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HR & Project Management

One of the most important assets a company has is its human capital. The role of human resources is vital in establishing an efficient and effective workforce. By tracking and analysing timekeeping and work patterns, among other things, the HR department provides management with valuable information which they can use to plan and enhance working practices.

With the ERP Mark 7 Timesheet feature, a business can track and monitor the activities of employees on an hourly basis for a range of projects. It provides an instant status report on the activity of any individual and allows employers to plan projects efficiently, optimising the working hours of every employee.

The time sheet is specific to each employee and can be submitted for approval to higher authorities. This helps you track the activity status of the specified task.

Time sheets can be created using one of two methods –

  • From the record level
  • From the Timesheets tab

From the Record Level

The steps below explain how to create a time sheet and move it from Draft status to Submitted status.

  • Create a timesheet by navigating to the Employee management app > Employee tab.

employee1

  • From the list of employees, select the employee for whom a timesheet must be created.
  • On the related tab scroll down and select timesheets related list and click ‘New’ buttonemployee2
  • Enter the organisation details, approver details and timesheet status details. Administrators and other employees who act as approvers can see all the time cards for the week. Time cards can have any of the following statuses.
    • Draft
    • Approved
    • Submitted
    • Rejected
  • In the timesheet, enter the start and end dates of the week.
  • Click “Save” to create the time sheet record.
Field Description
Employee Describes the name of the employee whose time sheet is being created
Workforce Requirement Planning Describes the name of the workforce requirement for which the timesheet is created to monitor progress
Approver Other employees who act as approvers can see all the weekly time cards for all the employees under them
Team Member Describes the team to which the employee belongs
Status Provides the current status of the timesheet, such as Draft or Submitted; controls which actions can be performed against the timesheet
Start Date Describes the start date of the week
End Date Describes the end date of the week
Approve / Rejected Date Describes the date on which the timesheet was approved or rejected
Approve / Rejected Reason Describes the reason for approval or rejection
Week Date  Specifies the week's date

A time sheet can be in different stage, which can be easily understood by the following statuses.

Timesheet Status Action
Draft A time sheet in the Draft state can be edited to add or delete time card entries.
Approved When the time sheet is approved by the work agent/higher authority, it is marked “Approved.”
Submitted Once the employee is confident about his entries, the time sheet can be moved to the Submitted state when it awaits approval.
Rejected If the approver rejects the time sheet, it becomes available for review and re-submission.

Creating Time Card Entries

Timecard entries specify the exact time spent to complete each activity of the project throughout the week. A time sheet may contain one or more time card entries. Each time card entry can be tracked by its activity status.

The steps below explain how to create a timecard entry.

  • Every time sheet should be associated with one or more time card entries, which indicates the amount of time an employee spends on each project. In the related list of timesheet records, click the “New” button under “Time Card Entries”. Upon the creation of time card entries, the time sheet is in the Draft stage.

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  • Fill in the project name, which describes the name of the project for which the time card entry is being created.
  • Fill in the weekday dates and hours. Every hour mentioned can be supported by a comment to explain the outcome of the task.
  • Select the “Active” checkbox and select the activity status.
  • Click the “Save” button to create the time card entry.

Creating Time Sheets Through the Timesheets Tab:

  • Navigate to the Employee Management app > Timesheets tab.

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  • Click on the “Add New Timesheet” button to create a new time sheet for the logged-in user.
  • Every time sheet will be in “Draft” status until it is ready to be submitted to the approver. Select the approver who is authorised to review the time card entries and to decision whether to approve or reject the timesheet.
  • Enter the time card entry details; select the project for which the time card entries are created.

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  • Enter the activity notes, if any, and the activity status to monitor the completion of the task.
  • Enter the number of hours spent on each day of the week for the selected project and activity.
  • To create a new time card entry in the same time sheet, click the “Add New +” button.
  • Click “Save” to create the time sheet under “Draft” status.

Viewing, Editing and Submitting the Time Sheet:

  • Navigate to the Employee Management app > Timesheets tab.
  • The system shows the total approved hours, submitted hours and rejected hours. The system shows all the time sheets that have been submitted, that are drafts and that have been rejected.

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  • Under the Approved Time Sheets section, an employee can view all his approved time sheets along with the date of approval and the name of the approver.
  • To delete the time sheet, click the dustbin icon under the Action section.
  • To edit the timesheet, click on the pencil icon under the Action section.

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  • To submit the time sheet to an approver, change the status from “Draft” to “Submitted” and click the “Save” button.
  • An employee is an approver; he can also approve other employees’ records from the Manager’s Approval section.

One of the most important assets a company has is its human capital. A properly managed company will always have a high-quality Human Resources department. Properly managing employees and their various needs and keeping track of their work patterns can lead to better and more productive employees. The HR module in Aqxolt ERP allows you to maintain a complete employee database that includes employees’ contact information, pay details, performance evaluation details and attendance details.

Create Employee:

  1. Navigate to the HR Management app > Employees tab.
  2. Once in the Employees tab, you can track/view the employee information already filled in and create a new employee record.employee1
  3. To create a new employee, click the “New” button.
  4. Select the organisation and business unit where the employee belongs
  5. Enter the employment details in the Employment Information section.
  6. Enter other information about the employee, such as contact details, nationality, date of birth, passport details, and social security number.
  7. Click the “Save” button to create an employee record in the organisation.

With the Aqxolt ERP, the enterprise can effortlessly manage the following key elements of employee management:

  • Payroll
  • Qualifications
  • Taxes
  • Expenses
  • Timesheets
  • Performance reviews
  • Approval processes
  • Profiling
  • Leave entitlements
  • Earnings
  • Costs
  • Commissions/Bonuses

Aqxolt ERP prides itself on setting a benchmark in the complete automation of employee management. As soon as a new employee joins the enterprise, the system calculates and manages wages from the date of his or her joining. This, and a host of other features makes the HR module as accurate and autonomous as possible.

Fields to note:

Field Description
No of Hours/Day Describes the number of working hours per day
Maximum Overtime Hours/Day Describes the maximum allowed overtime hours per day
First Name Describes the first name of the employee
Last Name Describes the last name of the employee
Middle Name Describes the middle name of the employee
Gender Describes the gender of the employee
Leave Allowance Describes the total number of leave allowances applied to the employee
Available Allowance Describes the available leaves for the employee
Leave Allowance Take Describes the leave allowances utilised by the employee
Former Employee Indicates whether the employee is a former employee
Former Employee Record Describes details of the former employee record
Employee User Used to assign a salesforce user to the employee record
Employment Status Describes the employment status of the employee
Job Title Describes the job title of the hired employee
Non-Employee Type Indicates whether the employee is a consultant or apprentice
Employment Start Date Describes the start date of the employee
Employment Start Date Describes the last working day of the employee
Contract/Offer Issue Date Describes the date when the job contract/offer was issued to the employee
First Working Day Describes the first working day of the week assigned to the employee
Commission Plan Describes the commission plan assigned to the employee
Organisation Business Unit Describes the organisation business unit where the employee is hired to work
Channel Describes the segment of the business where the employee is hired to work
Reporting Manager Describes the manager under whom the employee will be working
Employee Profiling Describes the profile of the employee
Work Status Describes the work permit status of the employee
Description Provides more information about the employee
Date of Birth Describes the date of birth of the employee
Place of Birth Describes the place of birth of the employee
Marital Status Describes the marital status of the employee
Number of Children Describes the number of children of the employee
Passport Number Describes the passport number of the employee
Passport Expiry Date Describes the expiration date of the passport
Nationality Describes the nationality of the employee
Social Security Number Describes the social security number of the employee
National Insurance Number Describes the national insurance number of the employee
Address Describes the address of the employee
Permanent Address Describes the permanent address of the employee
Phone Describes the contact phone number of the employee
Email Describes the email address of the employee
Mobile Describes the mobile number of the employee

The ERP system provides an accurate, error-free platform for employees to manage their travel plans and expense claims. In Expenses are recorded the expense details of employees and approvals who is assigned for approvals.

The expense claims are specific to the employee and can be submitted for approval to higher authorities. This also helps track the approval status of the specified task.

An Expense claim can be created in two methods –
  • From the record level
  • From the Expense Tab
From the Record Level
The steps below explain how to create an expense record and move it from Draft status to Submitted.
  • Create an expense by navigating to the Employee Management app > Employee tab.
  • Select the employee from the list of employees for whom an expense claim must be created.

employee1

  • On the related tab, scroll down and select the expenses related list. Click the “New” button.

expns2

  • Enter the organisation details, approver details and expense name. Administrators and other employees who act as approvers can see all the expense line items for the week.
  • Expenses can be tracked by any of the following statuses. Select the status of the expense.
    • Draft
    • Approved
    • Submitted
    • Rejected
  • Enter the date of expense creation and the project related to the expense.
  • Select the “Active” checkbox and the “Paid” checkbox if the expense claim is paid to the employee.
  • Click the “Save” button to create the expense record.
Fields to note:
Field Description
Employee Describes the name of the employee whose expense is being created
Expense Name Describes the name of the expense created
Approver Other employees who act as approvers can see all the expense claims that belong to employees under them
Project Describes the name of the project for which the expense is created to monitor the progress
Status Current status of the expense, such as Draft or Submitted; controls which actions can be performed against the expense
Date Describes the date when the expense was created.
Paid If the checkbox is selected, it indicates that the expense claim has been paid to the employee.
Approve / Rejected Date Date by which the expense claim was approved or rejected.
Approve / Rejected Reason Describes the reason for approval or rejection.
An expense claim can be in different stages, which can be easily understood by the following statuses.
Transfer Order Status Action
Draft An expense that is in the “Draft” state can be edited to add or delete time card entries.
Approved When the expense claim is approved by the work agent/higher authority, it is marked “Approved.”
Submitted Once the employee is confident about his entered claims, the expense can be moved to the “Submitted” state for approval.
Rejected When an approver rejects the expense, the expense is available for review and resubmission.
Creating Expense Line Items:

In the expense line item, an employee must specify the exact amount spent on the selected expense type and category. An expense may contain one or more expense line items. Each expense line item can be tracked by its status.

expns3

The steps below explain how to create an expense line item.
  • Every expense claim should be associated with one or more expense line items, which proves the amount claimed by an employee on each project selected. In the related list of expense records, click the “New” button under “Expense Line Items”. After the creation of expense line items, the time sheet is in the Draft stage.
  • Fill in the expense line item name, the expense type and the category which describes the purpose of the expense claim created.
  • Fill in the expense date.
  • Enter the amount and VAT amount of the expenses.
  • Select the “Active” checkbox and select “Status”.
  • Click the “Save” button to create the expense line item.
Creating Expense Through Expense Tab
  • Navigate to the Employee management app > Expenses tab.

Expnstb1

  • Click the “Add New Expense” button to create a new expense for the logged-in user.
  • Every expense will be in “Draft” status until the user is ready to submit it to the approver. Select the approver who is authorised to review the expense claims and to decide whether to approve or reject the expense.

expnstb2

  • Enter the expense sheet title; select the project for which the expense is claimed.
  • Enter the name of the expense line item; select the expense type and category for which the expense is claimed.
  • Enter the date on which the expense was initiated.
  • Enter the total amount spent and the amount claimed along with the VAT amount applied to the expense claims.
  • The system allows an employee to add a receipt to prove the expense claims.
  • To create a new expense line item in the same expense sheet, click the “Add New +” button.
  • Click “Save” to create the expense under “Draft” status.
Viewing, Editing and submitting expense
  • Navigate to the Employee management app >Expenses tab.
  • The system shows total approved expense claims, submitted expense claims and total paid expense claims. The system shows all the expenses that have been submitted, draft and that have been rejected.
  • The system provides a filter that lets an employee view the total expense claims based on current and previous fiscal years.
  • Under the approved expenses section, an employee can view all his approved expense claims along with the date of approval and the amount claimed.

expnstb3

  • To delete an expense sheet, click the bin icon under the “Action” section.
  • To edit the expense, click on the pencil icon under the “Action” section.

expnstb4

  • To submit the time sheet to an approver, change the status from “Draft” to “Submitted” and click the “Save” button.
  • If an employee is an approver, he can approve other employees’ records from the Manager’s Approval section.

Leave management systems helps employees to request time-offs from work, plan vacations and track holidays. Management can use the system to Approve or Deny leaves and maintain employee records.

ERP Mark 7's Leave Management comes under HR Management App and encompasses Time offs, Leave entitlements, Available Allowance and Upcoming Holidays.

The Leave Management is specific to the employee and can be submitted for approval to the higher authorities. This helps you to track the employee performance and reduce the managerial time.

A Leave Management can be created in two methods –

  • From the record level
  • From the Leave Management Tab

From the record level

The steps below explain how to create a Leave request and move it from Draft status to Submitted.

  • Create a Leave request by navigating to Employee management app > Employee tab

lmr1

  • Select the employee for whom Leave request needs to be created from the list of employees
  • On the related list/tab scroll down to Leave Requests (Employee) related list and click ‘New’ button.

lmr2

  • Enter the organisation details, leave request name, select the leave entitlement and enter the approver details and leave request status. Administrators and other roles of an employee that act as approvers can see all the Leave requests submitted.
  • A Leave request can be in different stages which can be easily understood by the following statuses.
Timesheet Status Action
Draft The leave request that is in the Draft state can be edited to make some corrections. When in Draft state the number of leaves will not be deducted from the total available allowance.
Approved

 

When the leave request is approved by the work agent/ higher authority then it is marked “Approved
Submitted Once the employee is sure about his entries then the leave request can be moved to submitted state seeking for approval
Rejected

 

When approver rejects the Leave request, the leave request can then be available for corrections and resubmission.
Cancelled

 

An employee had created the leave request but later decided to cancel it then the leave request can be in cancel state and this will increment the available leave allowance.
Completed

 

When a Leave request is in completed state then it signifies that the applied leave has been taken.
  • Click Save to save the Leave Request

From the Leave Management Tab

Navigate to HR Management app > Leave Management tab

The Landing page of the leave management tab looks as shown below

lm1

Fields to Note:

Name Description
Time Off This indicates the already taken leaves
Available Allowance Indicates the total available leaves for the calendar year.
Booked Indicates the number of booked leaves (In Approval stage)
Upcoming Holidays Indicates about the National/Organisation defined holidays for the calendar year.
Book Time off This is to create a new leave request
  • Click on the Book Time off button on the top right corner of the page to create a new leave request. This will land on the following page

lm2

Fill in all the details such as the Leave Request Name, Start Date, End Date, Leaves Type, Number of Days Applied and the Reason.

Click on save to keep the record in Draft State which can be modified later or Click on Submit to submit the leave request for Approval.

Sections

Draft/Submitted/Rejected Leaves

All the leaves of status Draft, Submitted and Rejected will be listed under the Draft/Submitted/Rejected Leaves section as shown below

lm3

Submitted Leaves cannot be edited or deleted, the leaves with Draft and Rejected can be Deleted or edited for submission.

Approved Leaves

Once the Leave is Approved by the approving authority it will be listed under the Approved Leaves section

lm5

Manager's Approval

If you have employees working under you and you are the Approval Manager of their leaves then all the Submitted to you leaves will be listed under the Manager's Approval section as shown below

lm4

Leave Entitlement

All the leaves entitled by the organisation such as Casual leave, Sick leave, Maternity etc and others can be defined here and the number of days for each leave type can also be assigned as shown below

lm6

Upcoming Holidays

This section Indicates about the National/Organisation defined holidays for the current financial year, next financial year and the previous financial year. The view can be set with the drop down pick list on top of the page.

The Upcoming Holidays section listing the National Holidays and the date is as shown below

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The project module in Aqxolt ERP is the most intelligent solution designed to manage projects effectively and drive operational excellence. It enables you to intelligently automate project programmes while keeping a tab on the budget and related costs. It smartly consolidates expenses, labour costs and material costs and records project budgets.

The solution enables project scheduling and helps the project meet stakeholder expectations. It helps keep track of project progress and forecasts the projected revenue against each milestone.

This comprehensive solution ensures resource visibility and lets the user record resources required during project execution. The success of the project relies on the effective communication of the team, which should be built based on a similar skill set.

  • Create a Project:
  1. Navigate to the Manufacturing app > Projects tab.
  2. Once in the Project section, you can track the projects already filled in and create a new project.
  3. To create a new project, click the “New” button.
  4. Enter the project name, organisation, and business unit details.Projects1
  5.  Provide the project details under the description and assign the start and end dates of the project.
  6. Select the project manager associated with the project and assign the budget account to record account-based project budgets.
  7. Enter the labour and material cost; select the programme associated with the project
  8. To track the progress of the project, select the status of the project.
  9. Click the “Save” button to create a project record.

Field to note:

Field Description
Project Name Describes the name of the project.
Project Manager Describes the consultant responsible for managing the workforce and delivering on time, on budget project implementation
Budget Account Describes the defined budget account associated with the project
Description Describes the brief requirement of the project so the team working on it is on the same page
Programme Describes the programme associated with the project
Start Date Describes the planned start date of the project
End Date Describes the estimated end date of the project
Labour Cost Indicates estimated funds received for workforce against a project
Material Cost Indicates estimated funds received for material consumption against a project
Expense Describes the expenses recorded against a project
Status Describes the progress of the project

 

 

An organisation can have a programme and projects associated with it. A programme could be a series of future events with a start date and an end date. In ERP Mark 7, a programme can be associated with a manufacturing process created to meet the need and results of the manufacturing project. This will help organisations create better design and management of work centres and workforce systems; it also prepares a channel for growth for the organisation.

Create Programme:

  1. Navigate to the Organisation Management app > Programmes tab.
  2. Once in the Programmes section, you can track the business units already filled in and create a new programme.
  3. To create a new programme, click the “New” button.programme1
  4. Select the organisation and business units of the programme.
  5. Enter the programme name and the start and end dates of the programme.
  6. Select the budget status and the status of the programme.
  7. To track the expense incurred to execute the programme, select the budget account associated with the programme.
  8. Click the “Save” button to create a programme record for the organisation.

Business units in Aqxolt ERP is an operational unit that deals with the management of various tasks and goals of an organisation. There can be multiple business units set up based on how a business is organised. In a business, there are times when multiple projects are going on at the same time. This makes multitasking difficult for the supervisor. However, with Aqxolt ERP, it is easy. You can view progress reports and updated data about various projects simultaneously.  Not only can you look at the big picture, you can also focus your energies on the finer details. A business unit can be classified as a cost centre or a profit centre.

A business unit as a cost centre is a functional unit within an organisation that costs the organisation money to operate. Cost centres record costs with reference to the values planned. The cost centre indirectly contributes to the profit of an organisation through operational excellence and efficiency. Usually, the managers of a cost centre are responsible for keeping costs below budget. It helps managers to keep track of overhead costs in the area incurred within the organisation. It also enables managers to monitor the progress and profitability of each area and helps management utilise resources properly. It enhances managers’ decision-making powers.

A business unit as a profit centre helps generate quality results and revenue for the organisation. It is crucial for analysing which manufacturing unit generates more or less profit within the organisation and enhances decision-making on operating expenditures.

Create Business Unit:

  1. Navigate to the Organisation Management app > Business Unit tab.
  2. Once in the Business Unit section, you can track the business units already filled in and create a new business unit.businessunit1
  3. To create a new business unit, click the “New” button.
  4. Enter the business territory name and select the organisation associated with it.
  5. Select the contact for the business unit; enter the fax, phone, and website details.
  6. Select the function of the business unit, whether it is Marketing, HR, Finance, Sales, etc.
  7. Enter the address details of the business unit.
  8. Select the type of business unit, whether it is a cost centre or a profit centre.
  9. Assign the manager associated with the business unit.
  10. Click the “Save” button to create a business unit record for the organisation.