“Other HR Orders” scenario
Path: Other HR Orders
This type of order is used to register various HR events: • with regulated attributes, when, during order posting, records are created in E-labor activity (read more in the Posting Other HR Orders for E-Activity scenario). • for other HR events – records in E-labor activity are not created. Orders are used only for registration of other HR events (for example, reprimanding an employee).
Step 1 Creating orders with regulated attributes
According to the legislation of Ukraine, the employer is obliged to submit information about the employee’s work activities in electronic format to the Pension Fund of Ukraine. In addition to information about personnel movements (which are created through the Labor Contract), as well as about some types of absence (created through the Vacation Order), it is necessary to submit information about other HR events, such as the assignment of title, rank, class, etc. To register this information in the system, other HR orders with regulated attributes are used.
In the system, HR attributes for which the “Create E-activity” settings are set are considered regulated.
Click “New” The fields are filled out as follows:
Other HR Order page
| Field | Description |
|---|---|
| No. | Filled in automatically from the Number Series List settings. |
| Posting date | Order posting date. |
| HR Order No. | HR order number displayed in the corresponding printed form of the document. The value will be determined when a document is released (or posted) from HR order number series. |
| HR Order Number Series | A number series used to determine the HR order number. The value will be determined by default from the General Module Setup but can be changed by selecting one of the associated series. |
| HR Order Date | The date of the HR order displayed in the printed form of the document. By default, the field value is the same as the value of the “Posting date” field, but, if necessary, it can be changed manually by the user. |
| Employee code | Employee code. |
| Person code | Determined automatically according to the code of the selected employee. |
| Employee Full Name | Full name of the employee. Determined automatically according to the code of the selected employee. |
| Period code | Code of the period in which the current document is posted. By default, the field is automatically filled in with the period code corresponding to the posting date. If necessary, the field value can be changed manually. |
| Status | Document status, the field is filled in automatically and displays the current status of the document: • Open • Released • Posted. |
| Comment | A text comment to the HR order, which will be transferred to the “Record Text” field on the E-labor activity page. |
| Document name | Value of the General Directory Document type. Select the base document code for the HR event. The value will be transferred to the Document Type field on the E-labor activity page. |
| Description | Name of the base document. It is determined automatically according to the code of the selected document. |
| Document date | The date of the base document for the HR event, which is displayed in the “Document Date” field on the E-labor activity page. |
| Event date | The date of the HR event, which is displayed in the “Event Date” field on the E-labor activity page. |
| End date | The end date of the HR event. When selecting attributes with the “Create E-Activity” setting enabled, the end date is not specified. In order to enter information about the end of an HR event, create a separate other HR order. |
| Attribute code | Code of a regulated attribute of an HR event. Specify an attribute with the “Create E-Activity” setting enabled which is suitable for describing the event registered by the Other HR order. |
| Attribute Name | The name of the attribute. Determined automatically according to the selected attribute code. |
| Event Code | A regulated event code suitable to describe an event registered by Other HR Order. Possible event options depending on the selected attribute are determined by the Attribute-Type combination. |
| Event name | Event name. Determined automatically according to the selected event code. |
| Text template | Text template of the document from which the value of the order text will be generated. Read more in the Text Templates scenario. |
Some attribute codes are not available for selection in Other HR Order. When posting an order with one of the following attributes, the system will generate an error that other documents are used in the system to post these HR events during employment in the organization: • 1 (Period of work at the main place of work) – registered through a Labor Contract. • 2 (Period of part-time work) – registered through a Labor Contract. • 6 (Period of another event included in the length of service) – the attribute is used to register labor relations under a Civil Contract, registered through a Labor Contract). • 12 (Caring for a child younger than the age of three) – registered through the Vacation Order. • 13 (Caring for a child younger than the age of six) – registered through the Vacation Order. • 22 (Period of work/gig contract) – registered through a Labor Contract.
Based on the generated Other HR Order, an arbitrary form of the order can be printed, configured using Word layout. On the Actions tab, select Print.
The Order Text button displays the order text configured in accordance with text templates setup for Other HR Orders.
On the Related tab in the Substitution Conditions, it is possible to enter accruals or deductions for payroll elements.
When entering the Substitution Conditions, a filling form opens, as in the employee journal (Employee Journal scenario).
| Field | Description |
|---|---|
| Employee code | Specify the code of the employee for whom you need to add a payroll accrual or deduction element. |
| Element code | Select from the list of payroll elements. |
| Amount | The amount of accrual/deduction is indicated. |
| Paid days | Filled in automatically based on the entered start and end dates. |
| Payment percentage | If you need to pay part of the amount, then the payment percentage is indicated. |
| Number of days | Filled in automatically based on the entered start and end dates. |
| Calendar code | Filled in automatically based on the employee's calendar code. |
| Start date | Start date of accrual/deduction of the amount for the payroll element. |
| End date | The end date for accrual/deduction of the amount for the payroll element. |
When posting ah Other HR order, the payment terms are added to the employee, and if canceled, they are deleted.
After filling out the document, release it (Actions – Functions – Release), then post it (Actions – Posting – Post).
When posting an Other HR Order with an Attribute Code, for which the “Create E-Activity” setting is enabled, the following are created in the system: • a posted Other HR Order, • record in E-labor activity.
You can view posted Other HR Orders here: Path: Posted Documents / Posted Other HR Orders
An Other HR Order can be created by copying, and you must first assign a number to the created order, and then click the Actions – Functions – Copy order button and select a posted Other HR Order from which all values will be copied to the new order.
Step 2 Creating orders with unregulated attributes
Other HR Orders are also intended to register other HR events in the system, for which specific documents are not intended, and for which records should not be created in E-labor activities. For example, an order to reprimand employees, an order to undergo certification, etc. For such orders, you must use attributes for which the Create E-Activity setting is disabled.
These orders are used to store historical data in the system, without creating additional records to track working hours or payroll for the employee.
In Other HR Order with unregulated attributes, the following fields are filled in:
Other HR Order page
| Field | Description |
|---|---|
| No. | Filled in automatically Number Series List setup. |
| Posting date | Order posting date. |
| HR Order No. | HR order number displayed in the corresponding printed form of the document. The value will be determined when a document is released (or posted) from HR Order Number Series. |
| HR Order Number Series | A number series used to determine the HR Order No. The value will be determined by default from the General Module Setup but can be changed by selecting one of the associated series. |
| HR Order Date | The date of the HR order displayed in the printed form of the document. By default, the field value is the same as the value of the “Posting date” field, but, if necessary, it can be changed manually by the user. |
| Employee code | Employee code. |
| Person Code | Determined automatically according to the code of the selected employee. |
| Full name | Full name of the employee. Determined automatically according to the code of the selected employee. |
| Period code | Code of the period in which the current document is posted. By default, the field is automatically filled in with the period code corresponding to the posting date. If necessary, the field value can be changed manually. |
| Status | Document status, the field is filled in automatically and displays the current status of the document: • Open • Released • Posted. |
| Comment | Text comment to the HR order. |
| Document name | Value of the General Directory Document type. Select the base document code for the HR event. |
| Description | Name of the base document. It is determined automatically according to the code of the selected document. |
| Document date | Date of the document serving as the base for the HR event. |
| Event date | HR event date. |
| End date | The end date of the HR event. The date can only be specified for attributes with the disabled “Create E-Activity” setting. |
| Attribute code | The attribute code of the HR event. You must specify an attribute with the disabled “Create E-Activity” setting that is suitable for describing the event registered by the Other HR Order. |
| Attribute Name | The name of the attribute. Determined automatically according to the selected attribute code. |
| Event Code | An event code that is suitable to describe an event registered by Other HR Order. Possible event options depending on the selected attribute are determined by the Attribute-Type combination. |
| Event name | Event name. Determined automatically according to the selected event code. |
| Text template | Text template of the document from which the value of the order text will be generated. Read more in the Text Templates scenario. |
Based on the generated Other HR Order, an arbitrary form of the order can be printed, configured using Word layout. On the Actions tab, select Print.
The Order text button displays the order text configured in accordance with Text Templates Setup for Other HR Orders.
On the Related tab in the Substitution Conditions, it is possible to enter an accrual or deduction for payroll elements, as well as in orders with regulated attributes.
After filling out the document, release it (Actions – Functions – Release), then post it (Actions – Posting – Post).
When posting an Other HR Order with an Attribute Code for which the “Create E-Activity” setting is not enabled, only the posted Other HR Order is created in the system.
You can view posted Other HR Orders here: Path: Posted documents / Posted Other HR Orders
Other HR Order can be created by copying, and you must first assign a number to the created order, and then click the Actions – Functions – Copy order button and select a posted Other HR Order from which all values will be copied to the new order.