Absence Orders
All types of absence paid in accordance with the legislation of average earnings (sick leaves, vacations, business trips, etc.) must be registered with the corresponding types of orders. There are 4 types of orders in the system:
• Vacation.
• Business trip.
• Sick leave.
• Other types of absence paid according to the AE.
Step 1. Filling in the order title
The absence order title of any type has the following fields that are filled in similarly:
Absence order title page
| Field | Description |
|---|---|
| No. | Internal absence order number. It is determined automatically in accordance with the number series for the corresponding order type, defined in the HR and Payroll Module Setup (General Settings scenario). |
| Document date | Document drafting date. |
| Posting date | Date of posting the document. By default, the value of the field is the same as the Document date field value, but if necessary, it can be changed manually. The specified date will generate an entry in the Employee Ledger Entry and Employee Absence Ledger Entry. |
| Period code | The code of the period in which the current document must be included in the payroll document. By default, the field is automatically filled in with the period code corresponding to the posting date. If necessary, the value of the field can be changed manually. This may be necessary, for example, when paying sick leave in the next payroll period. |
| Absence Order No. | The number of the absence order, displayed in the corresponding printed form of the document. The value will be determined when the document is released (or posted) from HR No. series. |
| HR No. Series | A series of numbers used to determine the HR order number. The value will be determined by default from the General Settings module, but it can be changed by selecting one of the related series. |
| HR Order Date | The date of the absence order, which will be displayed in the printed form of the document. By default, the value of the field is the same as the value of the Document Date field, but if necessary, it can be changed manually by the user. |
| Employee No. | Number of the employee. |
| Description | Description of the order displayed in the field Employee Ledger Entry field. |
| Reason Document | A documentary basis that justifies the reason for the employee's absence, for example: ‘’Vacation request No. 111‘’, ‘’Certificate of donation‘’, etc. The field value is displayed in printed document forms, XML layout, and is also available as a variable for use in text order templates (%ReasonDoc%). The field is available for filling in both in the order creation interface and in the Order Creation Wizard, where its value will be automatically transferred to the corresponding field of the order. |
| Start Date | The start date of the absence period. The field is filled in automatically after filling in the document lines. |
| End date | The end date of the absence period. The field is filled in automatically after filling in the document lines. |
| Calendar days | The number of calendar days in the absence period. The field is filled in automatically after filling in the document lines. |
| Status | Status of the document, the field is filled in automatically and displays the current status of the document (Released / Opened). |
| Correction | The order is a correction of another order. More information is available in the Absence Order Correction step. |
| Corrected Document No. | Number of the order that is being corrected. More information is available in the Absence order Correction step. |
| Text template | Text template of the document, according to which the value of the order text will be generated. More information is available in the Text Templates scenario. |
| Full name | Full name of the employee. Is determined automatically accordig to the number of the selected employee. |
| Work days | The number of work days for which the order is generated. Is calculated automatically according to the selected "Start Date" and "End Date". |
| Assigned user ID | The code of the user responsible for the document. |
| Responsibility Center | Is determined automatically. |
In the document lines, all types of orders have the following fields:
Absence order line page
| Field | Description |
|---|---|
| Time activity code | Time activity code corresponding to the type of absence. |
| Element code | Payroll element code that will be used to pay for this type of absence. The element code can be determined automatically based on the setting of the selected time activity code (Working Hours scenario). |
| Description | Description of the absence reason. By default, the reason description matches the name of the corresponding time activity code. But this can be changed by the user if necessary. |
| Start Date | Start date of illness / vacation / business trip and other type of absence, depending on the type of order. |
| End Date | End date of illness / vacation / business trip and other type of absence, depending on the type of order.. |
Note that Microsoft Dynamics does not limit the number of lines in an absence document. However, in order to correctly generate printed forms of documents and calculations, it is not recommended to generate absence orders with more than one line.
On the order page, a fact box and an Attachments button are available. When you click on the number of documents on the fact box or the button, the Attached Document page will open, where you can attach external files to this order.
On the Process tab, by clicking Create lines, the Absence Order Lines Wizard page is called.
To divide the vacation period into several types of vacation, specify a vacation code and set priorities. Click next.
Enter the start and end dates of the vacation, and click Complete.
After that, the program will automatically divide the vacation by the rest of the days in the employee's vacation balance for the specified types of activity.
On the Related tab, by clicking Order - HR Order Text, the HR Order Text page is called, where you can select the Text template and edit the values in the Order Text and Text Base fields, which are used when printing the order to a report configured using Word layout.
Actions tab:
The generated vacation order must be approved (Actions - Functions - Release) to avoid accidental changes, after which you can start working on another HR order. However, if necessary, the released vacation order can be opened (Actions - Functions - Open). In order for the absence order to be reflected in the timesheet and included in the payroll, the order must be posted (Actions - Posting - Post). As a result of order posting in the system, the following actions will be performed:
• In the employee's timesheet, the absence code specified in the order line is automatically entered. In the Document type, Document No., Document date fields of the detailed timesheet, the document will be indicated on the basis of which changes were made to the planned schedule.
• An employee absence entry will be generated. To view the generated entry in the employee's card, select History - Employee absence entries.
• In the Employee ledger Entry, one or more entries corresponding to the period of absence will be generated, which is needed to calculate payroll for this type of absence. To view the generated entry in the employee's card, select History - Employee Ledger Entry.
• The posted order will be moved to the posted documents section.
Please note that an absence order can be posted even if the timesheet for the corresponding period has already been released. The system can automatically replace special time absence codes with an already approved timesheet. Time absence codes that can be replaced in already approved timesheets and working hours must have the "Allow Override" option enabled (Working Hours scenario). Such time absence codes should be entered directly on the timesheet without the use of absence orders. If you need to correct an absence order that has already been posted in the closed period, use the functionality for correcting orders (for more information, see the Absence Order Correction step).
The absence order can be copied (Copy order). To do this, create a new order and click Actions - Functions - Copy order and fill in the following fields:
Copy Absence Order page
| Field | Description |
|---|---|
| Document type | Is selected from the list: • Order. • Posted order |
| Document No. | Is selected from the list of absence orders depending on the selected type of document |
| Employee No. | Is filled in automatically from the lines of the selected absence order |
| Full name | Is filled in automatically from the lines of the selected absence order |
| Include Employee No. | When the checker is set, a new absence order will copy the employee code from the selected absence order |
| Include Header | When the checker is set, a new absence order will copy the header from the selected absence order |
| Recalculate Lines | When the checker is set, the order lines will be recalculated |
Step 2. Vacation
This type of absence order is used to register employee vacation orders.
The document header is filled in the usual way, like all absence orders, (step 1 of this scenario). Additionally, the following fields must be filled in the vacation order:
Vacation Order page, Lines
| Field | Description |
|---|---|
| Vacation type | Vacation type. The field value is determined automatically depending on the setting specified for the time activity code selected in the field, and does not change. |
| Vacation Request No. | The vacation request number. The field is optional and is used if the company uses the vacation planning functionality. Please note that when filling in the vacation request number, a number of fields in the document line are filled in automatically based on the data already available in the request. |
| Calendar Days | The number of calendar days in the vacation period. Please note that the default days calculation excludes legal holidays. If you do not want to exclude holidays, then the "Include holidays in order" setting must be enabled for the activity code (Working Time scenario). Holidays are determined according to the official calendar specified in the "HR and Payroll Module Setup" (General Module Setup scenario). |
| Days Paid by Employer | The number of vacation days paid by the employer. Usually the number of days is the same as the number of vacation days, however the field value can be changed manually. |
| AE Period From | The first period to calculate the average earnings. The number of months to calculate is defined in the Average Earnings Calculation setup. When determining months for calculation, only full months of work from the 1st day of the month to the 1st day of the month are taken into account. If there are no full months, then the AE Periods values will be empty, and the calculation will be based on the employee's salary according to the function specified in the Average Earnings Calculation Setup. Values can be changed manually. |
| AE Period To | Last period for calculating average earnings. The value can be changed manually. |
| Work Days | Calculated according to the employee's calendar. For vacation, this field is informational. |
| Accrual Entry No. | You can specify the number of the vacation accrual entry to which the used vacation will be assigned. If you do not specify a value, then the days used will be determined as accrued using the "apply to oldest" method. |
| Correction | Used to correct an order. The value is determined automatically and is not editable. Detailed information is available on the Absence order Correction step. |
| Correction Line No. | Used to correct an order. The value is determined automatically and is not editable. Detailed information is available on the Absence order Correction step. |
| Category of person | The value is taken from the time activity setup code and can be changed manually. If the value is set, then this absence will be displayed in the reporting. |
| Attribute Type | The value is taken from the time activity setup code and can be changed manually. If the value is set, then this absence will be displayed in Е-labor activity of the employee (more information is available in the Posting Absence Order for E-activity scenario). |
Additionally, the following fields must be filled in for the vacation order lines:
Vacation Order page, Lines
| Field | Description |
|---|---|
| Work Days | The number of working days during the vacation period. Work days are determined by the calendar according to which the employee works. |
| Days Paid by Employer | The number of vacation days paid by the employer. Usually the number of days is the same as the number of vacation days, however the field value can be changed manually. |
| AE Period From | The first period to calculate the average earnings. The number of months to calculate is defined in the Average Earnings Calculation setup. When determining months for calculation, only full months of work from the 1st day of the month to the 1st day of the month are taken into account. If there are no full months, then the AE Periods value will be empty, and the calculation will be based on the employee's salary according to the function specified in the Average Earnings Calculation Setup. If a business trip starts in the employee hiring month (but is not equal to the hiring date) or in the following one, and for the activity code, the Consider Month of Start Date setting is enabled, the month will be included in the AE Period. Values can be changed manually. When calculating average earnings, it may be that the base for AE Periods = 0. Then the Exclude Current Period setting is analyzed: if it is enabled, the AE Periods are changed to previous ones from the previous value of "AE Periods" to the number of months from the setting. If those periods still don't have the base, calculation will be performed based on employee's salary by the function specified in the Average Earnings Calculation setup. |
| AE Period To | Last period for calculating average earnings. The value can be changed manually. |
| Use Calendar Days | If the setting is enabled, calendar days will be counted by the Start Date and End Date columns. If it is not enabled, then working days are counted according to the employee's schedule. Can be used for business trips that fall on weekends. In this case, you need to create several lines in the order: separately for working days and for weekends. |
Based on the generated vacation order, a vacation proviion order can be printed in accordance with the report selection setting: standard P-3 form or an arbitrary form configured using Word layout. Select Reports and "Print" in the window that opens.
Check correctness of the data in the Vacation Order window and confirm printing by clicking ОK.
A printed form can be generated for posted vacation orders.
On the Related tab, in orders, it is possible to make accruals for day-off and an entry for substitution conditions.
When entering a day-off, the following fields must be filled in:
| Field | Description |
|---|---|
| Time activity code | Is selected from the list of time activity codes. |
| Start Date | Start date for balance days without payment. |
| End Date | End date for balance days without payment. |
| Days Quantity | It is filled in automatically according to the entered start and end dates. |
When posting a document for an employee, the day-off is added to the vacation balance. When posting is canceled, it is deleted.
When entering Substitution Conditions, a filling form opens, as in the Employee Ledger Entry (Employee Ledger Entry scenario). The principle of completing it is the same. When posting an employee absence order, substitution conditions are added, and when canceled, they are removed.
Step 3. Business Trips
This type of absence order is used to display information about business trips of employees.
The document header is filled in the standard way, just like for any absence order. In the business trip order, the fields required for correct printing of the document form must be filled in additionally:
Travel Order page, Header
| Field | Description |
|---|---|
| Travel Destination | Name of the locality, address. Required field. |
| Travel Purpose | Description of the purpose of the trip. Required field. |
| Travel Reason Document | Reason document of the business trip. Required field. |
| Travel Paid By Type | The company that pays for the busiess trip:• Company. - Is specified by default and means that the business trip is paid by the company. • Customer. - means that the business trip will be paid by an organization registered in the list of customers. • Vendor. - means that the business trip will be paid by an organization registered in the list of vendors. Required field. |
| Travel Paid by No. | This field contains the code of the organization paying for the business trip. To be filled in if the Vendor or Customer type is selected in the Travel Paid By Type field. |
| Daily allowance code | You can select a code from the general directory, which will determine the amount of daily allowance for this business trip. |
| Daily Allowance Amount | The daily allowance for this business trip. Used only for business trip orders. |
When paying for a business trip, the rules for the best payment terms must be followed: at least the average salary must be paid, but if the payment for daily earnings for the days of the business trip is higher, it must be used. In the current Microsoft Dynamics version, in the order, you need to select the element used for calculations in the payroll document and the activity code that will be used in the timesheet lines. Accordingly, you need to know which payment will be higher (by average or by salary) when adding the order, even though the calculation itself will be made later, when adding a payroll document. To implement such a scenario, it is possible to check the previous amounts of payment for business trips in the order itself. In the Lines menu, run the Check function that will trigger the Check Payment Terms page.
In the Average Element Code, specify the code of the payroll element set for calculation of the average. In the 'Function Code for Calculation Daily Earnings' field, specify the code of the function that will calculate daily earnings or daily salary (the description of the calculation function can be found in the Payroll Calc. Functions scenario). After this, click Calculate to add lines with the result for each variant.
If a salary change occurs during a business trip, then as many lines will be created in the salary payment option as there were salary changes. If the business trip period needs to be paid in different ways, the order should be added with several lines with different time activity codes. The printed form of the order will include the first and last number by line.
Note: the preliminary calculation will not always match the actual calculation in the payroll document, because all the calculation data is not enough for the final calculation or they may change before the actual calculation. For example, when one of the AE Periods is the month in which the business trip is paid for, accordingly, when calculating the average earnings, the base from the current payroll document up to the start date of the business trip should be taken into account, and in case of preliminary calculation, such payroll document does not yet exist. In such cases, the amount of payment for a business trip must be controlled in the payroll document and, if necessary, the method of payment for the business trip must be corrected.
After analyzing the amounts of preliminary calculation, you need to select the payment method the amount for which is higher and add an order line with the activity code and payroll element set up for a certain payment method. On the configured Microsoft Dynamics localization database for Ukraine, the 'VD' time activity code and 1039 payroll element are used to pay for a business trip on average, and the 'VDO' time activity code and 1038 payroll element are used to pay for a business trip by salary.
If the transitional business trip was paid according to the average, and in the next month, due to the change in salary, the payment for the salary became higher (this must be monitored manually), then you need to cancel the part of the business trip that falls on the month of the salary change and add a new order to this period.
On the Related tab, in the orders, it is possible to enter accrual for day-off and an entry for substitution conditions.
When entering a day-off, fill out the following fields:
| Field | Description |
|---|---|
| Time activity code | Is selected from the list of time activity codes. |
| Start date | Start date for the balance of days without payment. |
| End date | End date for the balance of days without payment. |
| Days Quantity | Is filled out automatically based on the entered start date and end date. |
When posting the document, day-off accrual is added to the employee's vacation balance. When cancelling the posting, it is deleted.
When entering the Substitution Conditions, a form opens similar to the one in the Employee Ledger Entry (Employee Ledger Entry scenraio). The principle of filling it out is the same. When posting an absence order, Substitution Conditions are added for an employee, and when cancelling it, they are deleted.
Based on the generated business trip order, the order can be printed out according to the report selection settings: standard form or arbitrary form configured using Word layout. On the Reports tab, select Print, select the report in the Business Trip Order window:
A printed form can also be generated from posted business trip orders. Posted business trip orders can be found at the following path: Posted documents / Business Trip Orders.
Step 4. Sick leave
The order for sick leave accompanies the registration of all types of absence requested based on a sick certificate.
When registering sick certificates of employees, it is necessary to pay attention to the fact that one actual document must be registered as one document in the system. It is not allowed to combine several sick certificates actually provided by an employee into one document of the system.
If the sick leave falls on several payroll periods (for example, if the employee was sick from 07/20/21 to 08/05/21), then such a sick certificate is also registered in one line of the document. Entries in the Employee Ledger Entry are split automatically.
Additionally, the following fields must be filled in in the sick leave order:
Sick leave order page, Header
| Field | Description |
|---|---|
| Sick Certificate Series | Sick certificate series from the sick certificate. |
| Sick Certificate No. | Sick certificate number from the sick certificate. |
| Sick Certificate Date | Sick certificate date from the sick certificate. |
| Sick Certificate Reason | Sick certificate reason from the sick certificate. |
| e-Sick Leave | If the value of this Boolean field = true, е-Sick Leave is used. In this case, the sick certificate number must have the value when posting the order. |
All of the above fields are informational, are used for correct generation of printed forms and don't affect the document posting procedure.
Additionally, fill out the following fieds in the sick leave order lines:
Sick Leave Order page, Lines
| Field | Description |
|---|---|
| Treatment Type | Type of treatment: • Out-Patient. • In-Patient. For some types of sick certificates (Family Member Care, Quarantine, Post Vaccination), this field is required. |
| Sick Leave Type | Type of the sick leave. The value of the field is determined automatically depending on the settings, selected in the time activity code field, and does not change. |
| Previous Document No. | Number of the previous sick certificate. The field is filled in if the current sick certificate is continuation of the previous one. The previous sick certificate must be posted. This field is required for correct calculation of the quantity of sick certificate days paid by the employer and the AE period. If the primary sick certificate is being registered, leave this field blank. |
| Relative Person No. | The field is filled in fot sick leave with the 'Family Member Care' type. |
| Calendar Days | The quantity of calendar days of the sick certificate. The field is filled in automatically when filling in the End Date field. The value of this field can be changed manually. |
| Days Paid by Employer | The quantity of days paid by the employer. Is determined in Sick Leave Setup. |
| Paid Days | The quantity of days paid by the Social Security Fund. Is determined in Sick Leave Setup. |
| Payment % | Sick certificate pay percentage. Is determined in Sick Leave Setup. |
| The Cause of Disability | Possibility to specify the reason for disability k from a Shared directory (Human Resources Setup scenario). The reason will be used in reporting. |
| Reasons for Refusal to Appoint Aid | Is filled in manually and must have a value if there are days for which payment is refused. |
| Without Timesheet | Is used to pay for an order with a sick leave letter without posting the timesheet. For example, after employee dismissal. |
| Cal. Days Paid by Employer | The quantity of calendar days paid by the employer. |
When entering an order for sick leave after an employee is dismissed (Sick Leave Setup scenario), it is necessary to control payment by the company. If the company does not pay the first 5 days of sick leave, then in the line of the order in the 'Days Paid by Employer' column, reset the number of calculation days. Then the payment will be made only by the Social Security Fund.
*Note: it is possible to pay for sick leave when an employee has completed the morning shift and opened a sick leave on the same day. To do this, record the activity in the details of the timesheet (see the Step 1 Maintaining Timesheet scenario) on the date of the start of the illness, then enter an order for a sick certificate.
Posted sick leave orders can be found in Posted Sick Leave Orders.
Step 5. Other absence
This type of orders is used to enter data on other absence of an employee (not vacation, sick leave, business trips), which must be paid according to AE. For example, through this order, you can register an absence associated with absenteeism due to performance of public duties or mobilization. The specified type of order can also be used to register types of absence that should not be paid. In this case, you must use the payroll element code for which payroll calculation is not set up.
For orders for other absence, the rules for calculating AE Periods and working days are similar to business trip orders.
Similarly to business trip orders, other absence orders are generated and printed out.
Posted other absence orders can be found at the following path: Posted documents / Other absence orders.
It is also possible to post the line of the order for other absence without replacing another line, but as a separate line, which is used to add overtime to a working day. That is, an order for other absence (if the time activity code has the ‘Allow Overtime’ setting) after posting does not replace the default working time code from the timesheet details, but a separate line is created. Please note that when creating an order for other absence, a line with a time activity code with the ‘Allow Overtime’ setting, Start date and End date must be equal in the line. You can use payroll element 1007. Restriction: Only one order with overtime can be posted per date.
Step 6. Cancelling absence orders
Any posted absence order can be cancelled if the timesheet for the period hasn't been released yet. To cancel an absence order, click Actions – Functions - Cancel Order in the posted document. All required actions will be performed automatically, and a new non-posted order will be generated in the system, which will be an exact copy of the cancelled one. In the current version of the system, an absence order can be cancelled only before the start of payroll calculation.
After the order is cancelled, the absence type code specified before posting will be automatically specified in the employee's timesheet.
Step 7. Adjusting absence orders
In Microsoft Dynamics, it is possible to adjust a posted and calculated order. It may be necessary if an employee provided a sick certificate during their paid vacation or business trip, in case of early vacation termination. In the current version of the system, it is impossible to adjust a sick leave.
To adjust an order, create a new order, set the Adjustment option for it and specify Adjusted Document No.:
In this case, the order lines will be copied from the adjusted document. In these lines, you must manually specify the period to be cancelled. When the order is posted in the timesheet, adjustment entries will be added to the Employee Ledger Entries and absence entries, the days will have a “-” sign. After posting an adjustment order, the adjustment order will have the Adjusted attribute. In the current version of the system, one order can only be adjusted once. For the adjusted period, you must add another order whose dates will include the previously canceled absence period. For early vacation termination, a new order does not need to be added, since the canceled days must be paid according to the salary. Payroll elements that will calculate part of the salary for the supplement must be added manually via the Employee Journal (Employee Journal scenario). Elements 1011, 1012 from the database are used for this.
Step 8. Entering absence orders for the past period
Sometimes a situation arises when it is necessary to make changes in the closed period. To do this, you need to type Time Activity Codes in the search, in front of each time absence code in the timesheet on the date of entering the order, enable the 'Allow Override' checker. After that, enter an absence order. When the order is posted, the following message will be displayed:
Timesheet status for the period code ... has the Released status, Payroll status fpr the period code ... has the 'Posted' status. Do you want to create a Timesheet Status Archive?
'Timesheet' timesheet status archive is created. After entering the order, overriding must be disabled.
Also note a case: a user has created an absence order (e.g. with the NZ code), while releasing a timesheet and closing the payroll for the current month, and next month, they post an order for another absence type (sick leave with TN code) for the same dates, overriding the NZ code with the TN code in the timesheet. If it is necessary to cancel the second absence order (the sick leave), it should be noted that it will not be possible to adjust the first absence order, as in the Previous Time Activity Code field, only one value can be specified: when the first order for NZ was posted, working days were included in this field (R), and when the sick leave was posted (TN), NZ was specified in this field. When TN was cancelled, this field cleared, so when cancelling NZ, the system will ot get anything, so the time activity code for these days will be cleared in the timesheet.
Step 9. Bulk creation of absence orders
f you need to create absence orders of a mass character, for example, in case of downtime or vacation of a large number of employees, use the Order Creation Wizard. Click Create Multiple Orders and set the parameters:
- Select Employee - select by set parameters or manually from the list of employees.
- Click Next.
| Field | Description |
|---|---|
| Period Code | Code of the period in which this absence will be paid. |
| Document Date | Document drafting date. |
| Time Activity Code | Sleect from the list of time activity codes. |
| Start Date | Absence start date |
| End Date | Absence end date |
| Reason Document | A documentary basis that justifies the reason for the employee's absence, for example: ‘’Vacation request No. 111‘’, ‘’Certificate of donation‘’, etc. The field is available for filling in both in the order creation interface and in the Order Creation Wizard, where its value will be automatically transferred to the corresponding field of the order. |
- Click Next, or Back if you need to correct something.
- Click Create Orders.
- The program will generate the orders automatically.
- Click Done.
- The orders have been created. They can be posted one by one, through general orders or bulk order posting.