TRAINING MANUAL FOR PAYROLL ATTENDANCE AND LEAVES

MASTER DATA MAIN MENU CONSIST OF SIX SUBMENUES

1. FILE MENU2. FORMS MENU3. REPORTS MENU4. TOOLS MENU5. NAVIGATION MENU6. BUSINESS RULES

FILE MENU CONSIST OF TWO BUTTONS

a. EXIT

b. SAVE

EXIT BUTTON is used to Exit or close the application or form.

SAVE BUTTON is used to save any editing, deletion in the form or any insertion in new

Records.

FORMS MENU CONSIST OF EIGHT BUTTONS

a. LEAVE TYPES

b. DAILY LEAVES

c. MONTHLY ATTENDANCE

d. GUZZATED LEAVES

e. FINAL LEAVES

f. ATTENDANCE SLIP

LEAVE TYPE BUTTON is used to call Leave types form in which user can view, edit, delete and insert new records.

NOTE:

Leave type form is used as master data for leaves and attendance and any unnecessary change in this data may effect on other application so avoid to make any unnecessary change in this form.

DAILY LEAVE BUTTON is used to call daily leave form in which user can view, edit, delete and insert new records.

This is the main entry form for current month of leaves and attendance application. Here only leaves or tours of any type is entered only and no need to enter attendance of any employee because system automatically manage the attendance for all employees present by default.

In the right side of main leave entry form a “LEAVE RECORD” window is appeared which will indicates the total leave for each employee according to leaves type in the current month.

POST ATTENDANCE BUTTON in the bottom of Leave record window on the main leave entry form is used to close the attendance for the current month. When you press this button it will prompt you to warn about your action and show a message.

If you press ok button then it will post all the leaves in the attendance month form and also implement all the Sunday in the current month automatically. This button can be pressed daily, weekly or monthly but payroll recommended that you press it at the end of the month because each time you press this button it will erase the all data from attendance month form and if you update Gusseted Leaves and Saturday off then it also be erased and you have to update again through Gusseted Leaves Form. After completion its work it will prompt you a thanks message indicating that the job has been completed.

If you press Cancel button then it will take no action except a thanks message and move you in the attendance month form.

MONTLY ATTENDANCE BUTTON is used to call Monthly attendance form in which user can View, edit, delete and insert new records.

This is the month attendance form and it will show you the all employees current month whole attendance record with tours, leaves, Sundays, Gusseted Leaves and Saturday Leaves also by default and required no input from the user. If you want to view only one employee attendance record then simply click on enter query button or press F7 and enter the code of the desired employee or Name of the desired employee and click on execute query button or press F8 it will show you the current month attendance. Here you can make any type of editing also to correct your record.

GUZZATED LEAVES BUTTON on monthly attendance form is used to implement gusseted and Saturday off leaves. When you click on the button it will show you a new form where you enter leave dates and leave type with remarks as given below.

After posting gusseted, Saturday off or alternative leaves with remarks you click on post guzZted button a thanks message will be appear by clicking ok it will move you to again in the month attendance form.

POST BUTTON on monthly attendance form is used to post to calculate all leaves for final leaves form. Upon clicking of post button a prompt will be appear to warn you about your action as given below.

If you press cancel then it will take no action and will remain the current form and if you press OK then it will post all leaves mentioned in the monthly attendance form and one casual leave will be made for those employees who have made four or more than four short leaves or made two or more than two half leaves or made one half leave and three short leaves. Then after thanks message it will move you to final leave form.

FINAL LEAVE Form Button is used to call Final Leaves form in which user can View, edit, delete and insert new records.

Final leave record form will show you the whole leaves in the current month avail by each employee and also those leaves which system calculate for you by default against short leaves and half leaves and remarks column will also be updated by system automatically. In this screen also there is no input required by the user but if the user find something wrong and want to change the leave status then he or she can do because there is no restriction for editing at this stage.

Those employees who have any leave type “ABSENT” there leave mode will be set as “WITHOUT PAY” and approved will be set as “NO” and Remarks also be updated by system

itself.

FINAL POSTING BUTTON on final leave record is used to prepare current month attendance and salary slip for both admin and account department. When you click on final posting then an alert by system will be prompted to warn you as given below.

If you click on cancel button then it will take no action and if you click on OK button then it will make attendance and salary slip for you automatically with a thanks message alert and move you to the attendance slip form for the current month which is your last form for closing month.

ATTENDANCE SLIP is used to call Attendance Slip form in which user can View, edit, delete and insert new records.

Attendance slip form will show you the current month complete attendance slip for admin and account department which is the last screen for closing current month.

Final day’s field indicates total salary days for any employee in the current month.

In the remarks field “W.E.F 20-DEC-08” indicates that this employee join this job on 20-dec-2008 and he or she will only receive the salary of 12 days.

This form totally updated by system but user can also make any change at this stage too before closing of current month and after closing no data will be available for change except new month.

CLOSING MONTH BUTTON is used to close the current month attendance and leaves and an alert will be showing you for warning as given below.

If click on cancel button then it will take no action and if you click on OK button then it will prompt you again a message as given below.

after this it will again prompt you the previous alert to provide another chance for any correction because after this there is no chance to make any modification with this data.

If click on cancel button then it will take no action and if you click on OK button then it will prompt you again a message as given below.

After this an alert will be appeared with thanks message as given below

Now all your current year data has been closed and the current month has become the history and there is no data available in any form and you will be moved to daily attendance form again for new month entry now you can view your previous month data only through reports.

REPORT MENU INITIALY CONSIST OF THREE REPORTS

a. EMPLOYEE_ATTENDANCE_RECORD

b. MONTHLY ATTENDANCE SLIP

c. LEAVE_RECORD

1. EMPLOYEE_ATTENDANCE_RECORD report consists of each employee monthly

attendance record.

2. MONTHLY ATTENDANCE SLIP report consists of all employees’ attendance record and

this report is also handed over to the account department for salary distribution.

3. LEAVE_RECORD report consists of all employees leaves for month with desired office

location

NOTE: More reports can be added or remove from this menu and this menu may be

varying in future with edition or deletion of reports.

TOOLS MENU CONSIST OF FIVE BUTTONS

a. ENTER QUERY

b. EXECUTE QUERY

c. INSERT RECORD

d. DELETE RECORD

e. CLEAR FORM

1. ENTER QUERY BUTTON or F7 is used to search any data from database tables e.g. if you want to search any employee record then click on enter query button and enter the employee No into employee_id column “150 “or enter the employee name into employee Name column with %age as “AMIR%” and click on execute query button or press F8 it will show you the complete records of all employees with Name AMIR and you use employee

code it will show you just your required employee. Payroll application recommends that you use numeric data instead of character data for fast and better performance.

NOTE: F7 and F8 are the shortcut keys for enter query and execute query buttons accordingly.

Always use upper case or caps on with character data search criteria.

2. EXECUTE QUERY BUTTON or F8 is used to query or retrieve data from the database. It can be used with enter query or separately. If you want to search any specific data then click on enter query button or press F7 and enter criteria and click on execute query button or press F8. If you want to view all the data in the current form then just click on Execute Query or Press F8 it will show you the whole data from the database tables.

3. INSERT RECORD BUTTON is used to enter new record when you click on this button it will clear any data into the form and prepare you for new records entry.

4. DELEET RECORD BUTTON is used to delete any record when you click on this button it will prompt you that you “Are you sure you are going to delete a record” if you press Yes then it will remove the record permanently from the database and if you press No it will take no action and you continue your work without any loss.

5. CLEAR BLOCK BUTTON is used to clear the block if you are scrolling any form or there are some records visible in the form and you want these records should not be showed or you want to clear any form existing data then click on clear block button. It clears all data in the form and there is no damage of data with this button it is only to hide your visible data for current session.

NAVIGATION MENU CONSISTS OF FOUR BUTTONS.

a. FIRST RECORD

b. NEXT RECORD

c. PREVIOUS RECORD

d. LAST RECORD

1. First Record Button is used to go on first record while scrolling or query data.

2. Next Record Button is used to go on Next record from one record to next record.

3. Previous Record Button is used to go on previous record from one record to previous.

4. Last Record Button is used to go on Last record while you are on any record.

BUSINESS MENU CONSISTS OF ONE BUTTON ONLY.

a) BUSINESS RULES

(Documentation Created by Abdul Ghaffar)