| 1. HR Manager User Personalization | HR Manager User Personalization | Select HR Manager role in My Settings or search User Setup and select the HR Manager role for the appropriate user | The appropriate permission sets must be configured for the user. Read more: НPermission sets |
| 2. Personalization of Payroll Administrator user | Personalization of Payroll Administratoruser | Select Payroll Accountant role in My Settings or search User Settings and select the Payroll Accountant role for the appropriate user | The appropriate permission sets must be configured for the user. Read morePermission sets |
| 3. Human Resources Setup | Human Resources Setup | Enter Human Resources Setup in the search line | Set up in line with the page Human Resources Setup |
| 4. Payroll Period | Creating a new payroll period | For the Payroll Accountant role, select Administration/Payroll Periods, or search Payroll Periods | Actions/Functions/Create year. Read more: Payroll Period |
| 5. Payroll Period | Payroll Period Administration | For the Payroll Accountant role, select Administration/Payroll Periods, or search Payroll Periods | Actions/Functions/Open Period(Close Period). Read more Payroll Period |
| 6. HR Notification Setup | HR Notification Setup | Search HR Notification Setup | A type of notifications is set for a specific user. Next, workflow must be set up. Read more: HR Notification Setup |
| 7. Finance Module Setup | Chart of accounts | Search Chart of Accounts | Add or check the availability of financial accounts, where payroll entries will be posted. These financial accounts will have to be set when setting up payroll posting groups, Posting groups scenario, and employee posting groups Employee Card scenario. |
| 8. Finance Module Setup | Company Information | Search Company Information | Add payment details and information about the company that will be used in reporting. Read more: Company Information |
| 9. Finance Module Setup | Dimensions | Search Dimensions | To use additional payroll analytics, it is necessary to Create, Modify List or Delete. To use Dimension Values, select Dimension/Dimension Value. Read more: Dimensions |
| 10. Finance Module Setup | Staff List | For the HR Manager role, select Administration/Staff List, or search Staff List | Job Title - a position associated with a certain set of responsibilities of a company’s employee. Actions with Job Title - Create/Delete/Modify. Code and name are assigned. Read more: Staff List |
| 11. HR Module Setup | Conditions of Work | Search Default Labor Contract Terms | Used for setup flexibility. Possible actions: Create/Modify/Delete. Read more: Labor Contract Terms |
| 12. HR Module Setup | Timesheets (Time Activity Codes) | For the HR Manager role, select Administration/Time Activity Codes, or search Absence Reasons | Time Activity Code refers to the type of presence or absence of an employee in the workplace which makes it possible to identify the activity type (presence, sick leave, vacation, business trip, other). Possible actions: Create/Modify List/Delete. Read more: Timesheets |
| 13. HR Module Setup | Timesheets (Timesheet Codes) | For the HR Manager role, select Administration/Timesheet Codes/Time Activity Codes that are used to generate timesheets and, when approved, are legally called Timesheet Codes. Possible actions: *Create/Modify List/Delete. Read more: Timesheets | |
| 14. HR Module Setup | Timesheets (Time Activity Groups) | For the HR Manager role, select Administration/Time Activity Groups | For payroll and report generation purposes, time activity codes are combined into time activity groups according to the presence/absence codes of one type. Possible Actions: Create/Modify List/Delete. Read more: Timesheets |
| 15. HR Module Setup | Payroll Calendars | For the HR Manager role, select Administration/Payroll Calendars, or search Payroll Calendars | To provide information about working day duration, holidays, days-off, etc., calendars are used in Microsoft Dynamics. Official Calendar Code must be configured in the system to be used in several functions, such as calculating holidays in a period. Read more: Human Resources Setup. The calendar consists of four parts: • Header with general calendar information. • Calendar lines – calendar layout by dates. • Baseline settings – rules according to which calendar lines are generated (data on days of the week, days-off, holidays, shift frequency). • Summation of Working Hours – rules according to which working hours are summarized. Read more: Payroll Calendars |
| 17. Organizational Structure Management | Creating Organizational Units | For the HR Manager role, select Administration / Organizational Units, or search Organizational Units | Possible actions: Create/Modify/Delete. When creating an Organizational Unit, fill out the following fields: Code, Description, Start Date, End Date. Then approve the Organizational Unit: Actions / Functions / Approve. Read more: Organizational Units |
| 18. Organizational Structure Management | Creating positions | For the HR Manager role, select Budget Positions or search Budget Positions | Possible actions: *Create/Modify/Delete/Open/Close. When creating a Budget Position, fill out the following fields: Code/Description/Organizational Unit Code/Job Title Code/Start Date/End Date (if necessary)/Rate. Then approve the budget position by clicking Approve. To create a copy of the position, use the Copy Position functionality specifying the number of copies required. To be able to modify the position, it must be in the Planned status. When closing a position, Used Rate must be 0. Budget Position is turned into the actual one when approving a Labor Contract line (Labor Contracts). Read more: Positions |
| 19. Organizational Structure Management | Staff List | For the HR Manager role, select Staff List or search Staff List | Staff List is a tool for working with a company structure which is a set of information about organizational units and job titles of the company, as well as information about vacancies and occupied positions. Staff List is generated based on directory of working and budget positions of the company. Staff List is valid for a certain period. Read more: Staff List. To get Archived Staff List, go to Actions/Functions/Archive. |
| 20. Organizational Structure Management | Staff List Archive | For the HR Manager role, select Archive/Archived Staff Lists or search *Archived Staff Lists | In fact, the page is a summary of staff list as of the date specified in the Document Date field, which is created for a certain time and can be used for various purposes. Read more: Staff List. |
| 22. Creating a Person | Creating a Person | For the HR Manager role, select Persons or search Persons | Possible actions: Create/Modify/Delete. When creating a Person, fill out the following fields: Code/Name/Surname/Patronymic name, etc. Read more: Person Card. |
| 23. Work with Labor Contracts/Hiring | Search Labor Contracts | Possible actions: Create/Modify/Delete. When creating a Labor Contract, fill out the document header: Assign No./Person No./Contract Type/Work Mode. It should be noted that 2 Contract Types are used: Labor Contract and Civil Contract. For the Civil Contract type, only positions with the Out-of-staff type are selected. Next, create a line with the Hiring type in the document lines by filling out the following fields: Start Date/End Date (if necessary)/Rate/Budget Position (Actual Position will be created automatically). Next, create Labor Contract Terms at the following path: Functions/Create Contract Terms. Next, approve the Labor Contract line by selecting Functions/Approve line. Read more: Labor Contracts | |
| 25. Work with Labor Contracts | Combination | Search labor Contracts | Select the line with the Combination type by filling out the Program No./Start Date/End Date/Position Rate/Budget Position. Next, create Labor Contract Terms by selecting Functions/Create Contract Terms. Next, approve the Labor Contract line by selecting Functions/Approve line. Read more: Labor Contracts |
| 26. Work with Labor Contracts | Dismissal | Search Labor Contracts | In the document header, fill out End Date. Select the line with the Dismissal type and fill out the Dismissal Reason/all other fields are filled in automatically. Next, create Labor Contract Terms by selecting Line/Contract Terms. Next, on the Contract Terms page, run the ** Calculate Vacation Compensation** report by selecting Actions/Functions/Calculate Vacation Compensation. Next, approve the Labor Contract line by selecting Functions/Approve Line. Read more: Labor Contracts |
| 27. Work with Labor Contracts | Group Orders | Search Group Orders | The system supports generation of a group order from human resources/employee movement. Before you start using the group order, the labor contract lines for each employee must be created, correctly populated and be in the Open status. In the group order header, the following fields must be filled out: Document Type/No./Description, etc. In the document line, specify the lines of labor contracts to be approved within the order. The list of lines can be generated automatically using the Get Contracts function by selecting functions/Get Contracts. The function allows you to add the selected labor contract lines to the group order lines. Read more: Labor Contracts |
| 28. Creating Employee | Employee Card | For the HR Manager role, select Employees or search Employees. | An Employee Card is created automatically when approving lines and Labor Contracts with the Hiring type. Read more: Employee Card |
| 29. Payees | Payees | Search Payees | In the program, you can calculate payment by a third-party recipient, NOT employees of the company. To do it, create a Payee card, which is identical to the Employee card. Find the description of fields here: Employee Card. |
| 30. Employee Journal | Employee Journal | For the HR Manager role, select Employee Journal or search Employee Journal | It is used to manually enter or change accruals and deductions. The Journal is used for Employee Motivation Order / Administrative Penalty Order / Order on the allocation of benefits/social benefits stipulated by law to the employee / Application for the provision of deductions stipulated by law to the employee / Order on the allocation of material assistance, a gift to the employee. Read more: Employee Journal |
| 31. Vacation Journal | Vacation Journal | For the HR Manager role, select Vacation Journal or search Vacation Journal | Vacation Journal is a tool for manual changing or adding entries for vacation accrual, vacation compensation, vacation correction by an employee. Read more: Vacation Journal |
| 32. Vacation Planning | Vacation Schedule | For the HR Manager role, select Vacation Schedule or search Vacation Schedule | You can select employees by a certain Year or use the Suggest Employees functionality. Next, fill out the Start Date/End Date/Vacation Type and other fields. Read more: Vacation Planning |
| 33. Vacation planning | Vacation requests | For the HR Manager role, select Vacation Requests or search Vacation Requests | Possible actions: Create/Modify/Delete. When creating, fill out the following fields: No./Employee No./Request No./Start Date/End Date/Time Activity Code (or group), etc. Next, approve the document: Actions/Functions/Approve. Next, you can generate a Vacation Order or Other Absence Order from the document. Read more: Vacation Planning |
| 34. Vacation Planning | Vacation Balance | Employee’s vacation balance can be checked at Employee/Related/History/Vacation Balance, or by running the Employee Vacation Balance report | The functionality allows you to control annual paid vacations. Read more: Vacation Planning |
| 35. Absence orders | Absence Orders, Business Trip Orders, Other Absence Orders, Sick Leave Orders | HR Manager can select Vacation Orders, Business Trip Orders, Other Absence Orders or Sick Leave Orders, or search by name | Possible actions: Create/Modify/Delete. In the document header, Document No., Period Code, Employee No. and other fields are filled out in the Time Activity Code, Start Date, End Date and other lines. When the document is completed, it must be released: Process/Release. To display absence days in the employee’s timesheet, the document must be posted: Process/Post. Read more: Absence Orders |
| 36. Absence Orders | Absence Order Cancellation | Search Posted Vacation Orders, Posted Business Trip Orders, Posted Sick Leave Orders, Posted Other Absence Orders | Any posted absence order can be cancelled, it the timesheet for the period has not been released yet. To cancel an absence order in a posted document, click Cancel Order. All required actions will be taken automatically, and a new non-posted order will be generated in the system, an exact copy of the cancelled one. In the current system version, an absence order can only be cancelled before the start of the payroll calculation. Read more: Absence Orders |
| 37. Absence Orders | Absence Orders Correction | For the HR Manager role, select Vacation Orders, Business Trip Orders, Other Absence Orders, or search by name | The system will automatically suggest document lines the dates of which can be corrected if necessary. Absence Orders |
| 38. Absence Orders | General Orders | Search general Orders | Possible actions: Create / Modify / Delete. This document is used for group order posting. In the document header, the No., Document Date, Order Date fields are filled out. In the lines, the lines of non-posted orders are pulled out by selecting Options/Get Vacation Order Lines, etc. Read more: General Orders |
| 40. Timesheet | Timesheet Administration | Search Timesheet Status. It can also be opened from the Employee Card: Employee/Timesheets | Generated and checked timesheet must be approved with the Release function. Read more: Timesheet |
| 41. Wage Calculation | Generating a final calculation payroll document (with empty value of the Payroll Calc. Group Code field) | For the Payroll Accountant role, select Payroll documents or search Payroll documents | Run the Suggest Payroll Documents report by selecting Suggest documents. When running the report, fill out the following fields: Calculation Period/Calculation Date/Calc. Group Code. If the Calc. Group Code is empty, the system will generate documents choosing the calculation group set in the Employee Card. After posting such documents, the system will generate Financial Ledger entries. Read more: Wage Calculation |
| 42. Wage Calculation | Generating a payroll document (advance payments) | For the Payroll Accountant role, select Payroll Documents or search Payroll documents | Run the Suggest Payroll Documents report by selecting Suggest documents. When running the report, fill out the following fields: Calculation period/Calculation Date/Calc. Group Code. For Calc. Group Code, Advance Group must be = Yes and Type = Between Periods. Read more: Wage Calculation. |
| 43. Wage Calculation | Payroll document generation (payments between periods) | For the Payroll Accountant role, select Payroll Documents or search Payroll Documents | Run the Suggest Payroll Documents report by selecting Suggest Documents. When running the report, the following fields must be filled out: Calculation Period/Calculation Date/Calc. Group Code. For Calc. Group Code, Advance Group must be = No and Type = Between Periods. Read more: Wage Calculation. |
| 44. Wage Calculation | Payroll Document Overview | For the Payroll Accountant role, select Payroll Documents or search Payroll Documents. | The document consists of the header and lines. In the header, specify the Document No./Employee No./Calculation Type/Calculation Code, etc. In the lines, specify Element Type/Element Code/Description/Amount/Wage Amount, etc. All fields are created automatically after running the “Suggest Payroll Documents* report. When changing values of the document lines, use the following functionality: Line/Functions/List Line (List Lines). To delete a payroll document, click Delete. Read more: Wage Calculation |
| 45. Wage Calculation | Release Payroll Document | For the Payroll Accountant role, select Payroll Documents or search Payroll Document. | After checking a payroll document, it must be released by selecting: Actions/Functions/ Release. Read more: Wage Calculation |
| 46. Wage Calculation | Post Payroll Document | For the Payroll Accountant role, select Payroll Document Packages or search Payroll Document Packages. | Possible actions: Create/File No./Period Code/Description. Next, Process/Pick up Documents. The Payroll Documents page will open, select the required payroll documents and click OK. Next, Release and Post Batch. Before posting the batch, use Preview: Process/Preview. Read more: Wage Calculation |
| 47. Wage Calculation | Cancel Payroll Documents | For the Payroll Accountant role, select Posted Documents/Payroll Documents or search Posted Payroll Documents | Select the documents to be cancelled (the document must be the latest by employee’s Period Code), click Cancel Document. The system will generate a non-posted document with the amount with opposite sign to be posted. Wage Calculation |
| 48. Wage Calculation | Wage Payment | For the Payroll Accountant role, select Paysheet or search Paysheet | Possible actions: Create, then fill out the Document No./Document Date/Posting Date/Description/Payment period. Next, create lines in the document: Actions/Payments/Suggest Employee Payments. The system will suggest employee payments according to the Wage Period in the Document Header. Wage Calculation |
| 49. Reports | Employee – List on Date | For the HR Manager role, select Reports/ Employee – List on Date or search Employee – List on Date | A date for which the employees must be displayed is defined. The required parameters are defined: time activity by which employees are selected, Org.Unit Code, Job Title Code. If necessary, add filters using Add Filter. |
| 50. Reports | Employee Paysheet | For the Payroll Accountant role, select Reports/Employee Paysheet or search Employee Paysheet | The Employee Paysheet report displays accruals and deductions of an employee by a posted or non-posted payroll document. Read more: Employee Paysheet |
| 51. Reports | Income Certificate | For the Payroll Accountant role, select Reports/ Income Certificate or search Income Certificate | It is possible to print out multiple income certificate forms. In the settings, you can add or change the report template, as well as the report generation algorithm. Read more: Income Certificate |
| 52. Reports | Settlement and Payroll | For the Payroll Accountant role, select Reports/ Settlement and Payroll or search Settlement and Payroll | The report is generated in Excel. |
| 53. Reports | Payslip | For the Payroll Accountant role, select Reports/ Payslip or search Payslip | Using the Payslip report, you can generate an arbitrary printed form of a payslip that will be generated by the set template and settings. Read more: Payslip |
| 54. Reports | Staff Movement | For the HR Manager role, select Reports/ Staff Movement or search Staff Movement | Staff Movement implies the totality of voluntary employee dismissals and dismissals for absenteeism and other violations of the labor discipline. Read more: Staff Movement |
| 55. Reports | Employee Card P-2 | In the employee card, select Actions/Print/Employee Card P-2 and put a mark of hiring in the Job Entry. Standard form P-2 Personal Employee Card approved by the order of the State Statistics Service of Ukraine No.48. Read more: Employee Card P-2 | |
| 56. Reports | Writ of Execution Report (only for Ukraine) | Select Reports/ Writ of Execution Report or search Writ of Execution Report | The report shows deductions and payments based on the writ of execution. Read more: Writ of Execution Report |
| 57. Regulatory reporting | Persons Taxes Calculation Report (only for Ukraine) | Select Reports/Regulatory Reporting/ Persons Taxes Calculation Report or search Persons Taxes Calculation Report | The following will be generated in the system: • indicators of the main part of the report • Annex 1 ‘Information on the accrual of wages (income, cash benefits) to insured persons’ (D1) • Annex 4 ‘Information on the amount of insured income, taxed and paid tribute for income of physical persons and military fee’ (4DF) • Annex 5 ‘Information on employment relationships of persons and period of military service’ (D5). The reports are imported in XML to be submitted to a tax authority. |
| 58. Regulatory reporting | Form 1-PV Month (only for Ukraine) | Select Reports/Regulatory Reporting/Form 1-PV Month or search Form 1-PV Month | In accordance with the legislation, statistical reports on labor are submitted by legal entities and their separate subdivisions (branches, departments, representative offices, workshops, sites located in a different territory than the main organization) regardless of the forms of ownership and organizational and legal forms of management, including public entities, unions, trade unions, charitable organizations in which permanent or temporary staff were paid salaries and contributions to social insurance funds were paid. Statistical reporting form No. 1-PV (monthly) is compiled based on primary accounting and accounting data, according to which accruals to employees and salary calculations were made. Read more: 1-PV Month |
| 59. Regulatory Reporting | Form 1-PV Quarter (only for Ukraine) | Select Reports/Regulatory Reporting/Form 1-PV Quarter or search 1-PV Quarter | In accordance with the legislation, statistical reports on labor are submitted by legal entities and their separate subdivisions (branches, departments, representative offices, workshops, sites located in a different territory than the main organization) regardless of the forms of ownership and organizational and legal forms of management, including public entities, unions, trade unions, charitable organizations in which permanent or temporary staff were paid salaries and contributions to social insurance funds were paid. Read more: 1-PV Quarter |
| 60. Regulatory Reporting | Report 10-POI (only for Ukraine) | Select Reports/Regulatory Reporting/Form 10-POI or search Form 10-POI | The 10-POI (Year) report is filled out throughout the year and applies to all enterprises, institutions and youth organizations, in particular, enterprises of public organizations of the disabled, individuals, who use hired labor, in which 8 or more people work at the main place of work. Read more: Form 10-POI |
| 61. Regulatory Reporting | FSI Statement Calculation | Select Reports/Regulatory Reporting/FSI Statement Calculation or search FSI Statement Calculation | The FSI Statement Calculation report is designed to submit a statement calculation to FSI (Fund of Social Insurance) to get a payments account in FSI. Read more: FSI Account |
| 62. Regulatory Reporting | FSI Commission Protocol | Select Reports/Regulatory Reporting/FSI Commission Protocol or search FSI Commission Protocol | In accordance with the legislation, the decision on the assignment of financial support (temporary disability benefits, pregnancy and childbirth benefits, funeral assistance) and the provision of social services is made by a special body — the commission (an authorized person) on social insurance based on the FSI Commission Protocol. Read more: [FSI Commission Protocol(fsi-commission-protocol.md) |
| 63. Regulatory Reporting | Notification of Employee Acceptance | Select Reports/Regulatory Reporting/Notification of Employee Acceptance or search Notification of Employee Acceptance | Resolution No. 413 of the CMU dated 17.06.2015 approved the form of notification of hiring an employee, which is submitted by the owner of an enterprise, institution, organization, or a body (person) authorized by them or an individual to the territorial bodies of the SFS at the place of their registration as a payer. Such notification should be submitted at the beginning of the employee's work under the concluded employment contract. To generate the report as an XML file, the information necessary for generating the report is entered file on the Notification of Employee Acceptance page. Read more: Notification of Employee Acceptance |
| 64. Regulatory Reporting | Employment Quota Report | Select Regulatory Reporting/Employment Quota Report, or search Employment Quota Report | In the report, timesheet data for the reporting period and the period before the reporting period are used, as well as data for benefits for the reporting year, that is they must be correct. |