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
The steps below explain how to create a time sheet and move it from Draft status to Submitted status.
|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.
|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.
Creating Time Sheets Through the Timesheets Tab:
Viewing, Editing and Submitting the Time Sheet:
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.
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.
|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|
|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.
|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.|
|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.|
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.
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.
|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.|
|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|
|When approver rejects the Leave request, the leave request can then be available for corrections and resubmission.|
|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.|
|When a Leave request is in completed state then it signifies that the applied leave has been taken.|
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
|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|
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.
All the leaves of status Draft, Submitted and Rejected will be listed under the Draft/Submitted/Rejected Leaves section as shown below
Submitted Leaves cannot be edited or deleted, the leaves with Draft and Rejected can be Deleted or edited for submission.
Once the Leave is Approved by the approving authority it will be listed under the Approved Leaves section
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
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
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
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.
Field to note:
|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.
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: