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TRAINING MANUAL FOR PAYROLL

ATTENDANCE AND LEAVES


MASTER DATA MAIN MENU CONSIST OF SIX SUBMENUES
1.
2.
3.
4.
5.
6.

FILE MENU
FORMS MENU
REPORTS MENU
TOOLS MENU
NAVIGATION MENU
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:

as
for

on
so

Leave
type
form is used
master data
leaves
and
attendance
and
any
unnecessary
change
in
this
data
may
effect
other
application
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.

If

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.

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 days 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)