HR Orders Register

The HR Orders Register is a single, unified log of every HR order in the system — labor contracts, vacation, business-trip, sick-leave and other-absence orders, other HR orders, and staff-list orders. It is created and maintained automatically: a register entry appears as soon as the underlying document is posted or approved, and disappears if that document is cancelled.

The register gives the HR department one place to:

• control numbering and sequence of orders for the archive book (журнал реєстрації наказів);
• see the status of every order and open the original posted document in one click;
• classify each order by retention period (long-term — 75 years, or temporary — 5 years) according to the archive legislation;
• print the register (as an Excel journal or as a report) and mark which entries have already been printed.

How it works

1. A user posts or approves an HR document (for example, posts a vacation order or approves a labor-contract hire line).
2. The system automatically creates a corresponding HR Orders Register entry, copying the document’s numbers, dates, employee, description, basis text, and so on.
3. The entry’s Case Type (retention period) is determined automatically from the HR Order Case Type Setup.
4. The user filters the register (at minimum by Case Type), assigns sequential numbers, and prints the journal. Printed entries are not marked automatically. To mark printed entries, select them and use the Change Print Status to "Printed" action.
5. If the original document is later cancelled, its register entry is removed automatically — unless it has already been printed, in which case the system blocks the cancellation to protect the archived record.

To enable automatic creation of entries in the HR Orders Register, enable the Enable HR Orders Register setting in HR and Payroll Setup. Entries for existing documents of a specific year (historical entries) can be generated using the Fill HR Orders Register report.

Setup

Step 1: Enable the register

Open HR and Payroll Setup and select the Enable HR Orders Register check box. If this setting is disabled, register entries are not created when HR documents are posted or approved.

Note! After changing this setting, you must sign in to the system again because the data used to build the register is cached, and the changes take effect only after the user session is refreshed.

Step 2: HR Order Case Type Setup

The HR Order Case Type Setup page defines which retention period (Case Type) applies to each kind of order. It is effective-dated, so rules can change over time.

Field	Description
Starting Date	The date from which this rule applies. The system uses the most recent rule whose Starting Date is on or before the order’s HR Order Date.
Case Type	The retention classification assigned to matching orders: Long-term Storage (75 years) or Temporary Storage (5 years).
Order Type	The order type the rule applies to (Vacation, Travel, Other Absence/Presence, Staffing, Other HR Order, Employee Book, Sick Leave). Leave blank for contracts.
Time Activity Code	Optional. Restricts the rule to a specific time activity (for example, a particular vacation type). Leave blank to match any time activity for the order type.
Max. Duration	Optional limit on the order’s duration, in calendar days. Used mainly for business trips (see below). Leave empty for “no limit”.

Duration rule for business trips

Ukrainian rules store short business trips for 5 years and long ones for 75 years. To model this, create two setup rows for the Travel order type:

• one row with Max. Duration = 30 and Case Type = Temporary Storage (5 years);
• one row with Max. Duration empty and Case Type = Long-term Storage (75 years).

When a travel order is posted, the system compares the trip’s calendar days against the rows: if the duration is ≤ the smallest sufficient Max. Duration, that row’s Case Type is used; if it is longer than every limited row, the row with empty Max. Duration is used. For a trip extension, the duration is counted together with the original trip.

The HR Orders Register page

The page displays posted/approved orders and is available in view-only mode. Only the No. (sequential number) and Comment fields can be edited.

Field	Description
No.	The sequential number within the register (№ з/п). Set with the Assign No. action.
Document Type	Whether the entry comes from a contract or an order.
Order Type	The type of order (vacation, travel, staffing, etc.).
Case Type	The retention classification (75 / 5 years), determined from setup.
Status	Approved for contract lines, Posted for other documents.
Print Status	Print Status
Document No.	The internal number of the source document.
HR Order No.	The HR (personnel) order number.
HR Order No. Series	The number series behind the HR order number.
HR Order Date / Document Date / Posting Date	The order, document, and accounting dates.
Period Code	The payroll period of the order.
Start Date / End Date	The period the order covers (for example, vacation dates).
Employee No. / Full Name	The employee the order relates to.
Contract No. / Work Mode / Operation Type / Transfer Kind / Supplement No.	Contract details (for contract entries).
Description	The order description.
Basis Text	The basis (legal/regulatory grounds) of the order. Opened with the Basis Text action.
Correction	Indicates a correction entry.
Assigned User ID	The user who created/posted the order (the executor).
Comment	A free-text note you can add on the register entry.

Actions

Action	Description
Open Document	Opens the original posted source document for the selected entry.
Print Document	Prints the original source document (the order itself) using the same print routine as the document’s own page — for example, the printed order form. This is different from Print (Excel)/(Report), which print the register journal.
Basis Text	Shows the full basis text of the selected order.
Assign No.	Numbers the currently filtered entries sequentially (ordered by HR order date, then posting date). Run this after filtering, before printing.
Print (Excel)	Prints the filtered register in Excel format.
Print (Report)	Prints the filtered register in Word format.
Mark as Printed / Mark as Unprinted	Sets Print Status = Printed / Not Printed for the filtered entries. Run Change Print Status to "Printed" after the journal has actually been printed and archived. (Printing itself does not change the status, so previewing never changes the status of register entries.)
Fill Register (Year)	Generates register entries for existing documents of the selected year (one-time historical data loading). If the register was enabled after documents had already been created, run Fill Register (Year) (or the Fill HR Orders Register report) for the required year. The action analyzes posted/approved documents of the selected year and creates missing register entries. Running it again does not create duplicates.

The recommended process

1. Filter the register — at minimum by Case Type, and usually by HR Order Date for the reporting period.
2. Run Assign No. to number the filtered entries in order.
3. Run Print (Excel) or Print (Report) to produce the journal.
4. Once the printout is confirmed, run Mark as Printed to set Print Status = Printed for the filtered entries.

If the corresponding document needs to be cancelled after the register entry has been printed, the system displays a warning that the register entry already has printed status and offers to either keep it or remove it from the register.

Printing

Two print formats are available over the same filtered list:

• Excel — generated from a configurable Excel template and provides two layouts for different retention periods.
• Report — generated as a Word document and provides two layouts for different retention periods.