figure 4.3.19: General Setup - Tax Relief Code
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Denomination
Default Denomination Note is referring to those valid Money Notes to be used in the report,
Denomination List.
3.) General Setup - Time Attendance
Figure 4.3.20: General Setup - Time Attendance (Basic)
Time Attendance Basic Setup
Clock Model
Refer to the Default Clock Model used in the Upload/Sort Clock Data,
No Of Clock
Refer to the No of Clocks will be used with Time Attendance,
Last Data Collect Time
Refer to the Last Clock Data Collection Date Time,
Clock/Attendance Records Active On And After
Refer to the effective date to which Attendance Process will be calculated,
Dummy Badge No
A Badge No that was used for representing the Invalid Badge No found in the Clock Data Text
File, and it will be excluded from processing upload clock data.
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Time Exception Setting
The Exception Setting is used in Process Daily Attendance, for any Late In/Early Out/Time Off happened,
based on the number of minutes defined, if exceeding the timing given, the exception error will be
shown in the Attendance Record.
Exception if Late In Exceeds ___ Minutes
Exception if Early Out Exceeds ___ Minutes
Exception if Time Of Exceeds ___ Minutes
Odd Clocking Setting
Odd Clocking as Exception
Odd Clocking also known as Un-Pair Clock Times. Tick on this setting if there is any exception
error occurred, the error will be shown in the Attendance Record,
Odd Clocking as Absent
Similar as above, whenever there is any Odd Clocking happened, the attendance record will be
flagged as ABSENT.
Figure 4.3.21: General Setup - Time Exception
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Clocking Rules
Minimum Interval for Two Clocking
If there are Multiple Clock Times found during the interval period in Minutes defined in this
section, the last clock time will be used, and all the older clock times will be flagged as Invalid
Grace Time Setting
Refer to the Period of Time given extra before the Due Date/Time occurred. These will include
of the Grace Time for Late In/Early Out/Time Off.
Holiday Rules
Forfeit Public Holiday - Absent Before
Tick on this setting if the employee is absent from work place the day before the Public Holiday,
the Public Holiday will be automatically forfeited.
Forfeit Public Holiday - Absent After
Tick on this setting if the employee is absent from work place the day before the Public Holiday,
the Public Holiday will be automatically forfeited.
Forfeit Public Holiday - Unpaid Leave Before
Forfeit Public Holiday - Unpaid Leave After
Similar concept applied to Unpaid Leave Before OR After
Figure 4.3.22: General Setup - Clocking Rules
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UBS Posting
Default Post Format: TXT
UBS Payroll System will only be recognized either TXT or DBF format.
Unpaid Clock Time Go To Other Non-Pay Leave,
(ONPL column in the UBS Posting text file will be used for storing such information)
Undefined Shift Code Go To Ignore,
LI,EO,MC,ABS,UPL Count Mapping Options:
o MC Count Post To UDRATE1
o Absent Count Post To UDRATE2
o Unpaid Leave Count Post To UDRATE3
o Late In Count Post To UDRATE4
o Early Out Count Post To UDRATE5
All the default values are valid values used by the UBS Payroll Posting process.
Posting Allowance
Below are a list of Pre-Defined Allowance Codes that are used in iFlexiHRMS system and with the
mapping fields to UBS payroll system:
Night Shift Allowance Field01
Transport Field02
Meal Field03
Acting Field04
Commission Field05
Miscellaneous Field06
Retrenchment Field07
Retirement Field08
Overtime Field09
Shift Allowance Field10
13 Month Salary Field11
Back Pay 13 Month Salary Field12
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4.3.3 Holiday
In iFlexiHRMS, there are two types of built in Holiday tables, they are general HOLIDAY and individual
HOLIDAY TABLE. General Holiday referred to the Holidays that will be used for all employees which NO
Holiday Table was assigned in Employee Master, whilst Individual Holiday Table is more specific to a
group of people within the same boundary, and usually it will be from the same branch or same
department.
HOLIDAY
This maintenance table will consist of ALL the Holidays for the year, and this includes of the Country and
State Holidays. Also applied to Company Holidays such as Company Anniversary Day.
HOLIDAY TABLE
This maintenance table will more specific and will be assigned to individual employee under Employee
Master, and usually this is applied to employees working based on different states (Figure 4.3.14).
Figure 4.3.13: Holiday Maintenance
Figure 4.3.14: Individual Holiday Table
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Figure 4.3.15: Creation of a new Holiday
HOW TO ADD A NEW HOLIDAY...
Tip: To add a new Holiday, please perform the steps given below:
1. Click on the HR Master Menu, and select HOLIDAY,
2. Click on [New] from the buttons list above,
3. Select the HOLIDAY Date,
4. If there is any replacement date, please indicate beside,
5. Enter the HOLIDAY description,
6. Select the [Shift Group] that you would like to exclude from this Holiday, OR
7. Add in the affected employee which you would like to exclude from this Holiday,
8. Click on [Save] once done.
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CREATION OF A NEW INDIVIDUAL HOLIDAY TABLE...
Tip: To add a new Holiday Table, please follow the steps given below:
1. Click on the HR Master Menu, and select HOLIDAY,
2. Click on [Holiday Table] from the buttons list above,
3. Click on the [Add] (Figure 4.3.16),
4. Enter the Holiday Table Name and Description (Figure 4.3.17),
5. Click on the (+) sign that can be found from the grid,
6. Select the Holiday Date from the list, and enter the Holiday Description,
(This list was entered in the previous screen, from the general Holiday table)
7. Once done, tick on the (Tick) sign and save it to finish the process
Figure 4.3.16: Holiday Table Figure 4.3.17: Add new individual Holiday Table
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4.3.4 Shutdown
Similar like Holiday, EXCEPT for Shutdown there is NO individual SHUTDOWN table to be verified and
checked. Thus, it is much more straight forward with NO specific Shutdown Table is required to be
maintained and assigned in Employee Master.
4.3.5 Basic Code
Basic Code consists all the commonly used master code maintenance used in iFlexiHRMS. This will
include of Department, Division, Section, Job, Country and etc.
Figure 4.3.18: Basic Code Maintenance
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4.3.6 Allowance Code
In this section, Allowance Code maintenance can be divided into TWO sections of Displays, they are
Allowance Type and Allowance Code.
Please refer to the Table Below for more explanations on the Allowance Code.
Section Description
Allowance Type Can also be defined as the Allowance Category,
All the built in Allowance Types are NOT editable,
Allowance Code This code will be used for the calculation of the attendance
and payroll,
Each Allowance Code will be tagged to an existing Allowance
Type,
Figure 4.3.19: Allowance Type and Allowance Code
Figure4.3.20: Allowance Maintenance
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Please refer to the Table Below for more explanations on the Allowance Code.
S/No Description Explanation
1. Allowance Code Unique code that will be later used for calculation of
attendance and payroll
2. Type Refer to the Allowance Type
3. Description Meaningful Description for the Allowance Code created
4. Default Amount It is an optional field, which can allow user to pre-
defined the default values for the Allowance Amount
that need to assign
Figure 4.3.21: Create a New Allowance Code
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S/No Description Explanation
5. Prorate Method NOT In Used
6. Rounding Method The rounding mechanism to use when there is any
cents that involved of the decimal places
7.
Formula Type N - None S - Script M - Matrix
8. Accessible User Group Can specify one or more user group, if NO
specified, it meant that applied for ALL
9. EPF/Socso/HRD/ORP/UPL/PL/Additional
Wages
Tick to enable the calculated allowance amounts to
be contributed
10. Cycle/Cut Off From/Cut Off To Can cater for flexible Cycle Period, and Cut Off
Date Range based on user defined
11.
NOT Eligible if This setting is to allow user to cater for those staffs
which Hired and Resigned for more than how
many days,
12. Import Cut Off The allowance Cut Off method can be override
with, Default Cut Off, Leave Cut Off or Overtime
Cut Off.
If NO selection, the allowance cut off will be based
on the original Period Cycle Cut Off defined.
14. View Employee To view a list of the affected Employees by the
criteria defined in the Allowance Code,
15. Categories Included Can specify one or more CATEGORIES, if NO
specified, it meant that applied for ALL
16. Shift Groups Can specify one or more SHIFT GROUPS, if NO
specified, it meant that applied for ALL
17. Line Included Can specify one or more LINES, if NO specified, it
meant that applied for ALL
18. Days of Week Can specify one or more DAYS, if NO specified, it
meant that applied for ALL
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19. Max Amount to Apply This is the limit that can be set, if the calculated
amount is higher than the preset amount, then the
preset Max Amount will be used. Must not set with
value 0.
Default value: 999
Conditions of Daily Allowance
20. Order This refer to the sequence where it will be
populated in the explanation file, under
Attendance Record
21. Amount Apply Fixed allowance amount that will be given
22. Shift Type To include which Shift Type that will be entitled for
the allowance
23. Day Type To include which Day Type that will be entitled for
the allowance
24. Condition To Apply This is more related to the requirement for the
allowance entitlement
EG. ATTN.TotalOThour >= 4
For this example, the allowance amount will be
given if the employee'S total OT hours equal or
more than 4 hours
25. Formula to Apply If there is any specific formula need to be used,
this has to be set in this column
Figure 4.3.22: Setting conditions of Daily Allowance
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Examples of Allowance Formula:
Example1:
There will be a Meal Allowance $2 given if Employee is from the Night Shift, and Total OT Hours >= 3.
Amount Apply: $2
Shift Type: 3
Condition: TOHOUR(ATTN.TotalOTHour) >= 3
Example2:
There will be a Meal Allowance $2 given if Employee is from the Night Shift, and Total Working Hours = 8,
AND Total OT Hours > 3
Amount Apply: $2
Shift Type: 3
Condition: AND (TOHOUR(ATTN.MinimumNormal) = 8,
TOHOUR(ATTN.TotalOThour) >= 3)
Example3:
There will be a Meal Allowance $2 given if Employee is from the Night Shift, and Total Working Hours = 8,
OR Total OT Hours > 3
Amount Apply: $2
Shift Type: 3
Condition: OR (TOHOUR(ATTN.MinimumNormal) = 8,
TOHOUR(ATTN.TotalOThour) >= 3)
Example 4:
There will be a Meal Allowance $2 given if Employee is from the Night Shift, and Hourly Leave taken cannot
more than 3 Hours,
Amount Apply: $2
Shift Type: 3
Condition: TOHOUR(ATTN.MinimumLeaveHour1) < 3
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4.3.7 Overtime Maintenance
Similar to Allowance Code, Overtime maintenance can be divided into TWO sections of Displays as well,
they are Overtime Type and Overtime Code.
Please refer to the Table Below for more explanations on Overtime Maintenance.
Section Description
Overtime Type
Can also be defined as the Overtime Category,
All the built in Overtime Types are NOT Editable, except for
Description, Label, Rate, Hour or Day Type and UBS Type,
If the HOUR column is ticked, that meant the OT Type is
categorized as Hourly, otherwise it will be grouped as Day
Overtime Code This code will be used for the calculation of the attendance,
Each Overtime Code will be tagged to an existing Overtime
Type,
If the OT code is a compulsory OT, compulsory OT column
shown in the grid will need to be ticked
Figure 4.3.19: Overtime Type and Overtime Code
Did You Know?
To add a new OT Code, simply click on the (+) sign on the bottom of the grid, and enter all the related info,
once done click on (tick) sign will do
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4.3.8 Shift Group
In iFlexiHRMS system, Shift Group can be defined as the grouping for the employee to which, there are
having a common setting such as Similar Shift Schedule, OT Entitlement YES or NO, Required Clock
In/Clock Out and etc. Usually all the employees under the same department will have the similar Shift
Group.
Please refer to the Table Below for more explanations on the Shift Group.
Description Explanation
General Information Tab
Offset Unpaid Hours From OT
Hours
Late In/Early Out/Time Off/UPL,
If there is any hourly range value enter for any one of these
categories, Offset OT logic will be triggered,
Exception if not enough value for Late In Offset
Tick on this setting if you want to show the ERROR in the
attendance record for insufficient value for offset
Continue to perform offset operation if exception
Tick on this setting if you want to perform any offset
operation even there is any exception happened
Figure 4.3.20: Shift Group Maintenance
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Perform Minimum OT Checking Before Offset Late In
Tick on this setting if the OT value can be used for offset any
Late In, even the OT hours performed does not meet the
Minimum OT pre-defined.
Default: N
Clocking Types / Information
Required To Clock In/Out?
Tick on this setting if it is compulsory to have the clock data
for the employee under this Shift Group. Usually for
Management Level, this setting is not required.
If Required Clock In/Out is not ticked, the clock data will be
auto-generated by the system based on the schedule hours
set in the Shift Code
Take First and Last scan only
Tick on this setting only when you want to capture in the
attendance record for its first and last scan clock times,
Flexible Working Hours?
Tick on this setting if NO fixed timing is required to appear in
the Clock Data. Usually it is used by Sales Department.
Within Interval Time, Take Last Scan
Tick on this setting if 2 or multiple clock times found within
the interval set, last clock time will be used.
Default: 1st Clock Time will be used
Grace Time Settings Late In/Early Out/Time Off
If there is any value specify for any one of these categories,
process attendance will verify and offset for the value more
than the setting here
Exception Settings Exception if Late In/Early Out/Time Off exceeds ___ minutes
Default value: 9999
Entitlement and Eligibility Settings OT Entitlement
Tick on this setting if the shift group is entitled for any OT
Override Method
Minimum OT
If this method is chosen, comparison of OT hours between OT
Approval Form and Actual OT occurred. The minimum OT will
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be taken as Approved OT Hours.
Schedule/Approved Hours
If this method is chosen, OT approval form will be prioritized
and used as the Approved OT Hours.
Void Overtime Hours
If this method is chosen, the Original OT value will be used as
Approved OT Hours.
OT Form Override Auto Approved
The actual OT hours will be auto-approved and become
Approved OT hours if this setting is ticked.
Before Work/After Work/Rest Day/Off
Day/Holiday/Shutdown/Replacement
If there is any tick for any one of these categories, OT
calculation will be performed during Process Attendance.
Approval
Tick on this setting if OT approval form is required
Deduct OT Break Duration
Tick on this setting if for any deduction required for last clock
out time fall in OT Break Period
Include OT Break Hours as OT
Tick on this setting to include OT Break Hours as OT if the last
clock out time is fall in OT Break Period
OT Offset Tab
Late In Offset Table
Use table for Late In Offset OT
Tick on this setting if there is a custom table need to be based
on offset logic
For example,
Late In Start Late In End OT Offset
0001 0015 0030
In this example, Late In between 0001 to 0015 minutes, if
based on the table used above, total OT values that need to
be offset will be 30 minutes.
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Early Out Offset Table Similar to Late In Offset Logic as described above
Time Off Offset Table Similar to Late In Offset Logic as described above
Offset Exclude OT Code OT Code Exclude
One or more OT codes can be specified for EXCLUDING in the
Offset with OT logic during Process Attendance.
Usually it is used to exclude Compulsory OT.
Shift Schedules Tab
Group Schedule
Group Schedule is a calendar view of all the shift codes
assigned for each day in a month.
New - To create a new Group Schedule
Edit - To make changes to the existing Group Schedule
Delete - To remove the planned Group Schedule
First/Previous/Next/Last
To navigate between different period of Group Schedule
Email Receiver Tab Name/Email
Abnormal Process will be based on the Employee Shift Group
and route the email to the recipient defined in this section
Auto Shift Change Use Auto Shift
Tick on this setting if there is any ad-hoc change shift, which
once you have defined here, the capturing of the clock data
will be based on the timing specified and do the necessary
Shift Code changed in the attendance record.
Max Hour In One Day
This will need to be specified which usually it will be 0800
based on the schedule hours
Working Type/Shift Code/Start Time/End Time
Enter the new Working Type, Shift Code, for the timing
happened between Start Time and End Time
Did You Know?
To add a new Auto Shift Changed, simply click on the (+) sign on the bottom of the grid, and enter all
the related info, once done click on (tick) sign will do
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4.3.9 Shift Code
Shift Code is an unique code to identify on for individual employee working day type on each day. Each
Shift Code will have different working hours and OT calculation setting. In iFlexiHRMS, working hours
also known as Schedule Hours
Please refer to the Table Below for more explanations on the Shift Code.
Description Explanation
Shift Code Refer to the Unique Code that represent the Shift performed
by the Employee in Time Attendance module
Description Refer to the Shift Description
Day Type Work Day, Half Day, Holiday, Replacement Day, Off Day, Rest
Day, Shutdown Day
Shift Type Indicate the type of Shift such as Morning, Afternoon, Night
and etc. The maintenance of this setting can be found in
General Setup
Early In This is to determine where the period to start for the
calculation of OT, usually OT before work will be calculated
based on Early In
Figure 4.3.21: Shift Code Maintenance
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Schedule In Refer to the official start of working hour
Schedule Out Refer to the official end of working hour
Schedule Hour Refer to the total working hours
Schedule Out - Schedule In - Break (NO Paid)
Out Time/In Time
Refer to the half day setting
If this is NOT set, calculation of attendance if involved leave
will be wrong
Schedule Break Time
From/To/ Duration/Rounding/Paid
From Break Time
To Break Time
Rounding
Paid
Tick on this setting if the break time is paid. And this will be
included as part of the Schedule Hour.
Alternate Schedule
Replacement for Public Holiday/Company
Holiday/Shutdown/Replacement
If there is any new shift code specified for any one of the
above, the attendance record will override the existing shift
code if the day is falls under one of these days.
Overtime
Overtime In Days Settings
This setting will record the OT in day either 0.5 or 1,
As OT Code
OT Day Code to use
As Half Day OT
Specified the OT Hours for Half Day, meaning if OT Hours
more than 4 hours considered Half Day, then 0400 values will
need to be filled
As Full Day OT
Specified the OT Hours for Full Day, meaning if OT Hours
more than 8 hours considered Full Day, then 0800 values will
need to be filled
As Max Full Day OT
If user specified 0800 as Total Hours in Max Full Day OT, this
meant that if OT more than 8 hours, for example 9 hours,
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then that employee will has an OT of 1 day and 1 hour.
However, if user want to limit that all the OT within 24 hours
will be grouped under 1 day, then the Max Full Day OT will
need to put as 2359 for example.
OT Code
OT Hourly Code to be used
Time Range From/To
Refer to the starting and ending period to which OT will be
calculated, format will be HHMM, eg.1700, 1830 and etc
Next OT At/Next OT Code
Next OT At is given meant based on the given Time Range
From/To, there might be special rate (Next OT Code) will be
given after the first n-hours, so Next OT at is referring to the
first n-Hours spent for OT, and Next OT Code is referring to
the New OT Code to be assigned if n-Hours was fulfilled
Minimum OT
If the OT performed was lesser than the minimum OT set
here, there will be NO OT being calculated for the employee
Rounding Method
Rounding mechanism to use for the OT calculation
Starting/Ending Time Rounding
Rounding mechanism to use for IN/OUT Clock Time
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4.3.10 Leave Maintenance
Similar to Overtime Maintenance, Leave maintenance can also be divided into TWO sections of Displays
as well, they are Leave Type and Leave Code. Except, in the Leave Maintenance, we split out the Leaves
into Paid and Unpaid Leave.
Please refer to the Table Below for more explanations on the Leave Maintenance.
Section Description
Leave Type
Leave Type
In Hour
Tick on this setting if the leave can be applied in Hourly. This
is NOT applicable to the Annual Leave.
UBS Type
Refer to the UBS type and it is important to define the correct
type such that the export data from iFlexiHRMS can be
accepted by UBS.
Leave Code
Code
Type
Apply on Non Working Day (NWD)
Tick on this setting if the leave code used for application can
apply during Non Working Day. All the Leaves that can apply
on Non Working Day will be counted based on the Calendar
Days instead from the Group/Individual Schedule
Figure 4.3.22: Leave Type
Figure 4.3.23: Leave Code
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4.4 Payroll Master Menu
In iFlexiHRMS, Payroll Master Menu consists of all the master file maintenance related to the Payroll
matters (Figure 4.4.1). These master settings will need to be pre-defined prior to do any transaction
such as Compute Payroll action.
4.4.1 Government Reference
Government Reference (Figure 4.4.2) will record all the Basic Information related to the government
such as Name, Address, Contact and etc. This section's info will be used for any government reports
submission.
Figure 4.4.3: Basic Info of Government Reference
Figure 4.4.1: Payroll Master Menu
Figure 4.4.2: Government Reference
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4.4.2 Deduction Code
In this section, Deduction Code maintenance can be divided into TWO sections of Displays, they are
Deduction Type and Deduction Code. (Figure 4.4.3)
Please refer to the Table Below for more explanations on the Deduction Code.
Section Description
Deduction Type Can also be defined as the Deduction Category,
All the built in Deduction Types are NOT editable,
Deduction Code This code will be used for the calculation of the payroll ONLY,
Each Deduction Code will be tagged to an existing Deduction
Type,
Figure 4.4.3: Deduction Type and Deduction Code
Figure4.4.4: Deduction Maintenance
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S/No Description Explanation
1. Deduction Code Refer to the unique code that will be later used for
calculation of Payroll
2. Type Refer to the Deduction Type
3. Description Refer to the meaningful Deduction Description will need
to be input
4. Default Amount This is the Default Value for Deduction Amount, and can
be optional to enter
5. Prorate Method Refer to the Prorate Mechanism used for calculating the
Allowance. It can be one of the following:
No Prorate, Fix Factor, Calendar, Period Cut Off or
Working Day as per Group Schedule set
Figure 4.4.5: Create a New Deduction Code
Please refer to the Table Below for more explanations on the Deduction Code.
Page 54 of 237
6. Rounding Method The rounding mechanism to use when there is any cents
that involved of the decimal places
7.
Formula Type N - None
S - Script
M - Matrix
8. EPF/Socso/HRD/ORP/UPL/PL/Ad
ditional Wages
Tick to enable the calculated Deduction Amounts to be
contributed for each category
9. Cycle/Cut Off From/Cut Off To Can cater for Flexible Cycle Period, and Cut Off Date
Range based on user defined
10. Tax Class Refer to the Section to which the Deduction Code
classified in the EA Form
11. NOT Eligible if This setting is to allow user to cater for those staffs
which Hired and Resigned for more than how many days,
12. View Employee Viewing of all the affected Employees with the given
criteria or conditions set,
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4.4.3 Government Table
Government Table is a list of Master Maintenance that used for the calculation of Payroll purpose. In
general, these can include of EPF, Socso, Tax, Statutory Master, Zakat and HRD.
Government Table Description
EPF Table A list of reference table for the contribution of EPF in term of
percentage for BOTH employee and employer
SOCSO Table
Similar to EPF Table, SOCSO table also will be used as a
guideline on how the amounts was being obtained based on
the range of salary defined in the table
TAX Table Similar to EPF Table, TAX table also will be used as a guideline
on how the amounts was being obtained based on the range
of salary defined in the table
Statutory Master Table This setting will be based on the EPF Table selection and
period range that user defined
ZAKAT Table This setting will be based on the range of salary for the
employee, with pre-defined Employee's contributions in term
of Percentage or Amounts,
NO contribution is required from Employer
HRD
This setting will be based on the range of salary for the
employee, with pre-defined Employer's contributions in term
of Percentage or Amounts,
NO contribution is required from Employee
Did You Know?
The calculation of the existing EPF Table was based on the Fixed Values defined in the table with given
range of Base From/To, except for those earned more than 20,000 and above will be using the standard
current EPF contribution rate of 11% for employee as at Year 2013.
Please refer to the Table Below for more explanations on the Government Table.
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Figure 4.4.6: EPF Table
Figure 4.4.7: SOCSO Table
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Figure 4.4.8: TAX Table
Figure 4.4.9: Statutory Master Table
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Figure 4.4.10: ZAKAT Table
Figure 4.4.11: HRD Table
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4.4.4 OT Flat Rate
OT Flat Rate also known as ORP, is a Fixed OT Rate Table that was formed by salary range given, and to
be used by calculation of OT amounts during Compute Payroll Process. If there is NO value defined for
the affected salary range, then Overtime Master rate will be used.
Figure 4.4.12: Fixed ORP Table
Did You Know?
To add a new Fixed ORP Table, simply click on the (+) sign on the bottom of the grid, and enter all the
related info, once done click on (tick) sign will do
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4.4.5 Bank Code
Bank Code Master consists of the basic information related to the bank, but most important is related to
the Bank File Export Format, as each bank might have their own accepted format, so all the master
maintenance will need to specify which format to use.
Please refer to the Table Below for more explanations on Bank Code.
Field Name Explanation
Bank Code An unique code to identify for the bank that will be used by
each employee,
Name Bank Name
Address Bank Address
Phone No Bank Contact No
Fax No Bank Fax No
Bank Account No Refer to the company Bank Account No
Branch Code Refer to which the Bank Branch that company is using
Figure 4.4.13: Bank Code
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Auto Banking Settings
IBG Code (Inter Bank GIRO) Refer to the bank code that used in IBG, (Must be same as the
bank that you are editing)
Export File Format If this is the bank that used as Payer Bank
Given Organization Code An unique company code registered and given by the bank to
the company
Organization Name Registered name by the bank
Company Profile An unique code registered by the bank and will be used in the
export file
May bank Payment Mode
Payment mode used by Maybank only, and the mode of
payment code will be used in the export file
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4.4.6 Advance Code
Advance Code is an Unique Code that used for processing for any advance payment to the employee.
This advance code is similar like Allowance Code or Deduction Code, which consists of the Cycle Period
that affected, or the advance payment need to contribute to EPF, SOCSO, HRD, ORP, UPL and etc.
Please refer to the Table Below for more explanations on Advance Code.
S/No Description Explanation
1. Advance Code Refer to the unique code that will be later used for
calculation of Payroll
2. Description Refer to the meaningful Advance Description
3. Default Amount This is the Default Value for Advance Amount, and
can be optional to enter
4. Rounding Method The rounding mechanism to use when there is any
cents that involved of the decimal places
5. EPF/Socso/HRD/ORP/UPL/PL/Additional
Wages
Tick to enable the calculated Deduction Amounts
to be contributed
6. Cycle/Cut Off From/Cut Off To Can cater for flexible Cycle Period, and Cut Off
Date Range based on user defined
7. Tax Class Refer to the Section to which the Advance Code
created to be classified in EA Form
8. NOT Eligible if This setting is to allow user to cater for those staffs
which Hired and Resigned for more than how
many days,
9. Deduct at Cycle Default value: End Payment
To indicate that which cycle that the deduction of
this advance item will be happened
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4.5 Data Menu
In iFlexiHRMS, Data Menu consists of the most frequent used processes which mostly are use for data
entry of Transactions Based records (Figure 4.5.1). These processes include of Employee Master, Leave
Form, Overtime or OT Approval Form, and etc.
4.5.1 Employee
Employee or also known as Employee Master, is the master record that will store the basic particular of
the Employee, and all the Service History for all the Employees.
Figure 4.5.1: Data Menu
Did you know?
The number of Employee's records can be kept in the
system will be determined by the number of Head Count
purchased.
The Head Count purchased will exclude of the Resigned
Staff and Inactive Employee
Figure 4.5.2: Employee Master
Page 64 of 237
Please refer to the Table Below for more explanations on the Employee Master.
S/No Description Explanation
1. Personnel Tab Refer to the Employee Basic Particular such as IC No, DOB,
Marital Status, Address and etc.
2. Service Tab Refer to the Employee Service History records, they are 3 types
of Service History records built in the system. They are:
Salary
Salary section is, referring to the types of Hired, Confirmation,
Resigned and etc. Information such as Basic Pay, Job Title,
Position, Probation Period and etc will be shown.
Movement
Movement section is related to the action of Transfer for the
Employee, such as Company Change, Dept Transfer, or Initial
Movement. And for each employee, there should be at least
one record with Initial Movement during the creation of
Employee Master.
Shift
Shift is the section where to define the Employee Shift Code.
For the first time creation of Employee Service History, it is
necessary to input the Initial Shift Group and subsequently,
amend it if there is any change in the Employee Shift Group.
3. Spouse and Kin Tab This section information recorded the Employee's related Kin
records, which also included of Spouse Information such as
husband and wife's details.
With all the contacts info provided, HR execute will be more
easily and quicker to contact the family members during the
emergency period.
4. Government Tab Will record the basic parameters for the contributions to the
government such as EPF, SOCSO, TAX and etc. Also will record
the bank details for the employee.
5. Education Tab Indicate on the Employee's Education Level, based on School,
Period Duration and Qualification obtained.
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6. Reference Tab This section is the additional information which to allow users
to store any extra info that related to the Employee which
does not exist in the Employee Master
Tip: Changing of the display of this section is very simple, all
can be done via the General Setup, under Custom Labels.
6. Job History Tab Will store all the past Employment History records related to
the Employee, this will include of last company name, position
held, last pay and etc.
7. Fixed Transaction Tab The entitlement of Fixed Allowance, Fixed Deduction or Fixed
Advance will be recorded in Fixed Transaction Tab, in
Employee Master. During compute monthly payroll, system
will extract all the information from this section, and do the
approriate +/- from or to the payroll.
Range of period will need to be specified, so that the correct
calculation can be performed.
8. Leave Balance/Record Tab Current Leave Records with the brought forward, leave taken,
adjusted leaves, entitlement and balance will be shown.
9. Documents Tab This section provides the environment for the users to do any
documents upload, such as Employee's Certification and etc
10. Benefits Tab This section is the Benefit assignment to the employee.
Benefits such as Car, Mobile Phone and etc can be entered in
this area, as those items are belongs to company assets and
for employee to use for company purpose.
11. Memo Tab The usage of this Memo, is similar like Microsoft Word, user
can choose to leave any notes or information such as
screenshots and paste into this section for future reference.
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4.5.2 Badge Numbers
Badge Numbers are referring to the Unique Number assigned to the badge card, and the Employee will
be using this badge number for processing the Time Attendance. Thus, the allocation of the badge
number to the Employee should NOT be duplicate or overlapped the periods between one another.
4.5.3 Fixed Advance
Fixed Advance provides the flexibility to the users in term of getting the partial of the salary payment
given in percentage or amount, base on the selected cycle period.
Figure 4.5.3: Badge Numbers
Figure 4.5.4: Fixed Advance
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4.5.4 Fixed Allowance
Similar to the Fixed Advance, Fixed Allowance will be given in a consistent manner based on the cycle
period selected. This amount of Fixed Allowance will be added to the salary payment during computing
the monthly payroll.
4.5.5 Fixed Deduction
Similar to the Fixed Allowance, Fixed Deduction also will be given in a consistent manner based on the
cycle period selected. This amount of Fixed Deduction will be deducted to the salary payment during
computing the monthly payroll.
Figure 4.5.5: Fixed Allowance
Figure 4.5.6: Fixed Deduction
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4.5.6 Government Form
In this section, government forms such as CP22A, EA Form or EC Form will be used in all the government
related matters. Users are required to do the report generation prior to view or print these Government
Forms.
CP22A
This document will be generated for the employees who have been resigned.
Please refer to the Table Below for more explanations on the CP22A - Generate.
S/No Description Explanation
1. CP22A For Year Year to which CP22A will be used for the submission
2. Include Bonus From/To Indicate on the Bonus Receipt based on the select Period
Range
3. Tax Reference Refer to the Tax Reference to which employee tag to
Figure 4.5.7: CP22A
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EA Form
In section, there are TWO processes can be performed for EA Form. They are Generate and
Maintenance.
In the Generate Process, EA Form Data will be generated for selected or all the existing employees,
which this form will record on all the salary income, allowances or deductions for the year.
Whilst in the Maintenance Process, Users are able to perform the editing of the EA Form generated in
the previous process.
Please refer to the Table Below for more explanations on the EA Form - Generate.
S/No Description Explanation
1. EA Form For Year Year to which EA Form will be used for the submission
2. Include Bonus From/To Indicate on the Bonus Receipt based on the select Period
Range
3. Tax Reference Refer to the Tax Reference to which employee tag to
4. EA Form Date Refer to the Document Date for EA Form
5. Reset Override Amount on
Re-generate
The existing amounts that have been override will be auto-
erased by the re-calculated amounts
6. Reset Manual Entered
Amount
The existing amounts (without override wording beside) will be
auto-erased by the re-calculated amounts
Figure 4.5.8: EA Form - Generate
Page 70 of 237
Please refer to the Table Below for more explanations on the EA Form - Maintenance.
S/No Description Explanation
1. EA Form For Year Year to which EA Form will be used for the submission
2. Tax Reference Refer to the Tax Reference that will need to be inquiry
Figure 4.5.9: EA Form - Maintenance
Did you know?
User can view the explanation file to see the detailed on how the figure for each section was obtained.
Page 71 of 237
Figure 4.5.10: Edit EA Form
Did you know?
Click on the [OVR]checkbox if you would like to edit the existing generated amounts, and for
information without [OVR] beside, you can directly make the necessary amendment and save it once
done.
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EC Form
This document will be generated for all the existing employees belong to government sector, which
similar like EA form, it will record on all the basic salary income, allowances or deductions for the year.
Compare to EA form, EC form will has less items found in the document.
Please refer to the Table Below for more explanations on the EC Form - Generate.
S/No Description Explanation
1. EC Form For Year Year to which EC Form will be used for the submission
2. Include Bonus From/To Indicate on the Bonus Receipt based on the select Period
Range
3. Tax Reference Refer to the Tax Reference to which employee tag to
4. EC Form Date Refer to the Document Date for EC Form
5. Reset Override Amount on
Re-generate
The existing amounts that have been override will be auto-
erased by the re-calculated amounts
6. Reset Manual Entered
Amount
The existing amounts (without override wording beside) will be
auto-erased by the re-calculated amounts
Figure 4.5.9: EC Form - Generate
Page 73 of 237
Figure 4.5.10: EC Form - Maintenance
Figure 4.5.11: Edit EC Form
Did you know?
Similar like EA Form, editing of EC
Form is allowed for Default value
and Non-Default value. For default
value, tick on [OVR] and enter the
new value to override the existing
amount.
Page 74 of 237
4.5.7 Tax Record
In this section, users can view and amend the Tax Related records, such as Tax History Records, Tax
Relief and Tax Receipt. (Figure 4.5.12)
4.5.7.1 Tax History
Tax History section allowed users to do the editing of the Tax Exemption or Relief in the monthly Tax
Contribution for future reference. One or more tax exemptions or relieves can be entered. (Figure 4.5.13)
Figure 4.5.12: Tax Record
Figure 4.5.13: Edit Tax History
Page 75 of 237
4.5.7.2 Tax Relief
Tax Relief is the rebate for the tax contribution, and it will be entered by the Period and Tax Code. The
data entry will be performed by individual employee. (Figure 4.5.14)
4.5.7.3 Tax Receipt
For filing and record keeping purpose, it is important for users to do the data entry Receipt No and
Receipt Date for all the receipts obtained, this will include of PCB and CP38 transactions. (Figure 4.5.15)
Figure 4.5.14: Tax Relief
Figure 4.5.15: Tax Receipt
Did you know?
User will need to enter the Tax Receipt info in
this section prior to preview for the Tax Report
-PCBII.
Page 76 of 237
4.5.8 Pay History
For all the past processed Payroll Transactions, it is now available for viewing in Payroll History. With
this section built in (Figure 4.5.16), users can flexible to view detailed of the Payroll month by month.
This will include of the Gross Basic, Bonus, Overtime, Allowance, Unpaid Leave, Deduction, and any ad-
hoc fixed transactions that being entered for a particular month.
Figure 4.5.16: Pay History
Figure 4.5.17: Viewing Payroll History by Period/by Employee
Page 77 of 237
4.5.9 Loan
Loan is an Add On Module that will be used to record down the detail of the Loan Information, and also
there will be an auto-generated repayment plan that will need to be mutually agreed by both Employee
and Employer. (Figure 4.5.18)
Please refer to the Table Below for more explanations in the Loan Module.
S/No Description Explanation
1. Loan Ref No Refer to the Unique Reference No assigned to the Loan
Transaction for the employee
2. Loan Description Refer to the Full Description of the Loan Ref
3. Loan Date Refer to the actual date to which Loan is effective on
4. Loan Amount Refer to the Total Amounts that will be loan to Employee
5. Loan Payment Refer to the Monthly Repayment Amounts by the Employee
Figure 4.5.18: Loan Detail
Page 78 of 237
6. Period Start Refer to the Cycle Period to which the Loan will be started for
the repayment
7. Deduction Code Refer to the type of the Deductions
8. Expect End Period Refer to the estimated last payment Period Cycle
9. Last Pay Period Refer to the most recent Repayment Period Code
10. Last Pay Amount Refer to the most recent Repayment Amount done by
Employee
11. Total Pay Refer to the Total Repayment Amounts as at today
Loan Detail
12. Period Refer to the Repayment Period Code
13. Loan Prinsiple Refer to the Monthly Net Amounts to be repayed
14. Loan Ded Refer to the Monthly Loan Deduction as per repayment plan
agreed
15. Override Tick on this setting if you would like to pay more or less for the
month
** For all the past Period Codes, there will be blocking built in, to
prevent user to change any post dated records
16. Exclude Tick on this setting to skip the repayment for the month due to
some emergency cases
17. Lock Once the period was closed, this field will be ticked and
prevent user from changing any post dated records
18. Posted This setting will be ticked, if the transaction was posted in
Payroll.
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4.5.10 Advance Transaction Detail
All the Advance Transactions that performed in iFlexiHRMS will be performed using Advance Transaction
Detail function and it will be entered in a monthly basis by selected Cycle Period (Figure 4.5.19).
However, if the transaction will need to be performed in the consistency monthly manner, then it is
recommended to do the creation in the Fixed Advance Transaction module.
Figure 4.5.19: Browsing Advance Transaction Detail
Figure 4.5.20: Adding a New Advance Transaction Detail
Did you know?
You can lock the Advance Transaction
Detail by clicking on the Locked check
box, by doing so the payroll will be
performed as usual, with NO advance
request is allowed.
Page 80 of 237
4.5.11 YTD Data Entry
For all the posted Payroll Transactions, very often due to minor changes in the payroll, it might not
necessary to do the amendments direct in Payroll Transaction. However, this can be done via YTD Data
Entry. (Figure 4.5.21)
In most of the times, this function is used when the system is implemented in the middle of the year,
which the YTD records for the 1st half year was found empty, and it will need to be manually entered by
the HR executive in order to generate a FULL YTD data. To resolve this issue, user can use this function
and do the necessary amendments to all the past period data.
Figure 4.5.21: YTD Data Entry
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4.5.12 Leave Form
Typically in iFlexiHRMS, Leave Application can be submitted via built in Leave Form. The built in Leave
Form can be applied in Daily Leave or Hourly Leave, depends on the Leave Code setting in the Leave
Maintenance. (Figure 4.5.22)
Figure 4.5.22: Leave Form
Did you know?
There are some validations will be performed during submission of any Leave Application via Leave
Form. They are:
Shift Group must be pre-assigned to Employee prior for any application was made
Group Schedule or Individual Schedule must exist, as these will be the only way to determine
the range of the period, whether belong to Working Day, Holiday and etc
Checking for the Leave Balance, and depend on the Leave Table setting, if the setting is prompt,
but still continue, system will still show the warning message on screen, but submission still
performed as usual
If Day Type, Half Day was found in the Group or Individual Schedule, then it is mandatory to set
the Half Day Count as setting in General Setup
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Please refer to the Table Below for more explanations in the Leave Form.
S/No Description Explanation
1. Employee No Refer to the Employee that apply for the Leave
2. Leave From/Leave To Refer to the Duration of the Leave Applied
3. Daily Leave/Hourly Leave Refer to the Leave Type whether is by Daily or Hourly
Depends on the Daily or Hourly Leave apply, the Leave Code
will be shown accordingly
4. Leave Code Refer to the Type of Leave that will be applied
5. Days Refer to the Total no of Days, Leaves are applied
6. Hours Refer to the Total no of Hours, Leaves are applied
7. First Half/Second Half Refer to the Leave Applied whether is it by AM or PM
8. Check Actual Leave Days Refer to a popup window that an additional info will be shown,
this will include of Total Work Days, Total Rest Days, Total Off
Days, Total Half Days and etc. (Figure 4.5.22)
Figure 4.5.23: Check Actual Days
Did you know?
With the new version of iFlexiHRMS, system is now able
to auto-calculate for the no of days to be applied base on
the given date range.
Page 83 of 237
4.5.13 OT Approval Form
OT Approval Form is an approval for Total Overtimes that are entitled for each employee for a selected
date. With any OT Approval Form entered, the actual OT performed by the employee will be controlled
and OT Approval Form in most of the cases will always been prioritized, and used as the Final Approved
OT for the calculation. (Figure 4.5.24)
Example:
If an employee performed the following OT:
Actual OT Approved OT
1. OT15 0100 1. OT15 0100
2.COMOT 0100 2. COMOT 0100
3. OT15 0200 3. OT15 0200
COMOT = COMOT
Same sequence will need to apply in OT
Approved Form
Figure 4.5.24: OT Approval Form
Did you know?
In order to calculate for the accurate Total OT Hours performed by the Employee, the input of the OT
Approval Form must be in the same sequence with the Overtime setting found in the Shift Code.
OT15 = OT15
OT15 = OT15
Page 84 of 237
4.5.14 Quick Approval For Leave
In the event where employee was absent from work from the selected date range with NO proper leave
applied, it will be appeared in the list as below. This function provides the Quick View on all the absent
employees, and based on this view to do the necessary approval/cancellation for the Leave. (Figure
4.5.25)
4.5.15 Quick Approval For Overtime
Similar like Quick Approval for Leave, there are cases where OT has been performed, due to the Shift
Group Setting which Before/After Work required approval, thus it will be retrieved in the following list.
(Figure 4.5.26)
Figure 4.5.25: Quick Approval For Leave
Figure 4.5.26: Quick Approval For Overtime
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4.5.16 Leave Entitlement
In iFlexiHRMS, Leave Entitlement is a Manual Process where to allow user to do the Manual Re-
calculation of the Leaves Taken. In this section, user can perform the adjustment of the Leave (+)/(-)
from the Brought Forward, Entitlement, Taken, Adjustment, Before Entitlement and etc. (Figure 4.5.27)
Figure 4.5.27: Leave Entitlement (Manual)
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4.6 Payroll Menu
In iFlexiHRMS, Payroll Menu consists of the most frequent used processes which mostly are use for the
data entry of Payroll Transactions Based records (Figure 4.6.1). These processes include of Payroll
Transaction, Compute Payroll, Payroll Formula, Hold/Stop Payment and etc.
4.6.1 Payroll Transaction
Payroll Transaction provides a complete view on all the employees monthly payroll records, with detail
break down on the payroll related items such as Allowances, Deductions, Overtime, Paid/Unpaid Leave,
EPF, SOCSO, PCB and etc (Figure 4.6.2).
Figure 4.6.1: Payroll Menu
Figure 4.6.2: Payroll Transaction
Did you know?
User can do the selective in viewing on the Payroll Transaction based on the selection of Period/Cycle.
Page 87 of 237
In the Payroll Transaction screen, there are THREE main sections. They are:
A
B
C
Did you know?
In Section A,
List of Employee Names can be found,
Click on each employee to view on Individual Payroll Detail,
In Section B,
Summary of Employee's contributions based on EPF, SOCSO and PCB,
Summary of Employer's contributions based on EPF, SOCSO and PCB,
In Section C,
Summary view on the General Earnings, Deductions and the Employer's contributions,
Transaction based records for Allowance, Overtime, Paid Leave, Deduction and Unpaid
Leave,
If there is any Fixed Allowance or Fixed Deduction preset in the maintenance based on
the same Period, it will be available in this section as well,
Figure 4.6.3: Payroll Transaction - Sections Explanation
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4.6.2 Advance
Advance Transaction is a process of salary assignment in a partial manner to the employee before the
payroll cut off period. This process will be performed based on the period cycle and advance code
selected.
Figure 4.6.5: Advance Transaction
Figure 4.6.4: Advance - Selection of Period/Cycle/Advance Code used
Page 89 of 237
Please refer to the Table Below for more explanations in the Advance Transaction - Entry Grid.
S/No Description Explanation
1. Name Refer to the affected Employee Name
2. Percent Refer to the Percentage of Advance Amount to be given
3. Adjust Amount Refer to the Amount of Advance Transaction to be given
4. Basic Rate Refer to the Basic Pay of the employee
5. Advance Refer to the Calculated Advance Amount to be given
6. Overtime Refer to the Calculated Overtime for the employee
7. Unpaid Leave Refer to the Calculated Unpaid Leave for the employee
8. Net Pay Refer to the Calculated Final Advance Amount to be given
9. EPF Employee Refer to the Calculated Contribution for Employee's EPF
10. EPF Employer Refer to the Calculated Contribution for Employer's EPF
11. SOCSO Employee Refer to the Calculated Contribution for Employee's SOCSO
12. SOCSO Employer Refer to the Calculated Contribution for Employer's SOCSO
13. Tax Employee Refer to the Calculated Contribution for Employee's Tax
14. Tax Employer Refer to the Calculated Contribution for Employer's Tax
15. Explanation Refer to the built in Explanation given based on the Advance
Transaction per employee record
Please refer to the figure 4.6.5
16. Source If the entry was created manually using this function, the
source will be USER
17. Process Status Refer to the Status for the added Advance Transaction
NORMAL
Process completed with NO error
ABNORMAL
Process completed BUT found the the calculated value was in
Page 90 of 237
negative value
ERROR
Any other exception errors occurred
Figure 4.6.6: Advance Transaction - Sample Explanation File
Did you know?
It is a good practice for the user to view the generated Explanation File, for detailed explanation for
each section, on how the calculation was performed for the result to be generated.
Page 91 of 237
4.6.3 Bonus
Similar to Advance Transaction, Bonus is a process of setting up for those employees which are entitled
for the bonus, and it will always base on the Period Cycle and Bonus Code selected.
Figure 4.6.8: Bonus Transaction Entry
Figure 4.6.7: Bonus - Selection of Period/Cycle/Bonus Code
Page 92 of 237
Please refer to the Table Below for more explanations in the Bonus - Entry Grid.
S/No Description Explanation
1. Name Refer to the affected Employee Name
2. Factor Refer to the Month of Bonus to be given.
Example: Factor of 1, will mean 1 month of Bonus to be given
3. Amount Refer to the Amount of Bonus to be given, usually it will be
given as a Token Amount for those unconfirmed
staffs/employee with service months lesser than 12 months.
4. Department Refer to the Employee's Department (Display Field)
5. Compute Method Refer to the Employee's Compute Method, retrieved from
Employee's Service History (Display Field)
6. Basic Pay Refer to the Employee's Basic Salary
7. Bonus Refer to the Calculated Bonus Amount to be given
8. EPF Employee Refer to the Calculated Contribution for Employee's EPF
9. EPF Employer Refer to the Calculated Contribution for Employer's EPF
10. SOCSO Employee Refer to the Calculated Contribution for Employee's SOCSO
11. SOCSO Employer Refer to the Calculated Contribution for Employer's SOCSO
12. Tax Employee Refer to the Calculated Contribution for Employee's Tax
13. Tax Employer Refer to the Calculated Contribution for Employer's Tax
14. Net Pay Refer to the Calculated Final Bonus Amount to be given
15. HRD Refer to the Calculated Contribution for HRD
16. Overridden YES - Being manually changed by the user
NO - All the amounts were auto-calculated by the predefined
table/formula,
17. Explanation Refer to the built in Explanation given based on the Advance
Transaction per employee record
Please refer to the figure 4.6.5
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18. Source Refer to the source of the data entry.
User - user data entry via grid
19. Process Status Refer to the Status for the added Advance Transaction
NORMAL
Process completed with NO error
ABNORMAL
Process completed BUT found the the calculated value was in
negative value
ERROR
Any other exception errors occurred
20. Bonus Basic at Refer to the effective date to which the Basic Pay will be used
for the calculation of the Bonus
Figure 4.6.9: Bonus - Sample Explanation File
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4.6.4 Compute Payroll
In iFlexiHRMS system, Compute Payroll is a batch process that will do the Payroll Calculation for all the
employees, this will include basic pay, overtime, leave, EPF/Socso/Tax contribution, bonus, advance,
fixed allowances or deductions and etc. (Figure 4.6.10)
Figure 4.6.10: Batch Process (Compute Payroll)
Did you know?
There are THREE types of Process Status available in the Compute Payroll screen.
1. NORMAL
If the calculated Net Pay is a positive value,
2. ABNORMAL
If the calculated Net Pay is fall below 0 or negative value,
3. ERROR
If there is any exception error occurred, the process will be skipped,
Page 95 of 237
View Explanation File
Upon completion of the Batch Process, there will be an explanation file generated (Figure 4.6.11) and
attached to each employee, which this explanation file will be detail described on the payroll calculation
such as, calculation of the Gross Pay, Bonus, Allowance, Deduction, Advance Payment, Leave, Overtime
and etc.
Figure 4.6.11: Viewing Explanation File
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4.6.5 Close Period
Close Period is a process of changing the current period, such that system is able to accept the
transactions based on the new Period (Figure 4.6.12). There is a pre-check process on all the
employees's payroll records, and if the process detected there is any error, the Close Period will be
unable to proceed on.
Figure 4.6.12: Close Period
Did you know?
Close Period will perform the checking and validation prior to do the Period Close.
This will include of re-calculate for the Payroll Result based on the current parameters or settings in all
the Payroll Master, and check against with the Stored Values in Pay Result which previously generated
by the Compute Payroll process.
For those un-tally records found for Net Pay, Allowances, Deductions, EPF, HRD and etc will be shown
in the grid as above. View on the explanation file to get more details for the variances found.
If there is any minor issue found, which cannot be rectified, the manual Period Close will need to be
performed using General Setup - Change Period function, for taking any new Period Cycle data.
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4.6.6 Payroll Formula
In iFlexiHRMS system, Payroll Formula is a built in function which is flexible to allow user to do self-
define of any custom payroll formula, which to be used in Allowance, Deduction, Overtime and Leave
(Figure 4.6.13). Each formula defined can be optional to include any criteria or conditions.
Figure 4.6.13: Payroll Formula
Figure 4.6.14: Formula Editor
Did you know?
With the built in Formula Editor, it is now easier for users to based on the fields and functions
available, to do the custom payroll formula. The formula composed can be verified by clicking on the
[Verify Formula].
Page 98 of 237
Example1:
Setting up conditions of AND
Condition: IF Leave Taken for leave code AB is more than 3 AND Department = IT,
You should set in the condition as follows:
AND(GetUnpaidLeaveSum('','AB') > 3, EmpMaster.Department = 'IT')
Explanation:
The keyword AND will be used and put in front of the condition, with the separator of (,) for
each condition set,
If there are 3 or more conditions with AND keyword defined, then it will need to be as follow:
AND(Condition1, AND(Condition2,Condition3))
Example2:
Setting up conditions of OR
Condition: IF Leave Taken for leave code AB is more than 3 OR Department = IT,
You should set in the condition as follows:
OR(GetUnpaidLeaveSum('','AB') > 3, EmpMaster.Department = 'IT')
Explanation:
The keyword OR will be used and put in front of the condition, with the separator of (,) for
each condition set,
If there are 3 or more conditions with AND keyword defined, then it will need to be as follow:
OR(Condition1, OR(Condition2,Condition3))
Page 99 of 237
Example3:
Setting up combination conditions of AND + OR
Condition: IF (Department = 'AC') OR (Leave Taken for leave code AB is more than 3 AND Department
= IT)
You should set in the condition as follows:
OR(EmpMaster.Department = 'AC', AND(GetUnpaidLeaveSum('','AB') > 3,
EmpMaster.Department = 'IT'))
Explanation:
First we will construct for the AND condition, thus we will need to use the following to join
with:
AND(GetUnpaidLeaveSum('','AB') > 3, EmpMaster.Department = 'IT')
For joining the AND statement with another condition of OR, then we will use for the 2nd
example, which to put the OR keyword in front, and each condition we will separate it with a
(,) as below:
OR(EmpMaster.Department = 'AC', AND(GetUnpaidLeaveSum('','AB') > 3,
EmpMaster.Department = 'IT'))
Page 100 of 237
4.6.7 Non-Standard Cut Off
In iFlexiHRMS, for some cases such as the Payroll Cut Off Period might be slightly earlier or later than the
usual Cut Off Period set, then we can use Non-Standard Cut Off function to handle such situation.
Non Standard Cut Off is similar to Standard Cut Off, which also can define for the affected Period and
Cycle , Calculation Method used, and all the revised Cut Off Period for OT, Allowance and Leave.
Example:
During CNY, salary might be given to all the employee earlier, instead of 31-Jan-2013, the cut off will be
set to 21-Jan-2013. So, this will be the correct setting.
Did you know?
For the Non-Standard Cut Off, we can use the Prorate Indicator to allow system to use base on the
FULL Basic Salary for the calculation or Prorated Salary for the calculation of Payroll.
Un-tick on the Prorate field, if you want to use the full amount of Basic Pay for the entire Payroll
Calculation
Figure 4.6.15: Non-Standard Cut Off
Figure 4.6.16: Sample Non-Standard Cut Off
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4.6.8 Calculation Method
In iFlexiHRMS system, Calculation Method can also be defined as the payment method, which each
method consists of individual Pay Rate, Cut Off Period for Each Cycle from 01-0E Cycle and etc. (Figure
4.6.16)
Please refer to the Table Below for more explanations in the Calculation Method - General.
S/No Description Explanation
1. Calculation Method Unique code to refer the Calculation Method
2. Description Calculation Method Description
3. Pay Rate Frequency of the Payment Method whether Hourly, Daily or
Monthly
4. Basic Pay Range Range of the Basic Salary that will be affected by this
calculation method
5. Cycle Refer to the 01,02,03,04 up to 0E Cycle code, 0E also known as
End Payment Cycle
Figure 4.6.16: Calculation Method - General
Page 102 of 237
6. Cut Off From/To Refer to the actual Cut Off Period for the selected Period Cycle
7. Basic Factor Default as 1.
If there are two payment cycle involved, then each cycle will
be assigned with 0.5 and etc.
8. OT Cut Off From/To Refer to the Cut Off Period for calculating the Overtime
9. Allowance Cut Off From/To Refer to the Cut Off Period for calculating the Allowance
10. Leave Cut Off From/To Refer to the Cut Off Period for calculating the Leave
11. EPF/SOCSO/TAX/HRD Refer to the contribution of the categories as stated
Tick on the setting to activate the contribution during
Compute Payroll
12. Recalculate Tick on this setting if you want to re-calculate for the each
statutory contributions, otherwise in the End Payment cycle,
system will automatically re-calculate the result again
13. Statutory at 0E and Recal.
Cycle
Tick on this setting if you want to do the contribution to the
Statutory such as EPF,SOCSO,Tax,HRD at the month end. (End
Payment Cycle)
14. Welfare Cut Off Base On Welfare cut off period can be followed by one of the cut off
periods below:
Basic, Overtime, Leave, Allowance
Usually welfare cut off period will be followed the Basic.
15. Rounding Intermediate Set to Nothing if NO rounding if required in each calculation
section, rounding process will be performed in each section.
16. Final The rounding method to use for calculating the Net Pay in the
payroll process.
17. Increment Prorate Default factor is 1.
Options provided included, based on Calendar Days, Payroll
Period, Between Cut Off Period, based on Group Schedule, and
etc
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18. New Hire/Resignee Prorate Default factor is 1.
Options provided included, based on Calendar Days, Payroll
Period, Between Cut Off Period, based on Group Schedule, and
etc
19. Negative Net Pay
Adjustment
RETAIN
If there is any -VE value result obtained from the Net Pay,
system will remain the -VE value, and required employee to
repay for the amount owed, (Usually was due to the
Deduction)
ZERO
If there is any -VE value result obtained from the Net Pay,
system will zerolize the -VE value, and NO repayment is
required from the Employee for the amount owed,
BFWD
If there is any -VE value result obtained from the Net Pay,
system will zerolize the Net Pay for the current period, and
bring forward the -VE value to next Payroll Period Cycle and
do the deduction in the following period cycle,
Allowance Code ZERONETPAY, will be auto-inserted into
the Allowance Section in Payroll Transaction screen to
zerolize any -VE net pay found for the current Period Cycle,
Deduction Code BFWDNETPAY, will be auto-inserted into
the Deduction Section in the Payroll Transaction screen to
carry forward the amount from last Payroll Period Cycle
20. Work Day Include
Off Days/RestDays/Holidays
Identify on the Work Day, whether to include Off Day, Rest Day
and Holiday as part of the Working Day or not
21. UPL Allowance Based On
Original Amount
Calculated Amount
UPL Original Amount refers to the Actual Given Amount, whilst
Calculated Amount is more applicable to the Pro-rated Amount
based on the given Amount,
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22. OT Allowance Based On
Original Amount
Calculated Amount
OT Original Amount refers to the Actual Given Amount, whilst
Calculated Amount is more applicable to the Pro-rated Amount
based on the given Amount,
23. Get Time Attendance Data
by Details
Allowance/Leave/OT
If these settings are ticked, then the data will be collected
based on individual attendance day, and do the calculation.
If these settings are NOT ticked, then the lump sum amount of
Allowance, Leave and Overtime will be collected used for the
further calculation.
Please refer to the Table Below for more explanations in the Calculation Method - Overtime.
S/No Description Explanation
1. ORP Rounding Method Refer to the Rounding Method to be used for the calculation of
OT Flat Rate
2. Maximum Basic Pay Base to
Calculate OT
Refer to the maximum amount that will be used for the
calculation of OT.
If the employee Basic Pay is more than the amount defined,
then the amount defined will be used for the calculation of OT.
However, if the employee Basic Pay is lesser than the amount
defined, then the employee Basic Pay will be used.
3. Basic Pay Ceiling to
Calculate ORP
Refer to the eligiblity of calculation of ORP.
If the employee Basic Pay is more than the amount defined,
there will be NO ORP calculation to be performed.
4. Maximum OT Hours in a
Month
Refer to the maximum no of Overtime Hours that employee
can be performed in a month
5. OT Code Restrict to
Maximum OT Hours
Refer to the OT Code involved for the restriction of OT to be
performed more than the maximum OT Hours in a month
6. OT Hours Exceeded Max.
OT Hours Goes to
Allowance
If there is any exceeding of the actual employee OT hours from
the Maximum OT Hours defined, the exceeded OT hours will
be used in the calculation of Allowance based on the
Allowance Code defined in this column.
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Please refer to the Table Below for more explanations in the Calculation Method - Bonus.
S/No Description Explanation
1. Bonus Round Method Refer to the Rounding Method to be used for the
calculation of Bonus.
2. Tax Class Refer to the section to which the BONUS will be grouped
into, in an EA form.
3. EPF/SOCSO/HRD Refer to the contributions of EPF/SOCSO/HRD for the
entitled BONUS,
4. EPF/SOCSO/TAX from
End Pay and Recalculate Cycle
Bonus
End Pay and Recalculate Cycle
Statutory such as EPF/SOCSO/Tax will be deducted in the
End Payment, and re-calculation will be performed.
Bonus
Statutory such as EPF/SOCSO/Tax will be deducted in the
Bonus Cycle
5. Eligibility Under Probation
Receive Bonus
Tick on this setting if all unconfirmed staff can receive the
Bonus during probation period.
6. Minimum Serviced Months to
Received Bonus
Minimum value is 1.
Validation will be performed for all the unconfirmed staff
if Hire Date to the calculated period is more than or equal
to the Minimum Service Month defined, then they are
entitled for the bonus.
7. Prorated Bonus If Serviced
Months Less Than
Validation will be performed for all the employees if Hire
Date to the calculated period is less than the Service
Month defined, then they are entitled for the prorated
bonus, otherwise bonus will be given in Full.
8. Join/Resigned Month is counted
as Serviced Months If
Hired Before
If the new employee Hire Date is before the day defined,
then the existing service month will be counted.
Page 106 of 237
9. Join/Resigned Month is counted
as Serviced Months If
Resigned After
If the existing employee Resigned Date is after the day
defined, then the existing service month will be counted.
10. Prorate Method Prorate Method to be used, options included of:
Nothing, Service Month and Calendar Day.
11. Join/Resigned Month is counted
as Prorate Months If
Hired Before
If the unconfirmed employee Hire Date is before the day
defined, then the prorated month will be counted.
12. Join/Resigned Month is counted
as Prorate Months If
Resigned After
If the existing employee Resigned Date is after the day
defined, then the prorated month will be counted.
Please refer to the Table Below for more explanations in the Calculation Method - Payroll Posting
Method.
S/No Description Explanation
1. Cut Off Type Refer to the range of data to be used for the calculation
of payroll, type of Cut Off are as follows:
Fixed Day
Usually calculation will be started from 1st of each month
to last day of each month
Default will be set as: 26 days
Total Days in the Month
It is more refer to the calendar days, either 28, 29, 30 or
31 days
Total Work Days in the Month
It will be based on the schedule and check on the day
type of Working Day, also can include Off Day and Rest
Day
Page 107 of 237
Total Days between Cut Off
If this setting is chosen, will need to specify for the First
Half and Second Half, from which day to which day
Total Work Days between Cut Off
Similar to Total Days between Cut Off, except this will
check based on the schedule to determine on the Work
Day, also can include Off Day and Rest Day
2. Cut Off Setting
Fixed Days
Refer to the Consistent Number of Days applied for the
month, and the data calculation will be based on the no
of days set here.
3. Include Off
Day/RestDay/ShutDown
Day/Replacement Day
Tick on this setting if you would like to include the
relevant days (Off Day,Rest Day,Shutdown,Replacement
Day) as the working days
This setting will be available if the Cut Off Type selected
included of:
Total Work Days in the Month
Total Work Days between Cut Off
4. Work Day Cut Off Date
First Half, From Day/To Day
Second Half, From Day/To Day
Refer to the designated start and end day for the first and
second half.
Allowance Cut Off
5. Allowance Code Refer to the allowance code that will be included to apply
for the Payment Method
6. Cycle Refer to the First Half or Second Half that the allowance
code will be used for the calculation
7. Method Type Optional to allow Self Define of the Cut Off From/To Days,
or based on the Leave or Overtime to do the cut off
8. From Days Refer to the starting day for the period to cut off
9. Previous From Months If there is a cross month such as last month 16th to this
month 15th day, then you can tick on the Previous From
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Month
10. To Days Refer to the ending day for the period to cut off
11. Previous To Months Similar to the Previous From Month, except this is more
relevant if the cut off will be late by a month, so both
Previous From Month and Previous To Month will be used
Page 109 of 237
4.6.9 Hold/Stop Payment
In iFlexiHRMS system, once the payroll has been computed successfully with NO error. The payment will
be proceed next, either via Bank Transfer, Cheque or Cash (Figure 4.6.17). For any Exception case, where
Hold or Stop payment is required, user will need to enter the relevant Employee Info via Hold/Stop
Payment function.
Figure 4.6.17: Hold/Stop Payment
Did you know?
Difference Between HOLD and STOP Payment
HOLD Payment will filter out affected employees entered in this HOLD/STOP Payment function based on
the Period Cycle selected from the Export Bank File, however Pay-Slip will be generated as usual.
STOP Payment will block the affected employees from processing the Payroll. All the result will be shown
as value of 0, and status will also be changed from NORMAL to STOP.
Page 110 of 237
4.6.10 Custom Rate
Custom Rate is an User Defined Pay Rate table,and it will overwrite the standard rate based on the
Period defined. Please refer to Figure 4.6.18
4.6.11 Matrix Code
In iFlexiHRMS system, each Matrix Code will consist of a pre-defined Matrix Formula, which this formula
will be included in the Matrix Table, such that to be used together with the Payroll Formula later. (Figure
4.6.19)
Figure 4.6.18: Custom Rate
Figure 4.6.19: Matrix Code
Page 111 of 237
Formula Builder
Formula Builder or also known as Formula Editor, is an environment for user to compose all sorts of
custom condition/formula, based on the available fields found in Employee Master, Daily Attendance
and Payroll Variable.
4.6.12 Matrix Table
In iFlexiHRMS system, Matrix Table can be defined as a lookup table, to which will consist of multiple
Matrix Codes, and based on the specific value range, to determine which amount or percentage to be
used. This function is used together with the Payroll Formula for all the Allowance Codes. The purpose is
to perform the deduction to the calculated values in Payroll Formula - Allowance either based on
amount or percentage.
Did you know?
To ensure that the formula composed is correct syntax, user can proceed with verify formula.
Figure 4.6.20: Formula Builder
Page 112 of 237
Figure 4.6.21: Matrix Table
Did you know?
Below are the Check Type can be selected in a Matrix Table:
Check All Used for scan thru all the records in the Matrix Table, and do the deduction for
all if all the range values were matched
First Match Used for checking from 1st to last record in the Matrix Table, however if the
event meet for the 1st match, the process will stop and only for the 1st
deduction will be performed
Below are the Steps on How to use the Matrix Table in iFlexiHRMS:
Firstly, to create a new Matrix Code based on the Formula,
Next, we will need to setup the Matrix Table, which the Matrix Codes that have been
created just now will need to be added into the Matrix Table,
The Matrix Table will contain of all the Matrix Codes with the given range values, to
determine on what amount or percentage should be used,
Once the Matrix Table was created, then it can be used in the Allowance Section under
Payroll Formula,
Page 113 of 237
4.6.13 Tax Rate
In iFlexiHRMS system, Tax Rate can be defined as the Tax Formula to use in the calculation of all the
Employee's Tax Contributions (Figure 4.6.22). Previously all the Tax Calculation will be based on the
Fixed Amount defined in the Tax Table, but with the change of the Tax Formula in used, it is more
flexible and accurate as all the final Taxable Amount will need to be calculated.
Please refer to the Table Below for more explanations in the Tax Rate.
S/No Description Explanation
1. Tax Formula Refer to the Unique Tax Formula Code to be used in the
assignment to the Employee
2. Tax Year From/To Refer to the affected Period Range in term of Year
3. Description Refer to the Meaningful Description for the Tax Formula
code created
4. Minimum Tax Refer to the Minimum Tax Amount requirement. If the
calculated Tax Amount is fall below the amount defined,
then NO Tax will need to pay for the period.
Figure 4.6.22: Tax Rate
Page 114 of 237
5. Deduction for Individual Refer to the Deduction granted for the Tax Payer
6. Deduction for Spouse Refer to the Deduction granted for the Husband/Wife of
the Tax Payer which is NOT working
7. Deduction for Child Refer to the Deduction granted for the Childs of the Tax
Payer
8. Deduction for Disabled Individual Refer to the Deduction granted for those Tax Payers
which are Disabled
9. Deduction for Disabled Spouse Refer to the Deduction granted for the Husband/Wife of
the Tax Payer which is Disabled
10. Maximum EPF/Life Insurance Refer to the Maximum Amount of Tax Deduction can be
granted for EPF/Life Insurance
11. Base From/To Refer to the Annual Income for the Employee
12. Value Refer to the Actual Value for the Calculation of Tax based
on the given range in Base From/To
13. Rate Refer to the Percentage of Tax to be calculated, maximum
up to 26% per annum
14. Category 1/3 Refer to the group of people such as Single OR Tax Payer
with Married status, with Spouse is working
15. Category 2 Refer to the group of people which Tax Payer with
Married Status, with Spouse is NOT working
Page 115 of 237
4.6.14 Tax Exemption
In iFlexiHRMS system, Tax Exemption can be defined as Tax Payer with complete relief from the tax OR
Tax Relief with calculated tax at a reduced rate. (Figure 4.6.23)
Please refer to the Table Below for more explanations in the Tax Exemption.
S/No Description Explanation
1. Exemption Code Refer to the Unique Tax Exemption Code to be used
2. Description Refer to the Meaningful Description for the Exemption
Code
3. Year From/To Refer to the affect Period Range in term of Year
4. Max.Per Year Refer to the Maximum Amount to be granted for the Tax
Exemption
5. Allow.List Refer to the affected Allowance Codes, one or more
codes can be selected
6. Tax Ex.List Refer to the Tax Code to which will be excluded if this Tax
Exemption code was selected
7. Remuneration List Refer to the related Tax Exemption Code
Figure 4.6.23: Tax Exemption
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4.7 Attendance Menu
In iFlexiHRMS, Attendance Menu consists of all the Time Attendance related processes such as Clock
Setup, Upload Clock Data, Clock Data, Individual Schedule, Process Attendance, Attendance Record and
etc (Figure 4.7.1).
4.7.1 Attendance Record
In Time Attendance module, Attendance Record will record down all the information such as Total
Working Hours, Total OT Hours, Late In, Early Out, Time Off, any leave taken for the day, or Absence,
calculated in a daily basis. (Figure 4.7.2)
Figure 4.7.1: Attendance Menu
Figure 4.7.2: Browsing Attendance Records
Page 117 of 237
Please refer to the Table Below for more explanations in the Attendance Record.
S/No Description Explanation
1. View by Date Range Most commonly used viewing criteria, as flexible
date range can be specified
2. Option
Tick on this setting if you want to view by pre-
defined selected values, they are:
Today
Yesterday
Last Week
Last Month
Similar to date range, except NO date range is
required to fill in prior to do the viewing
3. Query Code Enhanced to allow user to flexible in selecting the
required records based on some built in fields
criteria
4. Show Active/Inactive Employee Toggle between Tick and Untick for the result to
show by Active or Inactive employee
5. Show Header Description Tick on this setting if you would like to view the
result based on the Header Description in full
6. Show records on start up Tick on this setting if you would like to auto-show
the records after you exit and want to re-enter into
Attendance Record screen again
7. Refresh Click on this button after you have selected the
date range or Query Code, to view the result
Did You Know?
To view in Detail of Attendance Record, simply double click on the row that you want to view from the grid.
Page 118 of 237
For a better understanding, we will divide the Attendance Record into separate few sections as below
for further explanations:
Section 1: Basic Information
Below is the Basic Information of the Employee. The Shift Code for the day was defined and extracted
from the Group or Individual Schedule. Override code can be performed if there is any sudden change in
the Shift Code for the day.
Figure 4.7.2: Browsing Attendance Records
Figure 4.7.3: Editing Attendance Record
Figure 4.7.4: Attendance Record - Basic Information
Page 119 of 237
S/No Description Explanation
1. Override Code Tick on this setting and change the Shift Code for
the day ONLY if there is any sudden change in the
shift by the HR executive
The result of the Attendance Calculation will be
based on the new Shift Code set
Section 2: Clock Data Info
Below is the Clock Data info and all the final results for Normal, Late In, Early Out and Time Off. The final
result meant the values shown below were all being offset by the OT Hours (if any).
Please refer to the Table Below for more explanations in the Attendance Record - Clock Data.
S/No Description Explanation
1. Current Times Refer to the current Clock Time collected from
Clock Data, and it is always refer to the latest clock
times
2 Original Times Refer to the initial clock data times without any
amendment
3. Normal Refer to the Actual Working Hours
4.
Late In Refer to the First Clock Times if later than Schedule
In period set in Shift Code will consider Late In
Figure 4.7.5: Attendance Record - Clock Data Info
Page 120 of 237
5.
Early Out Refer to the Clock Times where last clock times
that earlier than the Schedule Out set in Shift Code
will consider Early Out
6. Time Off Refer to the Absence Period between Schedule In
and Schedule Out hours
Section 3: Exception Error
Below is the sample Exception Error where system detected there is NO clock data found for the
employee.
Did You Know?
Total Schedule Hours = Normal + Late In + Early Out + Time Off,
Difference between Early Out and Time Off is,
If there is any last clock out time detected for the employee before Schedule Out, which NO
clock in time found, then it is consider Early Out.
Time Off is the Times Taken during the schedule hours.
Figure 4.7.6: Attendance Record - Exception Error
Page 121 of 237
Section 4: OT and Allowances Related Info
Below are the OT and Allowances related info. All the values calculated were the net values which OT
values shown are being offset by Late In, Early Out or Time Off.
Section 5: Leave Info
Below is the Leave Info in term of Hourly and Day. All the Leave Values shown were came from the
Leave Form Data.
Did you know?
The top portion will show if there are any allowances codes
being assigned based on the conditions preset in the Allowance
Code Maintenance. Maximum of FOUR allowance codes shown.
The bottom portion will show BOTH OT Code in hourly and day
with the values calculated after offset logic for Early Out, Late In
and Time Off was performed.
Did you know?
It is POSSIBLE in IFLEXIHRMS where two or more leave codes will
be shown in an Attendance Record.
View on the explanation file if you would like to view the
attendance records on how calculated value for OT, Late In,
Early Out, Time Off and etc were obtained.
Tip: Override Result provides an option to allow user to put in the desire values in the Allowances
and Overtime in Hours/Days to override the original calculated values.
Figure 4.7.7: Attendance Record - OT and Allowances Related Info
Figure 4.7.8: Attendance Record - Leave Info
Page 122 of 237
Section 6: Clock Times Detail/Leave Info/Extra Information
Below are showing the pairs of Clocking Times for the Employee. These information was collected from
the Clock Data, origin from the Time Attendance Device.
Late In/Early Out/Time Off
Did you know?
In IFLEXIHRMS, we can store up to EIGHT pairs of
Clock Times for the calculation of Daily Attendance.
Normal/Late In/Early Out/Time Off shown on bottom
are the values after offset with OT Hours.
Figure 4.7.9: Pairs of Clock Times
Figure 4.7.10: Before Offset Figure 4.7.11: Before Grace
Page 123 of 237
Section 7: Overtime Details
Below is the Summarized of all the Calculated Overtime in BOTH Hourly and Daily.
Please refer to the Table Below for more explanations on the Overtime Details.
S/No Description Explanation
1. Actual OT Refer to the actual OT before any offset logic
2. Origin OT Refer to the OT after Min OT checking offset logic
was performed
3. Approved OT
Refer to the Final Approved OT, and
If there is any OT Approval Form,
Approved OT values will be taken from OT
Approval Form
If there is NO approved required,
Approved OT values will be same as Origin OT
4. Overtime (Total Hour) Refer to the Total of Approved OT for code 1-4
** Similar concept applied to Overtime in Day Code.
Figure 4.7.12: Overtime Details
Page 124 of 237
4.7.2 Clock Data
Typically, in Time Attendance module, Clock Data is the Source of the Time Attendance Calculation
where the values of Clock In/Clock Out times will be used for processing Daily Attendance. Most of the
clock data from Finger Tech/Time Attendance Devices will be auto-polling into iFlexiHRMS database, and
the data collection is always based on Real-Time manner.
Did you know?
Manual insertion of Clock Data can be done if data collection from Finger Tech device is malfunction,
Insertion of the new Clock Data will be done via Grid Entry,
To insert a new record, you will need to click on the Employee on the left panel grid before do the
new entry by clicking on the New button from the function buttons above,
Tick on First for the first clock in times that you have inserted,
Tick on Manual and select the Day (+) or (-) for any data that you would like to link back to,
For example,
An employee worked from 19:00 to next day 0700am, so two records will be inserted as follows:
1-Apr-2013 19:00 First (v)
2-Apr-2013 07:00 Manual (v) Day (-)
Figure 4.7.13: Clock Data
Page 125 of 237
4.7.3 Individual Schedule
In Time Attendance module, Individual Schedule is more referring to the Employee Specific Schedule.
In most of the cases, setting up a Group Schedule will be sufficient. However, due to some ad-hoc cases,
there might be having a last minute changes in the schedule for a particular date, from Shift Code A
changed to Shift Code B. So, in order NOT to affect for others in the similar group schedule, Individual
Schedule will need to be setup.
Did you know?
In BOTH Group and Individual
Schedule, there are coloring for the
schedule for your better visibility,
To set the color, please go to Shift
Code Maintenance and set a default
color for each Shift Code,
Figure 4.7.15: Edit Individual Schedule
Figure 4.7.14: Individual Schedule
Page 126 of 237
4.7.4 Clock Setup
In iFlexiHRMS, there is NO limit to setup the Time Clock to capture for the attendance. This setting will
enable the system more easier to read the text file generated by the Finger Tech device, based on the
position set.
Figure 4.7.16: Clock Setup - By Position
Figure 4.7.16: Clock Setup - By Position
Did you know?
iFlexiHRMS is now more flexible to
accept NOT only the fixed length
Text File, but also can process file
with Delimiter Type, such as
Tab Delimiter
Comma Separated (,)
Semi Colon as Delimiter (;)
Divider as Delimiter (|)
Did you know?
Clock Setup by Position setting is
applicable to the Fixed Length
Text File.
User can self-define info such as
Clock Id, Year, Month, Day,
Hour, Minute or Badge No from
position-X to position-Y.
Page 127 of 237
S/No Description Explanation
1. Clock Model Unique Model to identify for type of Clock that is
using
2. Description Further description on the clock device
3. File Type By Position
This is applicable to Fixed Length Text File.
By Delimiter
File type such as Tab Delimiter, CSV, Semi-Colon,
Divider delimiter can use this setting
4. Text File Name Default Filename that will be shown
By Position
5. Start Starting position reading the value from the Text
File
6. End Ending position reading the value from the text file
7.
Clock ID for Collect Data Indicate on the Clock ID that will be used for
collecting the Clock Data.
This Clock ID must be same as the Finger Tech
Device setup
By Delimiter
8. Type of Delimiter T - Tab Delimiter
C - Comma Separated (CSV)
S - Semi-colon as Delimiter
D - Divider as Delimiter
9. Column No Refer to the actual Column No shown in the Text
File/CSV File, starting from 1
10. Default Clock Date Format Default value: yyyy-MM-dd HH:mm:ss
yyyy - Year
Please refer to the Table Below for more explanations on the Clock Setup.
Page 128 of 237
MM - Month
dd - Day
HH - Hour
ss - Second
11. Clock ID for Collect Data If NO value specified in this column, then all data
from all clocks will be imported, if specified, only
record with the specified clock id will be imported.
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4.7.5 Cycle Period
Cycle Period is a Period Code that used for setting up the Cut Off date range for Leave and Overtime. In
each cycle period setup, you will need to specify on the Payment Method, it can be one or more
Payment Methods selected.
Figure 4.7.17: Cycle Period
Did you know?
The creation of a new Cycle Period will be all done via Grid
Page 130 of 237
4.7.6 Payment Method
Payment Method or also known as Calculation Method, is used for recording all the parameters that
used in the Time Attendance Module and these parameters will be used for data extraction from
iFlexiHRMS which later used for posting to UBS payroll (Figure 4.5.18).
S/No Description Explanation
1. Calculation Method Refer to the unique code to identify for the
calculation method used
2. Description Full description for the Calculation Method
3. Pay Rate Daily, Hourly or Monthly
There might be cases where employee getting the
salary in Hourly, Daily or Monthly basis
4.
Cut Off Type Refer to the range of data to be used for the
calculation of payroll, type of Cut Off are as
follows:
Figure 4.7.18: Payment Method
Please refer to the Table Below for more explanations on the Payment Method.
Page 131 of 237
Fixed Day
Usually calculation will be started from 1st of each
month to last day of each month, but the date
range is editable in Posting to UBS Payroll screen
Default will be set as: 26 days
Total Days in the Month
It is more refer to the calendar days, either 28, 29,
30 or 31 days
Total Work Days in the Month
It will be based on the schedule and check on the
day type of Working Day, also can include Off Day,
Rest Day, Shutdown Day and Replacement Day
Total Days between Cut Off
If this setting is chosen, will need to specify for the
First Half and Second Half, from which day to
which day, -VE value put will mean day from the
previous month
Total Work Days between Cut Off
Similar to Total Days between Cut Off, except this
will check based on the schedule to determine on
the Work Day, also can include Off Day and Rest
Day
5.
Cut Off Setting - Fix Days Refer to the Consistent Number of Days applied for
the month, and the data calculation will be based
on the no of days set here.
6. Include Off Day/Rest
Day/Shutdown/Replacement Day
Tick on this setting if you would like to include the
relevant days (Off Day,Rest
Day,Shutdown,Replacement Day) as the working
days
Page 132 of 237
This setting will be available if the Cut Off Type
selected included of:
Total Work Days in the Month
Total Work Days between Cut Off
7. Work Day Cut Off Date
First Half - From Day _ to Day _
2nd Half - From Day _ to Day _
Refer to the designated start and end day for the
first and second half.
Allowance Cut Off
8. Allowance Code Refer to the allowance code that will be included
to apply for the Payment Method
9. Cycle Refer to the First Half or Second Half that the
allowance code will be used for the calculation
10. Method Type Optional to allow Self Define of the Cut Off
From/To Days, or based on the Leave or Overtime
to do the cut off
11. From Days Refer to the starting day for the period to cut off
12. To Days Refer to the ending day for the period to cut off
13. Previous From Month If there is a cross month such as last month 16th to
this month 15th day, then you can tick on the
Previous From Month
14. Previous To Month Similar to the Previous From Month, except this is
more relevant if the cut off will be late by a month,
so both Previous From Month and Previous To
Month will be used
Page 133 of 237
4.7.7 Rounding Method
Rounding Method is a Rounding Mechanism that will make use of a Pre-Defined Table setup based on
the Starting and Ending minutes, and this rounding method can be used for calculation of OT, Late In,
Early Out, Time Off and etc.
4.7.8 Process Attendance
Process Attendance is an action where it will generate Daily Attendance Record for each employee
selected from the given date range. Query code to provide the flexibility to user to do the own selection
of parameters that he/she needs.
Figure 4.7.19: Rounding Method
Did you know?
The white panel display on the screen will
record down all the necessary statuses
including the current processing record.
When Process Attendance will be triggered?
It can be occurred manually triggered by user,
or after submission of Leave, or editing any
clock data from the Attendance Record
Figure 4.7.20: Process Attendance
Page 134 of 237
4.7.9 Upload and Sort Clock Data
This is a process where to manually upload the Clock Data downloaded from the Finger Tech/Time
Device program into iFlexiHRMS system. The Clock Data in the Text File or CSV format, will need to be
similar format based on position/delimiter preset in the Clock Setup.
S/No Description Explanation
1. Clock Model
Refer to the Clock Setup Model
(Each Clock Model will has it's own setting, so need to
match correctly to ensure all data will be uploaded to
IFLEXIHRMS)
2.
Collect Clock Data From The source of the Clock Data can be from Text File
or CSV File, Clock or Clock Data (Database)
Default to use will be: Text File/CSV File
3.
Clock Collection Method Default value is: Collect
However if the source is thru Clock directly instead
Text File, Recover command need to be specified.
Figure 4.7.21: Upload and Sort Clock Data
Did you know?
If the data found in the text file is more than
45 days, there will be exception error occurred
and will cause the upload failed to perform.
Please refer to the Table Below for more explanations on the Upload and Sort Clock Data.
Page 135 of 237
4. Text File Name Refer to the Location of the Export File
Default file name will be shown if there is a default
filename set in the Clock Setup
5. Date Range Optional to allow user to select which date range
that need to extract data from the text file and
upload to iFlexiHRMS Clock Data
6. Query Code Built in components to allow user for selection of
own parameters
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4.8 Analysis Menu
In iFlexiHRMS, Analysis Menu consists of all the Analysis Tools that allowed users to drag and drop the
required columns from the fields selections to analyze Payroll and Attendance data or for the creation of
Company Organization Chart in a pivot table format. (Figure 4.8.1)
4.8.1 Payroll Analysis
In Payroll Analysis section, the information related to the payroll such as Allowances, Deductions, Leaves
and Overtimes can be used to do the Data Analysis, and the result will be populated in a grid view
format. Also there will be a graphical view being generated in the form of Charting, this will include of
Line Chart, Bar Chart, Pie Chart and etc. The output of the analysis can be exported to Excel, PDF or
HTML format.
Figure 4.10.1: Analysis Menu
Figure 4.8.2: Payroll Analysis
Page 137 of 237
S/No Description Explanation
1. Period From/To Refer to the Payroll Date based on the Period
Range given
2. Cycle Leave the default value: ALL, if you want to do the
analysis based on all cycles, otherwise select
Individual Cycle for the data to be populated
3. Query Code Refer to the more specific criteria to retrieve for
the data
4. Template Name Refer to the customized Template to be stored into
the system, which the stored template can be
retrieved back on your next login
5. Show Field Box Refer to a list of built in Field Names, and these
fields can be drag and drop into the Pivot Grid for
analysis purpose
6. Field Refer to the Field to be used for the Summary Type
7. Summary Type Refer to the type of aggregrade functions such as
SUM, COUNT and etc to be perform to the selected
field
8. Chart Type Refer to the Type of Chart to be generated once
Get Data is performed
9. Excel (Output File Type) Refer to the Export Option, such as Excel, HTML or
Text
10. Export.. Refer to the action of outputing the data that
found in the grid to the selected file type
11. With Chart Tick on this setting if the chart will need to be
included during export function is performed
12. Get Data Refer to the Data Retrieval based on the Period
Cycle selected
13. Hide Detail Refer to the parameters to be non-visible, only will
show the Pivot Grid info
Please refer to the Table Below for more explanations on the Payroll Analysis Tool.
Page 138 of 237
Figure 4.8.3: Allowance Analysis
Figure 4.8.4: Deduction Analysis
Page 139 of 237
Figure 4.8.5: Leave Analysis
Figure 4.8.6: Overtime Analysis
Page 140 of 237
4.8.2 Attendance Analysis
Similar to Payroll Analysis, the Time Attendance information such as Shift Group, Shift Code, Leave,
Overtime, Allowance and etc, all can be used to do the Data Analysis in Attendance Analysis, and the
result will be populated in a grid view format. Also there will be a graphical view being generated in the
form of Charting, this will include of Line Chart, Bar Chart, Pie Chart and etc. The output of the analysis
can be exported to Excel, PDF or HTML format.
4.8.2 Organization Chart
In iFlexiHRMS, organization chart can be formed in Analysis Section. In this section, user can add in the
Company Description, Select by Branch, Department, Division, Line and etc to do the adding node, once
done the generation chart will be done via a single click.
Figure 4.8.7: Attendance Analysis
Figure 4.8.8: Organization Chart
Page 141 of 237
Did you know?
It is necessary to install Microsoft Visio prior to use for this function, otherwise NO chart will be
generated, and you might encountered system crash if you try to ignore for such pre-requisite
component to be installed.
Below are the Steps on How to create a New Organization Chart:
Click on [New] button on top on the form,
Enter the Organization ID and Description, and Save the entry first,
Next, select the Category from the drop down list, and choose Company,
Once chosen, a list of company names will be listed, and click on the company name that you
want to create, and click on [Add Node],
Then, click on the Top Level of the Company again, depend on your company organization
structure, for the 2nd level, if there is branch found, then we will need to choose for the Branch
from the Category drop down list,
Choose the Branch that you want to add and click on [Add Node] again,
Repeat the previous steps for adding another new Branch into the tree,
For each individual Branch, we might want to add in the sub-level called Department, so we will
need to click on the each Department, and select the Category drop down list and choose
Department,
Select the Department that you want to add, and click on [Add Node],
Repeat this step for adding another new Department under the same Branch,
Once done, finally we would like to assign the appropriate Department Head or Supervisor for
each node that we have added,
Click on each level, and select the Employee from the Right Hand side, and click on [Assign
Employee To Node],
Lastly, verify all the nodes info and if confirmed, click on Generate Chart,
Ensure that you have the Microsoft Visio installed, prior to perform the steps above, and a new
Organization Chart is finally being generated and shown on the screen.
Page 142 of 237
4.9 Quick Data Entry (QDE) Menu
Quick Data Entry or also known as QDE is a process of Data Entry of a Batch of Records, with the similar
set of parameters for creating an Individual Master or Transaction Record in the system. (Figure 4.9.1)
4.9.1 QDE Transaction - Leave Form QDE
Leave Form QDE provides a quicker method of data entry of multiple similar Leave Records into the
system. The actions such as Add or Delete QDE records can be performed in this function. (Figure 4.9.2)
Figure 4.9.1: Quick Data Entry (QDE) Menu
Figure 4.9.2: Leave Form QDE
Page 143 of 237
S/No Description Explanation
1. Date From/Date To Refer to the Date Range for the Leave Period that
need to be applied
2. Reference No An unique no that will be generated after new
creation, and this reference no will need to be
provided for any deletion
3. Leave Code Refer to Type of Leave to be applied
4. Leave Days Refer to the Leave Period counted in Days
5. Hour Leave Refer to the No of Hours Leave that need to be
applied
6. First Half Leave Refer to the AM/PM leave to be applied
7. Process Attendance Tick on this setting if auto-process attendance
need to be performed after save
8. Reason Refer to the Leave Reason (Optional)
9. Remarks Refer to the Additional Notes (Optional)
10. Query Code Built in components to allow user for selection of
own parameters
11. Alternative Leave (Leave Code) Refer to the selection of another Leave Code if
there is insufficient Leave Balance found for the
initial Leave Code selection
Please refer to the Table Below for more explanations on the Leave Form QDE.
Page 144 of 237
4.9.2 QDE Transaction - Group Schedule QDE
Group Schedule QDE provides a method of data entry of schedule for the selected Shift Group. The
schedule to be created will be based on Week 1 to Week 6 (Max). There will be NO copy or duplicate
function built in, due to the day type for each month will be varied, thus it will be less accurate to do the
auto-assignment. (Figure 4.9.3)
Figure 4.9.3: Group Schedule QDE - Method 1 (Continuous)
Figure 4.9.4: Group Schedule QDE - Method 2 (Weekly Pattern)
Page 145 of 237
4.9.3 QDE Employee - Update Service History
In this section, user can perform the update of multiple similar Employee Service History Records based
on the Effective Date entered, into the system. Based on the effective date specified, the most recent
employee service history before the date will be used to update into Employee Master. (Figure 4.9.5)
Figure 4.9.5: QDE Employee - Update Service History
Page 146 of 237
4.9.4 QDE Employee Master
QDE Employee Master is a function that used by the HR executive to perform any updating of the
existing Employee Master fields, from one value to another new value based on the effective date. This
function also provide the flexibility to allow user to do any deletion due to some mistakes made. (Figure
4.9.6)
4.9.5 QDE Time Attendance - Delete Leave Form Data
This section enable user to do any deletion of Leave Form Data based on the selected date range. Only
the selected records will be deleted from the Leave Record. (Figure 4.9.7)
Figure 4.9.6: QDE Employee Master
Figure 4.9.7: QDE Time Attendance - Delete Leave Form Data
Page 147 of 237
4.9.6 OT Approval QDE
In iFlexiHRMS, user can perform batch data entry for the OT approval, up to maximum of 4 OT Codes
can be approved in this process. Similar to other QDE process, deletion can be performed by providing
the Reference No or select from the existing added reference no. (Figure 4.9.8)
Figure 4.9.8: OT Approval Quick Data Entry
Page 148 of 237
4.9.7 QDE Individual Schedule
Similar to Group Schedule QDE, there is an option in QDE to allow Individual Schedule to be amended as
well. In QDE Individual Schedule, user can perform the changes of the Shift Code from one to another,
based on affected Days of Week specified. (Figure 4.9.9)
4.9.8 QDE Invalid Badge No
QDE Invalid Badge No is a function that allow user to remove any invalid Badge No found in the Clock
Data table. This action will assist user to do housekeeping of any unwanted clock data. (Figure 4.9.10)
Figure 4.9.9: Individual Schedule QDE
Figure 4.9.10: QDE Invalid Badge No
Page 149 of 237
4.9.9 QDE - Change Shift Group
QDE Change Shift Group will perform the action of insertion new service history with the new Shift
Group value entered, with the effective date specified by the user. (Figure 4.9.11)
4.9.10 QDE - Change Company
QDE Change Company will perform the action of updating Company No of the existing Employee Record
to which they are link to. User can view their employee records based on the company that assigned to
them. This function is usually performed for any employee that need to transfer company. (Figure 4.9.12)
Figure 4.9.11: QDE Change Shift Group
Figure 4.9.12: QDE Change Company
Page 150 of 237
4.9.11 QDE - Auto Clocking
QDE Auto Clocking is a built in QDE function to allow auto-insertion of the Clock In or Clock Out time if
there is NO Clock Time found from the selected period. (Figure 4.9.13)
4.9.12 QDE - Clocking Edit Time
QDE Clocking Edit Time is a function to allow editing of the existing clock times in (+)/(-) value, based on
the selected Date/Clock ID/Query Code. (Figure 4.9.14)
Figure 4.9.13: QDE Auto Clocking
Figure 4.9.14: QDE Clocking Edit Time
Page 151 of 237
4.9.13 Leave Adjustment QDE
Leave Adjustment QDE is a function to allow editing of the existing Leave Record in (+)/(-) value, based
on the selected Leave Code/Adjustment Date/Query Code. (Figure 4.9.15)
Figure 4.9.15: Leave Adjustment QDE
Page 152 of 237
4.10 Tools Menu
In iFlexiHRMS, Tools Menu consists of all the system related processes, such as Backup/Restore, Report
Designer, Global Import Tools, Mail Merge, and etc (Figure 4.10.1).
4.10.1 Backup and Restore
Backup and Restore is a Useful Tool to safeguard the customer data, and in the case of system failure or
hardware failure, data can be recovered by restoring from the data backup.
Figure 4.10.2: Backup and Restore Data
Did you know?
Backup and restore process is now
can be done at Client PC, by
specifying the local path and
server path.
Tip: If the database is located in another Server or PC, please follow the steps below:
Tick on Use Server Setting
Enter the backup path for the Server or PC, (This path must be shared and accessible from the
network)
Enter the shared folder for the backup path,
Select the Local Path, (Tick on other path if you would like to backup to another location)
Enter Password and click Backup.
Figure 4.10.1: Tools Menu
Page 153 of 237
4.10.2 Update Patch
The update patch process is a process of upgrading of your existing database structure from older to the
current version. Whenever there is a new release of the patch, which involved of the changed of DB
structure, update patch process will be prompted during login.
For example, if the current version of iFlexiHRMS is running at 4.0.32.3, and only if there is any upgrade
of the version to 4.0.33.x then the update patch will be automatically prompted upon login. Minor
release such as 4.0.32.4 to 4.0.32.x will not be affected by this update patch.
Tip: If the database is located on the same PC, please follow the steps below:
DO NOT use the Server Setting
Select the Local Path, (Tick on other path if you would like to backup to another location)
Enter Password and click Backup.
Below are the steps on how to do the Restore in IFLEXIHRMS,
Select the Backup File that previously you have done,
Select the Restore Option,
Enter the backup password,
Click on Restore to start the recovery.
Figure 4.10.3: Update Patch
Did you know?
It is mandatory to proceed with
the update patch before you can
use the newer version of
iFlexiHRMS
Page 154 of 237
4.10.3 Purge Data
Purge data is a process of housekeeping data, which might be due to the lack of storage space or better
system performance. Currently iFlexiHRMS only allow Payroll and Employee Master data to be purged.
A.) Payroll Data
B.) Employee Master
Did you know?
Below are the related Transaction
Records that will be purged from
Payroll Data:
Pay Result
OT Transactions,
Bonus Transactions,
Leave Transactions,
Allowance/Deductions
transaction
Did you know?
Below are the related Transaction
Records that will be purged from
Employee Master Data:
Employee Master,
Employee Service History,
Fixed
Allowances/Deductions,
Fixed Advances,
Figure 4.10.4: Purge Payroll Data
Figure 4.10.5: Purge Employee Master
Page 155 of 237
4.10.4 Synchronization
Synchronization is a process of data replication of Employee Master data from UBS system to
iFlexiHRMS system. Source of the data will be from DBF file.
Figure 4.10.6: Employee Master Synchronization
Did you know?
If there is any error such as, Write Protected Memory error prompted..., please verify for the
installation of the Microsoft OLE DB Provider for Visual Foxpro driver required, as the re-installation
might need to be performed.
Page 156 of 237
4.10.5 Report Designer
Report Designer is a Built in Reporting Tool to provide user the flexibility to design own customized
reports. All the User Customized Reports are exportable, and can transfer from one PC to another PC, or
can be exported out for backup purpose.
S/No Description Explanation
1. New For new creation of customized report.
2. Design Enter into Design Mode to modify the existing report based on
your report selection.
3.
Export Extracting report layout from iFlexiHRMS into a file, with file
extension, .REPX
** Only Category with USER is allow to be exported
4. Import Saving the report layout from a file into iFlexiHRMS, file extension
used will be .REPX
Figure 4.10.7: Browse all reports
Please refer to the Table Below for more explanations on the Report Designer.
Page 157 of 237
4.10.6 Report Writer
Report Writer is a Built in Reporting Tool based on wizard form of generation to provide user flexible to
design own customized reports. This tool is very flexible to enable users to select all the required fields
from a list of available fields, type of sorting order, parameters required and etc.
Below are the steps on how to create a new Customized Report from the Report Writer.
Figure 4.10.8: Report Writer
Did you know?
There are FOUR types of Customized
Reports that you can build from Report
Writer. They are:
1. Pay Result
2. Employee Master
3. Leave Transaction
4. Overtime Transaction
Step1:
Select type of report that you want.
Figure 4.10.9: Step1, Select Report Type
Page 158 of 237
Did you know?
Step2: Enter Report Basic Info
Enter an appropriate report name to identify this report,
Default Company Name and User Name are NOT editable, but for display info purpose,
Set the report orientation, whether Landscape or Portrait,
(Report orientation usually will be determined by the no of fields that will populate in the
report)
Click on Next to continue,
Figure 4.10.10: Step2, Enter Report Basic Info
Page 159 of 237
Figure 4.10.11: Step3, Select Report Fields
Did you know?
Step3: Select Report Fields
Click on (+) sign on the bottom, to add a new line of record,
Select the Column Name from the drop down list,
Enter a meaningful field description, (To be shown in the report)
Leave the default of data length if the data is sufficient to show in the report,
Set the text alignment to LEFT, RIGHT and CENTRE,
Repeat the same steps for all the other fields,
Once done, click on (v) to finalize,
Click on Next to continue,
Page 160 of 237
Figure 4.10.12: Step4, Select Report Grouping
Did you know?
Report grouping is now able to
allow users to set a page break for
each data grouping.
Page break provide clear view to
the users, especially viewing a
long listing report.
Step4:
Select Report Grouping
Figure 4.10.13: Step5, Select Sorting Order
Did you know?
With setting up a proper sorting
order in the report, users are
now more easier to do the quick
search from the transaction
reports or listing.
Step5:
Select Report Sorting Order,
more than 1 field can be added.
Page 161 of 237
Figure 4.10.14: Step6, Select Summarized Fields
Did you know?
It is a good practice to add in the
summarized field into the report.
The summarized fields will reduce
the times spent for the users to
do the manual calculation for the
figures that he/she want.
Step6:
Select Summarized Fields
Did you know?
Setting up filter conditions will
improve the system
performance in term of preview
or printing of the report.
Filter conditions will narrow
down the criteria and retrieve
the desired records for preview
or printing purpose.
Step7:
Select Filter Condition,
(Or Query Code) Figure 4.10.15: Step7, Select Filter Condition
Page 162 of 237
Figure 4.10.16: Step8, Select Report Parameters
Did you know?
There are DIFFERENCES between Filter Condition and Parameter.
Filter Condition is FIXED, and NO input prompt is required from the users,
Parameter is FLEXIBLE, and there will be a prompt for the user's input,
Step8: Select Report Parameter
To add a new parameter, simply click on (+) sign,
Enter the message to be prompted,
Select the Operand required,
(This includes =, >=, >, <=, <, and LIKE. LIKE is the wild card to enable the report to search by
keyword of the field that you selected.)
Select the field that you want to use,
Save the report, and the report is now ready for viewing.
Page 163 of 237
4.10.7 Reminder
In iFlexiHRMS, we can set the Reminder to turn on based on certain events after system login. The
reminder can be selectively activated based on individual user. It will help to alert the users to do
further action, this includes of the employee's passport expired, and staff resigned and etc.
S/No Description Explanation
1. Code Unique reminder code for the identification purpose
2. Description Meaning description to further describe the Reminder set
3.
Alert Type These are the Built in iFlexiHRMS events,
Confirmation Due
Incoming Resign
Incoming Retire
Passport Expire
Permit Expire
Contract Expire
Incoming Birthday
Figure 4.10.17: Setting up Reminder in IFLEXIHRMS
Please refer to the Table Below for more explanations on the Reminder Setting.
Page 164 of 237
4. Alert If Selection of either < or Within xx days
(<) Alert n-Days before due date until the date been updated
Using this setting, user will keep get notification even the due
date arrived, but will only stop when the date was updated.
(W) Alert within n-Days until due date
Using this setting, user will get notification within the n-Days
specified, and will stop when the due date is arrived.
5. Alert Period No of days need to be alerted
6. Alert Users Select from the existing user list
7. Active Y - To enable the reminder,
N - To disable the reminder
Tip: There is another type of Reminder in iFlexiHRMS, which is called Reminder List. This Reminder List
is used to retrieve the employee record on screen based on the similar criteria set in Reminder.
Figure 4.10.18: Reminder List
Did you know?
The reminder list will be similar like browsing the Attendance Record, this will include of the Query Code
as well.
Page 165 of 237
4.10.8 Auto Time Data
For customers that have purchased Auto Time, if the Time Attendance data to be used in calculating the
Payroll, it is necessary to use this function to do the control of the changes in Time Attendance Data. By
having the Lock and Unlock Daily Attendance, it is now more easier to manage and to prevent any user
from altering the data during the Payroll Process.
4.10.8.1 Lock Daily Attendance
This process is used before the Payroll Process, where it will ensure NO changes will be made to the
Time Attendance during the period for calculating the Payroll.
Did you know?
User can select either by Period or Employee No, to lock the Daily Attendance data. To lock the data,
user must perform the Data Inquiry and tick on the affected Employee before to click on the [Process].
Figure 4.10.19: Lock Daily Attendance
Page 166 of 237
4.10.8.2 Unlock Daily Attendance
This process is to allow the users to make any changes to the Time Attendance Data before performing
any final Payroll Calculation process.
Figure 4.10.20: Unlock Daily Attendance
Did you know?
Similar like Lock Daily Attendance, user can also select either by Period or Employee No, to unlock the
Daily Attendance data. To unlock the data, user must perform the Data Inquiry and tick on the affected
Employee before to click on the [Process].
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4.10.9 Update Basic/Standard Data
For Human Resources and Payroll related system, it is very common that the rules and regulations set by
the government changed once in a while, which either changes made to the existing calculation of EPF,
SOSCO, Tax and etc.
To ensure all the customers received the most updated changes, the data definition will be provided
during the system upgrade and this upgrade is only applicable for customers which have the
maintenance contract with the Flexi Team Computer Services SDN BHD.
Figure 4.10.21: Update Basic/Standard Data
Did you know?
System will detect if there is any new release of the Data Definition file during the system upgrade, and
it will automatically prompt on screen to require user to proceed with the New Data Definition File
update or not. (Figure 4.10.22)
However if users tried to skip for this process, they still can process manually using the Tools menu
option to run.
Figure 4.10.22: Prompt for Updating New Data Definition File
Page 168 of 237
4.10.10 Change Employee No
Change Employee No is a very Useful Tool, it can allow user to do the Quick Change of all the Related
Transactions, by the system automatically. (Figure 4.10.23)
In most of the cases, user might be wrongly created the employee no, so instead of re-create the similar
records by re-typing the basic information again, users can choose to use this tool to resolve their issue.
4.10.11 Global Import Tools
In iFlexiHRMS, Global Import Tools enable the users to perform the Data Import from the pre-defined
excel template into iFlexiHRMS tables. (Figure 4.10,24) The pre-defined excel template can be exported
from iFlexiHRMS for most of the database tables.
Figure 4.10.23: Change Employee No
Did you know?
To avoid duplicate employee changed, system will
prompt and block the user to proceed further if
system detected there is similar record found in the
Employee Master.
Did you know?
It is a good practice for the users to do the Database Backup before to proceed with Global Import
Tools, so that can better safeguard of the current live data.
Page 169 of 237
Figure 4.10.24: Global Import Tools
Did You Know?
Below are the steps on how to use the correct Global Import Tools:
Login to IFLEXIHRMS, go to [Tools] Menu, and click on [Global Import Tools],
Firstly, export the required Excel Template File based on the database table involved,
(Please check with the support staff on the related information)
Populate all the necessary data that need to import into the IFLEXIHRMS, into the same Excel
Template File that you have exported before,
Once all the data have been ready, select the [Excel Path],
Select the [Excel Table], (This excel table is referring to the Sheet Name)
(If this PC is not installed with Ms Excel, please download the Excel Driver before proceed further)
Select the [Database Table],
Click on [Test Excel Connection], and ensure that the connection is successfully established,
Finally click on [Apply] to start the process.
Page 170 of 237
4.10.12 Import Tools
Similar to Global Import Tools, Import Tools also performed the similar task, EXCEPT it is more often
used by the Employee Master Data Import, because more parameters can be specified for this action.
(Figure 4.10.25)
Figure 4.10.25: Employee Master Import Tools
Did you know?
For the Excel Date Format, it is recommended to use the YYYY/MM/DD format. User is advised to
format the date column in the Excel prior to perform any data import.
Page 171 of 237
4.10.13 Pin Number
For the customers which the pay-slip will be emailed to their employee, it is required to do the
encryption in the pay-slip attachment and in this case, Pin Number will be used to secure the data from
being seen by unauthorized users.
4.10.13.1 Generate Pin Number
Generation of Pin Number is a process of generating the Pay-slip Pin Number and with the option to
email the Pin Number to the recipient (Figure 4.10.26). Each Pin Number is confidential and unique by
itself. In the case where the employees have forgotten their Pin Number, either they can request from
the Admin to resend the Pin Number via email to them again or reset the Pin Number using the similar
process.
4.10.13.2 Email Pin Number
Email Pin Number is a process of sending the email with the Pin Number attached, which the Pin
Number is used to open the password encrypted Pay-slip. It is usually used when the password was lost
by the employee.
Figure 4.10.26: Generate Pin Number
Figure 4.10.27: Email Pin Number
Page 172 of 237
4.10.14 Mail Merge
In iFlexiHRMS, very often we need to generate some sorts of letters for the employee, such as
Confirmation Letter, Increment Letter and etc. With built in Mail Merge function in iFlexiHRMS, we can
now compose various types of Customized Form of Letters to the employee. The current employee data
will be populated into the letter accordingly. This saves the times and efforts for manually prepare the
letter one by one. (Figure 4.10.28)
Figure 4.10.28: Mail Merge
Did you know?
The Current Built-In Mail Merge Templates included of Appointment Letter, Confirmation Letter
and Increment Letter.
Page 173 of 237
S/No Description Explanation
1. Output Path Refer to the Destination Folder path for Mail Merge document to
be generated
2. Filter Service History Salary/Movement/Shift
Record Type
Refer to the type of the Service History to be added, either HIRE,
RESIGN, CONFIRM and etc
Effective Date
Refer to the actual starting date for the new Record Type to be
effected
OR
Tick on the OR if you want to combine all other different type of
Service History, for generating the data
3. Apply Salary Date to ALL Tick on this setting only if the effective date range was applied the
same to Salary, Movement and Shift type of Service History
4. Report Name Refer to the Mail Merge Document Name to be given
5. Field List The selected fields will be available in Microsoft Word after
Preview Document was performed
6. Document File Name Refer to the Source of the Mail Merge Template, this is pre-
defined format and structure required by the user
7. Save Setting All the settings on the screen will be saved into the Database for
future use
8. Preview Document Viewing the Mail Merge result in Microsoft Word, based on the
selected Report Name
9. Inquiry To view the result for the affected employees on screen in a grid
view format
10. Stop To cancel any running process
Please refer to the Table Below for more explanations on the Mail Merge.
Page 174 of 237
Did you know?
Below are the Steps on How To Perform The Correct Way of Mail Merge Function:
Firstly, select the Output Path for the Mail Merge Document to be generated,
User will need to select the appropriate Service History criteria for all the affected
employees, either by Salary, Movement or Shift category,
Set the actual Letter Date,
Depend on the data required, choose the Use Effective Date From value from one of the
following: Salary, Movement or Shift,
Add a new report by clicking on the (+) sign,
Type in the Mail Merge Report Name to be used,
Select the required fields from the Field List,
(The selected fields were not the final fields to be used, but will become the available
fields for selection in Microsoft Word)
Next, select the source of the Mail Merge template,
Once done, click on Save Setting,
Click on Preview Document, and it will perform the data generating and sorting out all the
affected data in the data source file, Mail Merge document will be automatically opened,
Finally, in the Microsoft Word, click on Mailing Menu, and click on Preview Result
Figure 4.10.29: Sample Mail Merge Result - Increment Letter
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4.11 Export Menu
In iFlexiHRMS, Export Menu consists of all the Data Extraction process, which the output of the data will
be in the Text File Format, to use for further processing such as Banking, Government or Posting to UBS
system purpose. (Figure 4.11.1).
4.11.1 Auto Banking
Auto Banking is a process where to generate the Bank Export file, according to each bank format, to
process the salary payment. With this feature in place, all the payment data can be electronically
transfer to bank for further process.
Figure 4.11.1: Export Menu
Figure 4.11.2: Auto Banking
Page 176 of 237
Please refer to the Table Below for more explanations on the Auto Banking Data Export.
S/No Description Explanation
1. Period Refer to the Payroll Period involved for processing the salary
payment
2. Cycle Refer to the payment cycle where it might be 01,02,03,04,0E and
etc
3. Query Code Refer to the Filtering Criteria
4. File Sequence Refer to the no of export file to be sent to the bank. If there are
multiple bank files sent out within the same day, this will need to
be manually increased.
Default value: 01
5. Export File Name Location of the output export file
6. Bank Code Refer to the bank format for submission
7. Credit Date Also known as Value Date, it is the effective date where the funds
will be cleared and pay to the payees.
8. Export Extracting the data and generate into a text file
9. Inquiry Viewing the results on screen
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4.11.2 Export Government Form
Besides Export File can be used by the bank, it is also commonly used by most of the Government Forms
Submission. This will include of the EPF, SOCSO, PCB CP39 and PCB CP39A Forms Submission.
Figure 4.11.3: Export Government Form - EPF
Figure 4.11.4: Export Government Form - SOCSO
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Figure 4.11.5: Export Government Form - PCB CP39
Figure 4.11.5: Export Government Form - PCB CP39A
Page 179 of 237
4.11.3 Export to Payroll
Export to Payroll is a process where to generate the export file and the file later will be used for
importing into UBS payroll. Export file is generated based on pre-defined position, which can be
accepted by UBS system.
Figure 4.11.6: Export to UBS Payroll
Did you know?
If Payment Method used was based on Fixed Day basis, user is allow to do the editing of the date
range for the affected posting period range.
For all the new hired or resigned staff which the service month is NOT in full, the process of
exporting data will still be continued, however the only difference is, it is required to do the
manual adjustment in UBS payroll once the data posted.
Page 180 of 237
Please refer to the Below Table for more explanations on the Export to UBS Payroll.
S/No Description Explanation
1. Period Refer to the cut off period
2. Cycle It has been pre-defined for the Period, which cycle will be used
3. Payment Method Payment Method was pre-defined in the Cycle Period
maintenance
4. Post To Path for the Export File
5. Query Code Filtering condition
6. Post Format Default to TXT file format, alternate option is to DBF
7. Show Posting Result Tick on this setting if you would like to view the result on screen
8. Allow amend date range
if fixed days applied
If the method used int he Payment Method is Fixed Days, then
the default date is enabled to allow change for the data selection.
9. Post To generate the export file for UBS Payroll
Please refer to the Below Table for more explanations on the Export to UBS Payroll Export File Format.
Column Field Name Explanation
1. EmpNo Employee No
2. PH Public Holiday
3. AL Annual Leave
4. MC Medical Leave
5. MR Marriage Leave
6. PT Paternity Leave
7. CL Compassionate Leave
8. HL Hospitality Leave
9. AD Advance Leave
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10. EX Exam Leave
11. LS Unpaid Leave - Line Shut Down
12. NPL Unpaid Leave - No Pay Leave
13. AB Unpaid Leave - Absent
14. WORKHR Working Hours
15. LATEHR Late In Hours (DB Field: MinimumLateIn)
16. EARLYHR Early Out Hours (DB Field: MinimumEarlyOut)
17. NOPAYHR Time Off Hours (DB Field: MinimumTimeOff)
18. HR1 Overtime Rate 1.0
19. HR2 Overtime Rate 1.5
20. HR3 Overtime Rate 2.0
21. HR4 Overtime Rate 3.0
22. HR5 Overtime In Day
23. HR6 Overtime In Day
24. WD Total Working Day
25. DW Total Working Day - (All the items 2-13)
26. OPL All the Paid Leaves EXCLUDED, PL 1-10
27. ONPL All the Unpaid Leaves EXCLUDED, UPL 1-3
28. ALLW1 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD1
29. ALLW2 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD2
30. ALLW3 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD3
31. ALLW4 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD4
Page 182 of 237
32. ALLW5 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD5
33. ALLW6 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD6
34. ALLW7 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD7
35. ALLW8 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD8
36. ALLW9 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD9
37. ALLW10 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD10
38. ALLW11 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD11
39. ALLW12 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD12
40. ALLW13 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD13
41. ALLW14 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD14
42. ALLW15 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD15
43. ALLW16 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD16
44. ALLW17 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, FIELD17
45. UDRATE1 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE1
46. UDRATE2 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE2
Page 183 of 237
47. UDRATE3 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE3
48. UDRATE4 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE4
49. UDRATE5 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE5
50. UDRATE6 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE6
51. UDRATE7 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE7
52. UDRATE8 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE8
53. UDRATE9 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE9
54. UDRATE10 Refer to the General Setup, under Posting Allowance in Time
Attendance Tab, UDRATE10
55. PAYYES Defaulted to Y
Page 184 of 237
4.12 Security Menu
In iFlexiHRMS, Security Menu consists the Access Rights control module which can allow users to create
own access code, access group, creation of new user or group and etc. (Figure 4.12.1).
4.12.1 Access Code
Access Code is an Unique Control Code, which this code will be used to assign to all the employees, and
with this access code, iFlexiHRMS system will do the verification for the authentication of the user.
Figure 4.12.1: Security Menu
Figure 4.12.2: Access Code
Page 185 of 237
4.12.2 Access Group
Access Group is a grouping for one or more Access Codes. Access Group will be assigned to the
iFlexiHRMS users, and based on the Access Group and Access Code, system will identify the
authentication of the users and do the necessary blocking of access such as Employee Master Data.
4.12.3 Access Rights
Access Rights is a function to grant
the permission to the users or
groups for accessing a form, or
module. Only ADMIN level access
right can perform for such task and
ADMIN group will always permit for
all the functions, even there is NO
permission assigned to the ADMIN.
Figure 4.12.3: Access Group
Figure 4.12.4: Access Rights
Did you know?
After permission was granted to the
users or groups, it is mandatory to
logout and re-login to IFLEXIHRMS again
for the changes to be reflected.
Page 186 of 237
Migrate User Access Right
There is an option of migrating user access rights from AUTOTIME or AUTOPAY to iFlexiHRMS system.
This option can be found in Access Rights function. However, it might not be 100% access rights being
successfully migrated, due to some changes in the DB structure. Thus, it is recommended for the users
to do the quick verification on all the users access rights before start to use the system.
4.12.4 Fields Access Control
Typical in iFlexiHRMS, there are some info which is private and confidential. So to avoid such info being
access by all the users, iFlexiHRMS has built in the Field Level Access Control. This function provides
more thorough controls to prevent the users NOT just restricted to view on screen BUT also do the
proper masking in the report.
For Field Level Access Control, there are THREE steps that you need to do before you can use this
function in iFlexiHRMS. They are:
Create Field Level Control Code,
o Setup a unique Field Level Control code, and this code will need to be assigned to
individual user,
Add in control fields,
o Add in all the fields that you will need to control for disallowing user to add, edit or view.
Assign Field Level Control Code to Employee
Did you know?
Step1: Create Field Level Control Code
From Security Menu, click on Field Access Control,
Click on [New],
Enter an Unique Field Level Access Code and Description
Figure 4.12.5: Migrate User Access Right
Page 187 of 237
In the example below, we will setup the control code for USER, which this code will do the blocking for
the accessing info of Basic Pay in the Employee Master.
Figure 4.12.6: Step1, Create Field Level Control
Code
Did you know?
Step2: Add in Control Fields,
Click on (+) sign from the bottom of the grid,
Select the Table Name, Field Name,
Tick on Add if the field is open for adding, similar for Edit and View option,
Next, click on (v) to confirm the field setting,
Click on Save once done,
Did you know?
As Basic Pay will be shown in BOTH
Employee Master and Employee Service
History, thus we will need to add in these
2 fields from 2 different tables.
Figure 4.12.7: Step2, Add Control Fields
Page 188 of 237
Figure 4.12.8: Step3, Assign Control Fields to User
Did you know?
Step3: Assign Control Fields to User,
Click on Security Menu, and select User and Group Profile,
Double click to select the User Profile that you need to assign,
Select the USER from the drop down list found in the Default Field Control
Page 189 of 237
Before Field Level Access Code was created and assigned,
Figure 4.12.9: Viewing Employee Master without Field Level Control
After the Field Level Access Code was created and assigned,
The field, Basic Pay was
shown in Employee
Service History
The field, Basic Pay was
hidden and shown 0 in
Employee Service History
Did you know?
For the alpha-numeric data, the masking for the field will be showing '***', as for all the numerical
data, the masking for the field will be 0.
Figure 4.12.10: Viewing Employee Master with Field Level Control
Page 190 of 237
4.12.5 User and Group Profile
User Profile is the User Access setting in iFlexiHRMS, where the access code, access group assigned will
control the level of access in IFLEXIHRMS. Below is the sample of a User Profile screen.
Please refer to the Table Below for more explanations on the User and Group Profile.
S/No Description Explanation
1. User ID Unique code to identify the identity of the user
2. Password User password used to access IFLEXIHRMS
3. User Name User name in FULL
4. Remark Additional info used to describe user
5. Active Tick to activate the user access to iFlexiHRMS with immediate
effect
6. Default Access Group Access Group for which company allowed to access
7. Default User Group To differentiate the level of access, either ADMIN, USERS or etc
8. Default Field Control This is refer to the Field Level Control code that prevoously
created, by selecting this setting, user will be restricted all the
fields that have been set in the Control code.
9. Pay or Time User Tick on Pay or Time user based on the license purchsed.
Figure 4.12.11: User Profile
Page 191 of 237
4.12.6 Change Password
Change password is a built in security tool to allow user to self-change of the password in iFlexiHRMS.
4.12.7 Audit Trail
Audit Trail serves as a History Reference to allow user to trace for any errors or issues reported in
iFlexiHRMS. The Audit Trail will be inserted in each action performed. Thus, to find from the audit trail,
there are numbers of parameters that you will need to specify. They can be:
Keyword,
Computer Name
Date Range of the transaction logs,
User ID,
Event Options, (3 Main Categories will be used: Database, Operation or Transaction records)
Figure 4.12.12: Change Password
Figure 4.12.13: Audit Trail
Page 192 of 237
4.13 Add-On Menu
In iFlexiHRMS, Add-On Menu consists all the optional Modules which later might be used in BOTH Time
Attendance or Payroll Process. (Figure 4.13.1). The add on modules will include of Welfare Module,
Leave Module, Abnormal Module, Training Module and Financial System Integration (FSI).
4.13.1 Welfare Module
Welfare module consists of all the benefit details that entitled by all the employees from the given
period, which later will be processed by the monthly payroll. Welfare process involved of the creation of
the Welfare Table, Welfare Transaction Data Entry, Process Welfare, Welfare Entitlement List and
viewing on the Welfare Report.
4.13.1.1 Welfare Table
Welfare Table is a Master Table that will store all the Welfare Entitlement by Detail Code. The Detail
Code which was maintained in the Basic Code Maintenance, will be used to add into the Welfare Table,
by setting up the info such Entitlement for the Year Up To, Maximum Claim Per Transaction, Maximum
Count Per Month and etc.
Figure 4.13.1: Add On Menu
Figure 4.13.2: Welfare Table
Page 193 of 237
Please refer to the Table Below for more explanations on the Welfare Table - Detail Entry.
S/No Description Explanation
1. Master Table Refer to the Master Table Code created
2. Detail Code Refer to all the Basic Code Maintenance, for Welfare Category
3. Post to Payroll Tick on this setting if you want the amount to be captured in the
Payroll Transaction automatically by the Transaction Date
specified
4. Allowance/Deduction Category to classify for the Welfare Table created, whether
belongs to Allowance or Deduction. If Allowance, the amount will
be re-imbursed back to the employee, whilst for Deduction, the
amount will appear in the Payroll Transaction under Deduction
section
5. Code Refer to the Allowance or Deduction Code
Figure 4.13.3: Welfare Table - Detail Entry
Page 194 of 237
6. Posting by Method Approved
Refer to the Fixed Amount pre-defined in the Master Table
Differentiate
Refer to the Variance Amount found based on the Entered
Amount and Approved Amount
7. Year Up To Refer to the Year of Service (YOS) to which this value will be used
for getting the Entitlement Values for the calculation of Welfare
8. Entitlement Refer to the Given Amount based on the Year Up To specified, the
amount will be based on yearly entitlement
9. Maximum Claim Per
Transaction
Refer to the Maximum Claimable amount to be entitled for each
Welfare Entry Submission
10. Maximum Count Per
Month
Refer to the Total Number of Claims can be performed per month
for the same Welfare Category
11. Maximum Claim Per
Month
Refer to the Maximum Claimable amount to be entitled for each
month
4.13.1.2 Welfare Transaction Entry
Welfare Transaction Entry is a Data Entry process for the Welfare Detail to be claimed. And the entry
might or might not be posted to Payroll, which depend on the Welfare Selected Detail Code is post-able
or not.
Figure 4.13.4: Welfare Transaction Entry
Page 195 of 237
Please refer to the Table Below for more explanations on the Welfare Transaction Entry.
S/No Description Explanation
1. Employee No Refer to the affected Employee which entitled for the Welfare
2. Welfare Code Refer to the Detail Code, retrieved from Welfare under Basic
Code Maintenance
3. Trans Date Also known as Transaction Date, system will base on this date and
find the proper cut off period, and do the necessary posting either
by Allowance or Deduction
4. Ref No Read-Only field
5. Exception Read-Only field, will display any exception message (if any)
6. Payroll Information
Period/Cycle
Once the entry was posted in Payroll, the Period and Cycle will be
automatically shown
7. Amount Refer to the amount to be claimed
8. Approv Amount Refer to the Given Approved Amount that can be claimed
9. Overwrite If the amount given need to be overwritten due to some reasons,
then will need to tick on this setting and re-enter the revised new
approved amount
Page 196 of 237
4.13.1.3 Process Welfare
Process Welfare is a Process to Re-Calculate for all the Welfare Entitlement, Brought Forward, Welfare
Taken and etc based on the cutoff date given. It is necessary to perform for this action, after the Welfare
Table is being assigned.
Figure 4.13.5: Process Welfare
Did you know?
The proper procedure of setting up and the usage of the Welfare Module will be as following:
Creation of a new Welfare Table,
Setting up of the Detail Code to be included under same Welfare Table, with the related info
such as YOS up to, Entitlement Given, Maximum Claimable amount per Transaction/per
Month and etc,
If there is any new Detail Code to be added, please go to Basic Code Maintenance and add in
under Welfare category,
Assign the Employee with an appropriate Welfare Table, under Movement Tab in the
Employee Service History,
Process Welfare accordingly to the Cut Off Date, run based on the earliest date, to the most
recent cut off,
Perform a new Welfare Transaction Entry (if any),
Once performed, go to process Payroll, and the amount should be now is reflected either in
the Allowance or Deduction section.
Page 197 of 237
4.13.2 Leave Module
In iFlexiHRMS Leave Module , there are several important functions built in, this will include of setting
up a Leave Pattern, Process Leave, Viewing User Leave Entitlement, and accessing of some standard
Leave Reports. (Figure 4.13.6)
4.13.2.1 Leave Pattern
Leave Pattern which also known as Leave Table is the Leave Configuration Table which consists of all the
Leave Parameters such as Calculation Method, Leave Entitlement Table based on YOS (Year of Service),
and etc. Once this has been setup, the Leave Pattern need to be assigned to the Employee individually.
(Figure 4.13.7)
Figure 4.13.7: Leave Pattern
Figure 4.13.6: Leave Module
Page 198 of 237
S/No. Field Name Description
1. Table Name Leave Pattern ID, will use this Leave Table assign to employee in
Employee Master
2. Description Description for the Table Name
3. Leave Against NO CHECK
Will not calculate and show unclaimed BF in explanation
BRING FORWARD
Will calculate and Bring Forward for unclaimed BF for the employee
Grid View (Left)
4. Year Up To From Year of Service (YOS), 0 to Max
5. Entitlement Refer to the actual Entitlement based on YOS
6. Max BFWD Refer to the maximum number of days BF can be brought forward
7. Max Balance Refer to the maximum no of balance leave days can be remained
Example,
If a company policy allowed ONE year of accumulated AL, that meant
this year Total Balances I can bring forward ALL to next year, so the
setting will be as following:
Up to 2 years, 8 + 8 = 16,
Up to 5 years, 12 + 12 = 24,
Up to 99 years, 16 + 16 = 32
Grid View (Right)
8.
Prorate Entitle If this setting is NOT tick, then the full entitlement will be given instead
of Prorate Entitlement
Example,
If an employee with YOS 3 years, with entitlement 12 days, so whether
user run process leave on 31-Mar, 30-Sept or 12-Dec, all the Leave
Entitlements will be the same, 12 days.
However, if user tick on this setting, then when user run the process
Please refer to the Table Below for more explanations on the Leave Pattern.
Page 199 of 237
leave on 31-Mar, then the entitlement up to 31-Mar will be 3 days, up
to 30-Sep will be 9 days and up to 31-Dec will be 12 days in full.
9.
Entitle Under
Probation
If this is tick, then the calculation of Leave Balance for unconfirmed
staff will be occurred, and the entitlement value will be displayed in
"Before Entitlement" column
10. Minimum Service Indicate on the number of years required before to entitle for any
leaves
11. Forfeit BF NOT In Used
12. Code Related The deduction from the Leave Balance will be performed for BOTH
Leave Codes, if any Leave Code that is specified in this column is
applied.
13.
Action when Leave
Exceed
BLOCK
Will prompt warning message during saving of the Leave Form and
stop the process, if there is insufficient Leave Balance found
PROMPT
Will prompt warning message but will still proceed with saving and do
the deduction from the insufficient Leave Balance
ACCESS
Control by the iFlexiHRMS Access Rights
14.
Hire Month is Full if
Days <=
Indicate as the Hire Day if less than n-Days, then it is consider full
month
Example,
If an employee joined on 10-Apr-2013, then if we set the Hire Month is
Full if Days <= 15, then for this employee can enjoy a full month of
prorate entitlement during calculation
15.
Round to Full Month
if Days >=
Indicate the Hire Month will be counted as full if the Hire Day is more
than n-Days
16. Rounding Rounding Method used for calculation of Pro-rate Entitlement
Page 200 of 237
17.
Method
(refer to YOS)
Method to use for calculating the YOS for each employee
Anniversary
To calculate YOS based on Employee's Hire Date
Joined Date Until Year of Service
(YOS)
1-Oct-2012 30-Sep-2013 1
1-Oct-2013 30-Sep-2014 2
Calendar
To calculate based on the Calendar
Joined Date Until Year of Service
(YOS)
1-Oct-2012 31-Dec-2012 1
1-Jan-2013 31-Dec-2013 2
Financial Year
To calculate based on the Financial Period
(This setting can be found in Company Setting)
With the assumption, Financial Period starts from 1-Apr every year
Joined Date Until Year of Service
(YOS)
1-Oct-2012 31-Mar-2013 1
1-Apr-2013 31-Mar-2014 2
18.
Cut Off Method
Used for calculation of Leave Entitlement and it will be varied based on
the YOS method used
Page 201 of 237
Example: AA
Commonly used combinations of Method and Cut Off Method are:
AA - Anniversary Method, Anniversary Cut Off Method
AC - Anniversary Method, Calendar Cut Off Method
CC - Calendar Method, Calendar Cut Off Method
FF - Financial Year Method/Cut Off Method
Scenario:
Employee Hire Date: 10-Dec-2007
Cut Off: 31-Dec-2012
Using Combination 1, AA (Please refer t the below for more details)
We will have the following table constructed with YOS and entitlement
as below.
Hire Date Until YOS Entitlement
10-Dec-2007 9-Dec-2008 1 8
10-Dec-2008 9-Dec-2009 2 8
10-Dec-2009 9-Dec-2010 3 12
10-Dec-2010 9-Dec-2011 4 12
10-Dec-2011 9-Dec-2012 5 12
10-Dec-2012 9-Dec-2013 6 16
Period for Full Entitlement, 10-Dec-2012 to 9-Dec-2013, will become
BF, and the current entitlement will be, (10-Dec-2012 to 31-Dec-2012)
Days = 10-Dec-2012 to 31-Dec-2012
= 22 days
Entitlement = (Days / Total no of days) x Entitlement
= (22 / 366) x 16
= 0.96 days
Page 202 of 237
BF = 12, Entitlement = 0.96, Balance = 12.96, Net Balance = 12.96
Definitions:
Days
Will be calculated from the Hire Date (10-Dec-2012) to cut off period
(31-Dec-2012)
Total no of days
Will be calculated no of days based on 10-Dec-2012 to 9-Dec-2013
Entitlement
Will be based on the method used to determine the YOS, the
entitlement for the example above is 16 days.
Example: AC
Scenario:
Employee Hire Date: 10-Dec-2007
Cut Off: 31-Dec-2012
Using Combination 2, AC (Please refer t the below for more details)
We will have the following table constructed with YOS and entitlement
as below.
Hire Date Until YOS Entitlement
10-Dec-2007 9-Dec-2008 1 8
10-Dec-2008 9-Dec-2009 2 8
10-Dec-2009 9-Dec-2010 3 12
10-Dec-2010 9-Dec-2011 4 12
10-Dec-2011 9-Dec-2012 5 12
10-Dec-2012 9-Dec-2013 6 16
Similar to AA method, YOS table constructed above will be the same as
previous, because first A represented the YOS method.
Page 203 of 237
However to calculate for this employee who joined 10-Dec-2007, so
the full entitlement will be given in full starting from, 1-Jan-2012 to 31-
Dec-2012.
For such cases, we need to split the calculation into 2 parts, which first
part is calculate the pro-rate entitlement based on 12 days, and
another one will be calculated based on 16 days.
Current Entitlement = 10-Dec-2012 to 31-Dec-2012
= 22 days
= (22 /366) x 16
= 0.96 days
Entitlement B4 = 366 - 22 = 344 days
= (344 / 366) x 12
= 11.28 days
Total Entitlement = 0.96 + 11.28 = 12.24 days
BF = 12, Entitlement = 12.24, Balance = 24.24, Net Balance = 16
(As max balance to bring forward is 16, according to the setup in the
Leave Table)
Notes:
Current Entitlement
Will be calculated from the Hire Date (10-Dec-2012) to cut off period
(31-Dec-2012)
Entitlement B4
Will be calculated no of days based on 1-Jan-2012 to 9-Dec-2012, as
the method used is based on Calendar, so should start from 1-Jan
Total Entitlement
Sum of Current Entitlement and Entitlement B4
Page 204 of 237
Example: CC
Scenario:
Employee Hire Date: 10-Dec-2007
Cut Off: 31-Dec-2012
Using Combination 3, CC (Please refer t the below for more details)
We will have the following table constructed with YOS and entitlement
as below.
Hire Date Until YOS Entitlement
10-Dec-2007 31-Dec-2007 1 8
01-Jan-2008 31-Dec-2008 2 8
01-Jan-2009 31-Dec-2009 3 12
01-Jan-2010 31-Dec-2010 4 12
01-Jan-2011 31-Dec-2011 5 12
01-Jan-2012 31-Dec-2012 6 16
There will be FULL entitlement given for 01-Jan-2012 to 31-Dec-2012.
Entitlement = 1-Jan-2012 to 31-Dec-2012
= 365 days
= (365 /365) x 16
= 16 days
BF = 12, Entitlement = 16, Balance = 28, Net Balance = 16
(As max balance to bring forward is 16, according to the setup in the
Leave Table)
Page 205 of 237
Example: CA
Scenario:
Employee Hire Date: 10-Dec-2007
Cut Off: 31-Dec-2012
Using Combination 4, CA (Please refer t the below for more details)
We will have the following table constructed with YOS and entitlement
as below.
Hire Date Until YOS Entitlement
10-Dec-2007 31-Dec-2007 1 8
01-Jan-2008 31-Dec-2008 2 8
01-Jan-2009 31-Dec-2009 3 12
01-Jan-2010 31-Dec-2010 4 12
01-Jan-2011 31-Dec-2011 5 12
01-Jan-2012 31-Dec-2012 6 16
There will be FULL entitlement given for 10-Dec-2012 to 9-Dec-2013.
Entitlement = (Days / Total no of days) x Entitlement
Days = 10-Dec-2012 to 31-Dec-2012
= 22 days
= (22 /365) x 16
= 0.96 days
BF = 12, Entitlement = 0.96, Balance = 12.96, Net Balance = 12.96
Definitions:
Day
Will be calculated from the Hire Date based on current year (10-Dec-
2012) to Cut Off Period (31-Dec-2012)
Page 206 of 237
Example: FF
Scenario:
Employee Hire Date: 10-Dec-2007
Cut Off: 31-Dec-2012
Financial Year starts: 1-Apr
Using Combination 5, FF (Please refer t the below for more details)
We will have the following table constructed with YOS and entitlement
as below.
Hire Date Until YOS Entitlement
10-Dec-2007 31-Mar-2008 1 8
01-Apr-2008 31-Mar-2009 2 8
01-Apr-2009 31-Mar-2010 3 12
01-Apr-2010 31-Mar-2011 4 12
01-Apr-2011 31-Mar-2012 5 12
01-Apr-2012 31-Mar-2013 6 16
There will be FULL entitlement given for 01-Apr-2012 to 31-Mar-2013.
Entitlement = (Day /Total no of days) x Entitlement
Days = 1-Apr-2012 to 31-Dec-2012
= 275 days
= (275 /365) x 16
= 12.05 days
BF = 12, Entitlement = 12.05, Balance = 24.05, Net Balance = 16
(As max balance to bring forward is 16, according to the setup in the
Leave Table)
Page 207 of 237
Definitions:
Day
Will be calculated from the Financial Year starts (1-Apr-2012) to Cut
Off Period (31-Dec-2012)
If the employment was less than 1 year, and if Hire Date is later than
the Financial Year starts, then the days will be taken from the Hire
Date to Cut Off Period instead of 1-Apr.
Page 208 of 237
4.13.2.2 Leave Process
Leave Process is a process to re-calculate the Brought Forward/Leave
Entitlement/Taken/Adjustment/Forfeited/Balance for all the employees based on the Leave Table
assigned in Employee Master. In Leave Process, user can proceed with the Close and Unclose Leave
action. Close Leave is referring to the process of freezing the Leave Application of changes to the Leave
Record, and it will bring forward for all the Leave Balances to a new Cut Off Period.
Example:
Steps to do the Close Leave ended 31-Dec-2012,
1. Click on [Add On] Menu, and
select [Leave Process],
2. Select the [Leave Period] to close
as 31-Dec-2012,
3. Tick on the [Close Leave] setting,
4. Do the selection of employees if
NOT all employees need to close
for the Leave Period, otherwise
leave the default as Blank,
5. Click on [Process],
6. Once done, check in the text box
shown on screen, ensure all
employees have been updated
successfully,
7. Select the Leave Period again as
at 1-Jan-2013, and click [Process],
8. Verify all employees' leave balances from the Leave Entitlement Listing.
Figure 4.13.8: Leave Process
Did you know?
Once Leave Period is closed, user will need to select for another new period to carry forward the
balances, which this leave balance info can be reflected in the Leave Entitlement Listing,
NO amendment or adding a new leave is allowed once Leave Period is closed,
Unclose Leave is required if user wants to back-date any older transactions
Page 209 of 237
4.13.2.3 Leave Entitlement Listing
Leave Entitlement Listing provides a Quick View on all the Employees' Leave Records in a grid view
format. The viewing of the Leave Records will be grouped by Employee No, and sorted by Leave Codes.
The information such as Brought Forward, Forfeited Leave, Entitlement, Encashment, Taken, Adjust or
Excess will be shown. (Figure 4.13.9)
Please refer to the Table Below for more explanations on the Leave Entitlement Listing.
S/No. Field Name Description
1. Before Entitlement Refer to the Pro-rated Leave Entitlement given to the unconfirmed
employee.
** If the Employee has been confirmed, but there is still Before Entitlement
values shown, kindly please check the Employee Service History in Employee
Master, and ensure that the CONFIRM status is added into the Salary tab.
2. Brought Forward Refer to the Leave Balances brought forward from the previous Cut Off
period
3. Forfeited BFWD Refer to the number of Leaves been forfeited based on the settings
found in Leave Pattern
Figure 4.13.9: Leave Entitlement Listing
Page 210 of 237
4.
Entitlement Refer to the Current Leave Entitlement, depends on the setting in the
Leave Pattern, if Pro-rate Entitlement is ticked in the Leave Pattern,
this entitlement will be calculated in a monthly basis, otherwise full
entitlement will be shown.
5.
Encashment Refer to the number of Leaves have been converted as cash, to be
returned to the employee. It will be based on the Leave Encashment
data entry.
6. Taken Refer to the number of days Leave Taken by the employee
7. Adjust Refer to the number of days adjusted for the employee, it can be
adjust (+)/(-) to the Leave for BF or Total Entitlement
8. Balance Refer to the number of Leave Balances calculated in Days
9.
YOS Refer to the Year of Service, based on this info to determine the
number of Leaves are entitled to each employee
4.13.2.4 Leave Encashment
Leave Encashment is a process where to convert the number of Leave Balances to cash, and usually it
will be based on the company policy prior to do this action (Figure 4.13.10). It is mandatory to select the
Period Cycle to which this Leave Encashment take places, as the payment will be based on the selection
and do the proper re-imbursement to the employee during the payroll period.
Figure 4.13.10: Leave Encashment - Select Period Cycle
Page 211 of 237
Figure 4.13.11: Leave Encashment - Enter Leave Encashment Details
Did you know?
Steps on how to do the Leave Encashment in Leave Module,
Click on [Add On] Menu, and select [Leave Module],
Select the [Leave Encashment],
Click on the (+) sign for adding a new record,
Select the Employee Name from the list,
Select the Leave Code that need to do with the encashment,
Based on the Balance Day, and enter the number of days need to do the encashment,
Repeat steps 3-6 for another new employee,
Click on save to complete the transaction.
Page 212 of 237
4.13.2.5 Leave Report
In iFlexiHRMS, there are built in some Leave Reports such as Leave Listing By Department or Individual
and Leave Report by Year, which can assist HR executive to do the quick viewing on the Employee Leave
Details.
Leave Listing
Leave Report by Year Leave Listing
Page 213 of 237
4.13.3 Abnormal Module
Abnormal is a process in the Time Attendance where to trigger the alert via email notification for
tracking on the employees who are Absence or Late In. (Figure 4.13.12)
4.13.3.1 Abnormal Service Controller
Abnormal Service is a customized Windows Service that will act as the controller to do the monitoring
on the schedule, and perform by sending out the alert via email notification on the information of
Absentees and Late In (Figure 4.13.13). The attachment will be in PDF format.
Figure 4.13.12: Abnormal Module
Figure 4.13.13: Abnormal Controller
Page 214 of 237
Install Service
Install Service is an action built in the Abnormal Controller, where it will install the abnormal function as
a service in the PC. The PC that installed with this service will act as a server, where it will do all the
monitoring on the schedules set, such that when the timing reach, it will send out the notification
accordingly.
Un-Install Service
Un-Install Service is the reverse action that built in the Abnormal Controller, where it will remove the
abnormal function from the PC. By doing this step, the action for sending out the notification will be
stopped immediately.
4.13.3.2 Abnormal Process Schedule
Abnormal Process Schedule provides user with the environment to setup the necessary schedule based
on the selection criteria required (Figure 4.13.14). The criteria can be based on the Shift Codes,
Minimum Late In, or any other special settings (if any).
Did you know?
To Temporary Disable the Abnormal Service, please perform the steps below:
Go to PC that installed with Abnormal Service, click on Start > Settings > Control Panel >
Administrative Tools,
Select the Services,
Find the Service Name called, Abnormal Services, and double click to do the editing,
Set the mode to Disable, and click on Apply and OK.
Figure 4.13.14: Abnormal Process Schedule
Page 215 of 237
Please refer to the Table Below for more explanations on the Abnormal Schedule.
S/No. Field Name Description
1. Abnormal ID Refer to the Unique ID assigned to the Schedule, usually will be in
numeric format, such as 1, 2, 3 and etc
2. Description Refer to the Schedule Name
3. Active Refer to the status, if ticked will be enabled, otherwise will be disabled
Did you know?
Steps on Setting Up Abnormal Schedule
1. In Abnormal Process Schedule, click on [Add],
2. Fill in all the parameters as explained in the following table,
3. Tick on the check box "Active" if you would like to enable the schedule with immediate
effect, otherwise, just leave it unchecked,
4. Finally, save the schedule to complete the process.
Figure 4.13.15: Adding a new Abnormal Process Schedule
Page 216 of 237
4. Loop Type Refer to the frequency of the Abnormal Schedule
Default: Daily
5. Daily Time Refer to the actual timing where the alert notification will be sent
6. Minimum Late In Refer to the timing where if there is any late in exceed the value
defined here, it will be included in the notification
7.
Type INCLUDE
Refer to which Shift Code will be included as part of the checking
EXCLUDE
Refer to which Shift Code will be excluded as part of the checking
8.
Shift Code Process Refer to the actual Shift Code that will be included/excluded from
process, depend on the TYPE selected
One or more Shift Codes can be defined.
9. Check Absent Refer to the checking for the criteria for ABSENT
10. Check Late In Refer to the checking for the criteria for LATE IN
Special Checking
11. Check Current Period
With Clock ID
Tick on this setting will verify timing for multiple clocks installed,
ensure all clocks times are synchronized, based on the Clock Name
specified
12.
Check Max and Min
(HHMM)
If this setting is checked, system will verify and compare the timing gap
between max and min of the clock time, between 2 clocks cannot
exceed MAX DIFF set
13.
Max Diff This setting is to be used for the checking of Max and Min of the clock
time between 2 clocks
Page 217 of 237
Figure 4.13.16: Abnormal Process Schedule - Special Setup
Figure 4.13.17: Abnormal Process Schedule - Email Body and Subject
Did you know?
The email recipient will not
be indicated in the
schedule, but system will
extract the email name list
from the Shift Group under
Email Receiver tab.
Page 218 of 237
4.13.3.3 Abnormal Attendance
Abnormal Attendance is an option to run the ad-hoc abnormal attendance, similar to the schedule task,
you will need to define a new schedule maybe to perform the action in 10 minutes later (Figure 4.13.18).
For such, when you perform Re-Process in Abnormal Attendance, system will run this task in 10 minutes
later.
Figure 4.13.18: Abnormal Process
Page 219 of 237
4.13.4 Badge Printing
Badge Printing is an iFlexiHRMS add on module which to assist user in the design and printing of the
Employee's Badge Card. This module provides the environment for the user to do the own design of the
badge no with the data populated from the Employee Master. (Figure 4.13.19)
Figure 4.13.19: Badge Printing
Did you know?
You can now design your own company Badge Card with formal Logo, and the information to be
appeared in the card, will all based on the Employee Master.
NO data entry is required for the printing any badge card from this module.
Figure 4.13.20: Badge Printing
Page 220 of 237
Did you know?
Below are the steps on how to do the new creation of Badge Card, and apply the layout to the
existing data, and preview your result:
Step 1: Creation of a new Badge Card
1. Login to IFLEXIHRMS, and click on [Add On] module,
2. Select [Badge Printing],
3. Click on [Badge Design], and from the popup Windows choose a layout from the existing
report (Can choose for default: Badge Design - System), and click on [Design],
4. First, you need to know which fields will be included in the content,
5. Click on [View] menu, and select [Windows] , then click on [Field List],
6. From the field list, find the fields that you would like to use, and drag the field and drop it
into the white area report section,
7. Once done, click on [File] menu and select [Save as],
8. Once done, you can choose to do the preview of the layout using the report that you just
saved
Step2: Apply the layout to the current existing data,
1. After the layout has been designed and saved, go to Employee Setting section, and select the
Default Format from the drop down list,
2. Click on [Apply To Changing],
3. If you would like to make the layout that you just designed as default, select the layout and
click on [Apply to Default]
Step3: Preview Data with the Layout that you just designed,
1. Select from the Query Code if you just want to preview for particular employees list,
2. Click on [Inquiry],
3. Click on [Employee] tab, to view on the result in a grid view format,
4. Select the Badge Format to your new badge layout,
5. If there are too many employees need to be re-assigned, select the Default Format in the
Employee Setting (Located at the Top Right corner) as your preferred layout, and click on
[Apply to Default],
6. Click on [Refresh Preview],
7. View on the result on screen from the [Badge Viewer] tab
Page 221 of 237
Please refer to the Table Below for more explanations on the Badge Printing.
S/No. Field Name Description
1. Direction Indicate the direction to which Badge Card will be printed out
Down Then Across
The sequence of the printing will be based on Top to Bottom, then Left
to Right
Across Then Down
The sequence of the printing will be based on Left to Right, then Top to
Bottom
2.
Start Print From Change the value of 1 to another if you would like to skip for the First-
N records
Default: 1
3.
Page Pause On Every This is usually used for printing of large batch of Badge Cards to
prevent any paper jammed happened.
Default: 0 (Maximum up to 7)
Did you know?
Step 4: Setting up the right paper for your Badge Card
1. Login to IFLEXIHRMS, and click on [Add On] module,
2. Select [Badge Printing],
3. Click on [Page Setup], and from the popup Windows choose a paper layout from the existing
report (Can choose for default: Paper-Premium Paper), and click on [Design],
4. Right click in the Report Area, and select the [Properties],
5. In the Property Grid, select the name called, rptBadgeMaster1,
6. Find the properties of [Paper Kind], thru the field name list,
7. Click on the drop down list, and select the [Custom],
8. Enter the page Height and Width, if you are not sure, please do the actual measurement of
your preferred size of the badge card,
9. Save the layout as another new name, and close the window,
10. Click on Preview to view the result of your design Badge Card in the desired Paper Size, repeat
Step 8 if the margins were found not fit the paper.
Page 222 of 237
4. Page Setup This section is used for setting the appropriate paper size for the badge
card
5. Inquiry To view on the employee records on screen, and change the settings if
NOT all the employees printing using the same Badge Card Layout
6.
Badge Design This section is used for the creation or editing of existing Badge layout
due to some changes required
** It is recommended for the users always to save the changes on into a new
layout file if there is any major change in the layout.
7. Apply to Changing This action is to allow the changes made to the layout will be refreshed
before preview.
8. Print Send the badge printing job to the printer
9. Refresh Preview To refresh the preview in the Badge Viewer for any changes made
Page 223 of 237
4.13.5 Training Module
In iFlexiHRMS, Training Module consists of all the related information such as Trainer Master Data,
Training Course, Training Class, Training Budget and the assignment of the course to the employees.
(Figure 4.13.21)
4.13.5.1 Trainer Master
Trainer Master is a master
data that will store the
basic information of the
Trainer. This trainer can be
sourced from Internal or
External party.
Internal is more referring
to the Company Colleagues,
while External will be more
relevant to the 3rd party
Hired Trainer, usually will
come from Institute Trainer.
Figure 4.13.21: Training Module
Did you know?
In most of the organization, Staff Development Program such as Training is part of the company activities
which these information is good to be kept in the system for future reference.
With Training Module implemented, all the information will be easily stored in the system, which later
can re-use again for further planning.
Figure 4.13.22: Trainer Master
Page 224 of 237
4.13.5.2 Training Budget
In a typical Training Module, Training Budget is very important and always need to be updated, such
that the most up-to-date budget figures will be reflected for planning purpose. In this section, Training
Budget will be allocated based on the Period specified.(Figure 4.13.23)
4.15.5.3 Training Course
Training Course contains the basic info of the course such as Course Type, Course Fees, Course Duration
in Days or Hours, any certification obtained upon completion, Content and etc. (Figure 4.13.24)
Figure 4.13.23: Training Budget
Figure 4.13.24: Training Course
Page 225 of 237
4.13.5.4 Training Class
Training Class is more specific to the subjects to be learned. Things that will be covered are, Course Code,
Trainer Code, Capacity, Venue, Start/End Date, Start/End Time, and etc. (Figure 4.13.25)
4.13.5.5 Training Assign
Training Assign is a process of assigning the Course Code to the employees that will attend for the
course. One or more employees can be assigned to the selected course. (Figure 4.13.26)
Figure 4.13.25: Training Class
Figure 4.13.26: Training Assign
Page 226 of 237
4.14 Help Menu
In iFlexiHRMS, Help Module basically will list out all the product information such as Program Version,
Available Modules, License Information and etc (Figure 4.14.1)
Did you know?
In the Help menu, these are more things that can be done:
Viewing current installed IFLEXIHRMS version
Viewing on the existing License Information
Update new License Key
Change Application Theme
Figure 4.14.2: About
Page 227 of 237
4.15 User Support/Troubleshooting Skills
Below listed some of the common user supports or troubleshooting for the issues:
No. Description
Root Cause/Resolution
1.
Customizing Existing Report such as Pay-slip
Root Cause: Customer required to change Pay-slip format Resolution: Go to Payroll Report, and select Pay-slip, Select based on the existing Pay-slip format, and click on
Design Report, If the changes was involved of movement, then just drag the
field and move from left to right or from top to bottom, If the changes was involved of getting a new field, then just
drag for another label from the Standard Controls list and put into the report form,
Click on the Right Arrow on top of the label, Under the Data binding, click on the drop down list and
select the field that you want, Click on the Format String if you would like to make the data
displayed according to your custom format, Once done, click on File Menu, and select Save as, Enter a new report name, and click OK, The new customized pay-slip was generated, and you are
now ready to run for the report,
2.
Customer using WIFI connection to connect iFlexiHRMS from client to server, but cannot find the Database Server
Root Cause: Weak WIFI connection to cause the client time out to find the Database Server Resolution: Go to the Client PC, and open the Windows Explorer, Browse to C:\Windows\System32\Drivers\etc, Edit the HOSTS file with the Notepad.exe application Go to the last line of the open file, and hit ENTER Enter the IP address for the database server, and hit Tab key,
and follow with the server name
3.
Customer using normal LAN cable but still unable to search/connect Database Server
Root Cause: Could be due to SQL Browser is not working OR SQL Native Client is not installed in the client PC Resolution: Login to the server, and check from Control Panel >
Administrative Tools > Services
Page 228 of 237
Ensure the SQL Browser is started and running, Download and install the correct version of MSSQL Native Client driver, this driver must be same as the version as what SQL Server is installed
4.
Global Import Tools or Import Employee Master function is not working, as NO worksheet was shown once the file was chosen
Root Cause: Access Database Engine was missing in the client PC Resolution: Download and install the AccessDatabaseEngine.exe for version 2007 from the website will fix for the issue
5.
NO attendance record was shown after Process Attendance was performed
Could be due to one of the following: Root Cause1: Employee was not assigned with any Shift Group in the
Employee Master, Resolution1: Go to Employee Master, and check the Employee Service
History and see blank Shift Group was found, require to fill in the actual Shift Group
Root Cause2: Employee assigned with Shift Group but the Effective Date
was later than the Process Date,
Resolution2: Inform customer and get them to verify on the Effective Date
and change accordingly if found wrong, Root Cause 3: Group Schedule or Individual Schedule was not defined Resolution 3: Define a new Group Schedule for the affected Period if
found missing Root Cause 4: Auto Shift was implemented, and perhaps the setting was
wrong Resolution 4: Please refer to the Auto-Shift setting for more details
Page 229 of 237
Root Cause 5: NO Clock Data was found for those Shift Group required
Clock In/Clock Out setting
Resolution 5: Check on the Time Attendance Device or
FingerTechClockData table and re-import from text file if necessary
Root Cause 6: Shift Group Code was found with blank space behind, due to
the Shift Group data were imported from 3rd party system
Resolution 6: Using the SQL Tools, and enter the command as follow to
check the visible Shift Group and the length, if different using command to re-update back with the correct length SELECT ShiftGroup, LEN(ShiftGroup) FROM ShiftGroup ORDER BY ShiftGroup
** Contact software support if all the settings were being checked and NO suspected issue was found
6. Cannot view CP22/EA/EC Form based on the Selected Period Cycle
Root Cause: CP22/EA/EC Form data was not being generated before viewing Resolution: Go to Data Menu > Government Forms, and select the
appropriate option, Enter the Year, Period Range, and Tax Reference, Click on Inquiry to show all the employees out to the grid, Click on Generate to start the generation of Form Data
process for the selected employee
7.
Process Leave was performed but NO Leave Entitlement was found
Root Cause1: Employee was not assigned with any Leave Table Resolution1: Go to Employee Master > Employee Service History and
assign the Leave Table in Movement Tab in the most latest Sequence (if more than 1 service history was found in the Movement tab)
Page 230 of 237
Root Cause 2: Employee was assigned with Leave Table but the Effective
Date was later than the Process Date Resolution 2: Inform customer to check on the Effective Date entered, and
change accordingly if found wrong
8.
The fields such as Basic Pay was set in the Field Access Control but user is still able to view the info in the Employee Master
Root Cause: The field Basic Pay was entered in the Field Access Control,
with only Employee Master, but missing Employee Service History table
Resolution: Go to Security Menu > Field Access Control, and based on
the affected Field Access Code and do another insertion of the field of Basic Pay from Table Name, EmployeeServiceHistory, and select BasicPay
Page 231 of 237
APPENDIX UBS Export File Explanation
Time Attendance Module Process Flow (Overview)
Payroll Module Process Flow (Overview)
Leave Module Process Flow (Overview)
UBS NEEDED FIELD Explaination File Auto Time Calculation
EMPNO EMPLOYEE #
PH PUBLIC HOLIDAY According Daily Attendance Day Type ="H" OR Leave Type ="PL2"
AL ANNUAL LEAVE According Daily Attendance Leave Code With Leave Type ="PL3"
MC MEDICAL LEAVE According Daily Attendance Leave Code With Leave Type ="PL4"
MR MARRIAGE LEAVE According Daily Attendance Leave Code With Leave Type ="PL6"
PT PATERNITY LEAVE According Daily Attendance Leave Code With Leave Type ="PL10"
CL COMPASSIONATE LEAVE According Daily Attendance Leave Code With Leave Type ="PL7"
HL HOSPITALITY LEAVE According Daily Attendance Leave Code With Leave Type ="PL8"
AD ADVANCE LEAVE According Daily Attendance Leave Code With Leave Type ="PL11"
EX EXAMINATION LEAVE According Daily Attendance Leave Code With Leave Type ="PL9"
LS LINE SHUTDOWN According Daily Attendance Leave Code With Leave Type ="UPL1"
NPL NON PAID LEAVE According Daily Attendance Leave Code With Leave Type ="UPL2"
Page 232 of 237
AB ABSENT
According Daily Attendance Leave Code With Leave Type ="UPL3"
WORKHR WORK HOURS
LATEHR LATE HOURS
According Daily Attendance SUM Late In into hour value,Example 13.80hr (13:48 HHMM)
EARLYHR EARLY OUT HOURS
According Daily Attendance SUM Early Out into hour value,Example 13.80hr (13:48 HHMM)
NOPAYHR UNPAID HOURS
According Daily Attendance SUM Time Off and No Pay Leave Hour into hour value,Example 13.80hr (13:48 HHMM)
HR1 OVERTIME HOURS 1.0 According Daily Attendance SUM OT With Type='1' ,Example 13.80hr (13:48 HHMM)
HR2 OVERTIME HOURS 1.5 According Daily Attendance SUM OT With Type='2' ,Example 13.80hr (13:48 HHMM)
HR3 OVERTIME HOURS 2.0 According Daily Attendance SUM OT With Type='3 ,Example 13.80hr (13:48 HHMM)
HR4 OVERTIME HOURS 3.0 According Daily Attendance SUM OT With Type='4' ,Example 13.80hr (13:48 HHMM)
HR5 OVERTIME DAYS FOR HOLIDAY According Daily Attendance SUM OT With Type='5' ,Example 13.80hr (13:48 HHMM)
HR6 OVERTIME DAYS FOR PUBLIC HOLIDAY According Daily Attendance SUM OT With Type='6' ,Example 13.80hr (13:48 HHMM)
WD WORK DAYS According Payment Method Setting
DW DAY WORKS Calculate Working Day (W,V,H) In The Month (Define In Payment Method)
OPL OTHERS PAY LEAVE According Daily Attendance Leave Code With Leave Type ="OPL"
ONPL OTHERS NON PAY LEAVE According Daily Attendance Leave Code With Leave Type ="ONPL"
Page 233 of 237
Posting Allowance Code and Allowance Amount
ALLW1 ALLOWANCE 1
ALLW2 ALLOWANCE 2
ALLW3 ALLOWANCE 3
ALLW4 ALLOWANCE 4
ALLW5 ALLOWANCE 5
ALLW6 ALLOWANCE 6
ALLW7 ALLOWANCE 7
ALLW8 ALLOWANCE 8
ALLW9 ALLOWANCE 9
ALLW10 ALLOWANCE 10
ALLW11 ALLOWANCE 11
ALLW12 ALLOWANCE 12
ALLW13 ALLOWANCE 13
ALLW14 ALLOWANCE 14
ALLW15 ALLOWANCE 15
ALLW16 ALLOWANCE 16
ALLW17 ALLOWANCE 17
Posting LateIn, EarlyOut, MC, ABSENT, UPL Count Times
UDRATE1
USER DEFINE RATE 1
UDRATE2
USER DEFINE RATE 2
UDRATE3
USER DEFINE RATE 3
UDRATE4
USER DEFINE RATE 4
UDRATE5
USER DEFINE RATE 5
UDRATE6
USER DEFINE RATE 6
UDRATE7
USER DEFINE RATE 7
UDRATE8
USER DEFINE RATE 8
UDRATE9
USER DEFINE RATE 9
Page 234 of 237
UDRATE10 USER DEFINE RATE 10
Auto Time Cut Off Calculation Type Example
1 Total Days In the Months May (Total Day) = 31
2 Total Work Days In The Month Calculate Working Day (W,V,H) In The Month (Define In Shift Group)
3 Total Days Between CutOff Calculate Total Day (Define In Payment Method)
4 Total Work Days Between CutOff Calculate Working Day (W,V,H) In The Month (Define In Payment Method)
5 Fixed Day Fix Every Month Posting Day ,Example,24 or 25 Days
Remark: Explanation W Working Day L Replacement Day O Off Day R Rest day S Shutdown Day V Half Day H Holiday
Page 235 of 237
Time Attendance Module - Process Flow (Overview)
HR Master Data
General Setup
Clock Setup
Holiday
Shut Down
Payment Method
Rounding Method
Allowance Code
Overtime Code
Leave Code
etc
Employee
Master Data
Employee Service
History
Employee Master
Synchronized
from UBS
Employee Master
Import
Manual Creation
of Employee
Master
Shift Group
Individual
Schedule
Group Schedule
Shift Code
Process
Attendance Clock Data
Manual Upload
Export File
Edit Attendance
OT Approval
Form
Leave Form
Daily Allowances
Entitlement
Override
Attendance
Result
Print Attendance
Reports
Generate Export
File (UBS)
Auto Shift
A
Time Device such
as Finger Tech
Lock Attendance
Data
Proceed with Payroll
Page 236 of 237
Payroll Module - Process Flow (Overview)
Payroll Master Data
General Setup
Compute Method
Bank Code
OT Flat Rate
Deduction Code
Allowance Code
Advance Code
Fixed Transactions
Bonus
Tax Rate
Tax Table
Custom Rate
etc
Employee
Master Data
Employee Service
History
Fixed Transactions
Allowance
Deduction
Advance
Compute Payroll Payroll
Transaction
Export Bank File
Advance Bonus
Overtime
Leave
Source Data from Attendance (A)
Allowance
Standard Period
Cycle
Non Standard
Cut Off
Government
Statutory
Contributions such
as EPF/SOCSO/Tax
and etc Stop Payment
Close Period
(Monthly)
Export
Government File
Payroll Formula
YTD Data Entry
Printing of EA/EC
Form
(Yearly)
Printing
Payslip/Payroll
Reports
Loan Deduction
01
02
03
04
0E
Normal
Manual Data Entry for OT, Leave, Allowance
BFWD -VE Net Pay Zerolized -VE Net Pay
Fixed Allowance
Fixed Deduction
Fixed Advance
EPF Table
SOCSO Table
Tax Table
Hold Payment
Welfare
Page 237 of 237
Leave Module - Process Flow (Overview)
Employee
Master Data
Assign Leave Table in
Employee Service
History (Movement)
YOS Calculation
Method
Anniversary *
(Based on Hire Date)
Calendar *
(Based on Calendar)
Financial Period *
Leave Cut Off
Method
Process Leave
Leave Entitlement
Listing
Adjustment of
BF/Leave Entitlement
Leave Form
Submission
QDE Leave
Submission
Leave Reports
Close Leave
Un-Close Leave
Anniversary *
(Based on Hire Date)
Calendar *
(Based on Calendar)
Financial Period *
Additional Notes:
Rounding method can be applied for Entitlement and Before
Entitlement columns, and only if Pro-rate Entitlement is ticked,
Tick on Pro-rate Entitlement if accumulate method used for monthly
entitlement,
Tick on Entitlement during Probation for Unconfirmed staff if he/she
is eligible Leave Table Settings
Leave Encashment
Refresh updated Entitlement/Taken/Balance and etc in Employee Master
Related Documents
