Section V: DTR

Change Shift

  Overview

• Change shift is used for setup a start date and end date per cut-off and also the user can approve if the employee filed a change shift
• The user file change shift in employee portal it is automatically seen by approver or admin

  Change shift List

• Shows all list of Change Shift setup per cut off
• Select Payroll Group

  Table Column

• Edit: This has a function to edit the Change Shift
• Delete: This has a function to Delete the Change Shift (Note: You will not be able to delete the Change Shift if it has still a Change Shift lines or the DTR connected is already locked)
• CS No.: This for the Change Shift number (Note: It will automatically generate according to the sequence of the added Change Shift)
• Date: Date of the Change Shift created
• Year: This is for the Year
• Remarks: You can input any remarks
• Prepared By: This is for the name of the login user who prepared the change shift
• Locked: If the change shift is locked you can select it for the DTR

  Change Shift Detail

• To Add a new change shift detail, click the Add button that can be seen on the right side of the screen
• Fill all the important fields in Change Shift detail like:
• Select Date Start
• Select Date End
• Input Remarks
• Select Prepared By
• Select Check By
• Select Approved By

(Note: Do not Save and Lock so that this shift code seen in employee portal)

  Add Change Shift Manually

• Click Add button to add manually change shift of employee
• Fill all the important fields Shift line like:
• Select Employee
• Select Date
• Select Shift
• Select Branch
• Check Approved
• Input Remarks
•  Click Save (Note: You can add multiple date as along as you don’t click the close button)
•  Click Close

  Import Change Shift

• Click Import Change Shift to import the master file
• Click Template to download the template
• In the Template input Employee ID, Employee Name, ShiftDate, ShiftCode, Shift, Branch and Remarks (Optional)

• Choose file
• Select file
• Click Open

• Click Import button to add in the shift code line

• Change Shift already imported

Change Shift Error Message

• If you import Change Shift with a wrong format an error message will pop-up (Example: Empty field in the Remarks) (Note: do not leave the field empty, should put at least NA in the field)

• Select File to Import

• Error Message will appear

Approved Change Shift

• Click Edit button to approve the change shift file in Employee portal
• Check the Approved
• Click Save button
• Click Close button

Save/Lock

• Make sure to save/lock so the this record read and compute in system

(Note: Do not Save and Lock unless this cut-off will not yet finish and make sure all file change shifts are approved)

Column Table

• Employee: Name of the Employee
• Date: Date of the applied change shift
• Shift: Name of the shift schedule
• Branch: Employees Branch
• Approved: Check if it is already approved
• Remarks: You can input any remarks

Leave Application

  Overview

• Leave Application  is used for setup a start date and end date per cut-off and also the user can approve if the employee filed a Leave Application
• The user file Leave in employee portal it is automatically seen by approver or admin

  Leave Application List

• Shows all list of Leave Application setup per cut off
• Select Payroll Group

  Column Table:

• Edit: This has a function to edit the Leave Application
• Delete: This has a function to Delete the Leave Application (Note: You will not be able to delete the Leave Application if it has still a Leave Application lines or the DTR connected is already locked)
• LA No. This is for the Leave Application number (Note: It will automatically generate according to the sequence of the added Leave Application)
• Date: Date of the Leave Application created
• Year: Year date of the Leave Application
• Remarks: You can input any remarks
• Prepared By: Full Name of the user who created the change shift
• Locked: If the Leave Application is locked you can select it for the DTR

  Leave Application Detail

• To Add a new Leave Application detail, click the Add button that can be seen on the right side of the screen
• Fill all the important fields in Leave Application detail like:
• Select Date Start
• Select Date End
• Input Remarks
• Select Prepared By
• Select Check By
• Select Approved By

  (Note: Do not Save and Lock so that this shift code seen in employee portal)

  Add Leave Application Manually

• Click Add button to add manually leave application of employee
• Fill all the important fields Shift line like:
• Select Employee
• Select Date
• Select Leave Type
• Check the Checkbox of Half Day/ With Pay
• Check Approved
• Input Remarks
• Click Save button
• Click Close button to add in table

  Approved Leave Application

• Click Edit button to approve the leave application file in Employee portal
• Check the Approved
• Click Save button
• Click Close button

  Save/Lock

• Make sure to save/lock so the this record read and compute in system

(Note: Do not Save and Lock unless this cut-off will not yet finish and make sure all file leaves are approved)

Column Table

• Employee: Name of the Employee
• Date:   Date of the applied Leave
• Halfday: Check if it is halfday
• With Pay: Check if it is with pay
• Approved: Check if it is already approved
• Leave Type: Type of leave, Vacation leave or Sick leave
• Remarks: You can input any remarks

Overtime Application

  Overview

• Overtime Application  is used for setup a start date and end date per cut-off and also the user can approve if the employee filed a Overtime Application
• The user file Overtime in employee portal it is automatically seen by approver or admin

  Overtime Application List

• Shows all list of Overtime Application Setup per cut off
• Select Payroll Group

  Column Table

• Edit: This has a function to edit the Overtime Application
• Delete: This has a function to delete the Overtime Application (Note: You will not be able to delete the Overtime Application if it has still a Overtime Application lines or the DTR connected is already locked)
• OT No.: This is for Overtime Application number (Note: It will automatically generate according to the sequence of the added Overtime Application)
• Date: Date of the Overtime Application added
• Year: Year Date of the Overtime Application  
• Remarks: You can input any remarks  
• Prepared By: Full name of the user who created  the Overtime Application
• Locked: If the Overtime Application is locked you can select it for the DTR

  Overtime Application Detail

• To Add a new Overtime Application detail, click the Add button that can be seen on the right side of the screen
• Fill all the important fields in Overtime Application detail like:
• Select Date Start
• Select Date End
• Input Remarks
• Select Prepared By
• Select Check By
• Select Approved By

  Add Overtime Application Manually

• Click Add button to add manually Overtime application of employee
• Fill all the important fields Shift line like:
• Select Employee
• Select Date
• Input OT hours
• Check Approved
• Input Remarks
• Click Save button
• Click Close button to add in table

  Approved Overtime Application

• Click Edit button to approve the overtime application file in Employee portal
• Check the Approved
• Click Save button
• Click Close button

Save/Lock

• Make sure to save/lock so the this record read and compute in system

(Note: Do not Save and Lock unless this cut-off will not yet finish and make sure all file overtime are approved)

Column Table

• Employee: Name of the Employee
• Date: Date of the applied Overtime
• OT Hours: Applied Overtime Hours
• Approved: Check if it approved
• Remarks: You can input any remarks

DTR

  Overview

• DTR is used for adding a DTR logs, Import DTR logs for employee and also compute the total net pay, Overtime and Additional Allowance

  DTR List

• Shows all list of DTR per cut off
• Select Payroll Group

  Table Column

• Edit: This has a function to edit the DTR
• Delete: This has a function to Delete the DTR (Note: You will not be able to delete the DTR if it has still a DTR lines or the Payroll connected is already locked)
• DTR No.: This is for the DTR number (Note: It will automatically generate according to the sequence of the added DTR)
• Date: Date of the added DTR
• Year: Year Date of the added DTR
• Date Start: Cut-off date start
• Date End: Cut-off date end
• Remarks: You can add any remarks
• Prepared By: Full Name of the login user who created the DTR
• Locked: If the DTR is locked you can now select it for payroll

  DTR Detail

• To Add a new DTR detail, click the Add button that can be seen on the right side of the screen
• Fill all the important fields in DTR detail like:
• Select Date Start cut-off
• Select Date End cut-off
• Select Overtime Code (Choose the code that aligns with the DTR’s cut-off date)
• Select Leave Application Code (Choose the code that aligns with the DTR’s cut-off date)
• Select Change Shift Code (Choose the code that aligns with the DTR’s cut-off date)
• Select Prepared By
• Select Checked By
• Select Approved By
• Input Remarks
• Click Save button to save all selected fields

  Import DTR

• Click Import button to import DTR logs for employee

DTR Excel file format (Note: The DTR excel file will be given during configuration phase, It is the setting up of masterfiles)

• Click Import DTR Logs button

• Select DTR excel file
• Click Open to import DTR logs

• Click Next Step button

• Click Post Raw Logs button

• Click Next Step

• Click Click Post DTR Logs button ( DTR Lines Successfully posted )

• Click Close button

• Click Compute button to compute the total net pay

(Note: You will not be able to import the DTR Excel file if the template format is incorrect)

Import DTR Incorrect Format Error Message

• In the Excel file Delete column ID
• Import Excel File

• Click Import

• Click Import DTR Logs

• Error Message will appear if wrong format

Manual Add DTR logs

• Click Add button to add manually DTR logs for employee
• Check the Use Employee’s Default Shift
• Pick the employee
• Click Add button to add in DTR line

• Click Compute button to compute the total net pay    

  Save/Lock

• Make sure to save/lock so that this record is read and computed in the system and also the DTR code will be viewed in the Payroll module.

  Quick Shift

• This feature is use to automatically change their shift that is based on the employees DTR logs, But you need to set it first on the employee 201
• First is the Shift Setup on the employee 201
• Go to Employee 201
• Edit Employee
• Go to Shift tab
• Add Shift
• Save and Lock the employee

• Second is the adding of DTR logs
• Go to DTR
• Add DTR
• Select Date Start
• Select Date End
• Select OT, Leave Application and Change Shift number
• Click Save
• Then you can either use the Import DTR or Manual Add DTR Logs for adding of DTR logs
• Click Quick Shift

• Click Compute
• Click Save and Lock

Table Column

• Edit: This has a function to edit the DTR per line
• Delete: This has a function to Delete the per line  
• Branch: Branch of the Employee
• Employee: Name of the Employee
• Date: Date of the logs
• Type: Type if its Regular Working Day, Regular Holiday or Special Holiday
• RD: If it is check it means it’s the employees rest day
• MB: If it is check it means Shift has Multiple Breaks
• Shift: Name of the Shift
• IN1: 1st in
• OUT1: 1st out
• IN2: 2nd in
• OUT2: 2nd out
• OL: If it is check it means On Leave
• HOL: If it is check it means Halfday On Leave
• OB: If it is check it means Official Business
• HOB: If it is check it means Halfday Official Business
• A: If it is check it it means Absent
• HA: If it is check it means Halfday Absent
• Remarks: You can input any remarks
• HRS: Total number of shift’s hours
• OT: Total number of Overtime Hours
• ND: Total number of Night Differential Hours
• LH: Total number of Late Hours
• DP: Employees Daily Pay of that day
• RDP: Employees Rest Day Pay for that day
• PP: Employees Premium Pay for that day (Note: Premium Pay means Special Holiday Pay)
• HP: Employees Holiday Pay for that day (Note: Holiday Pay means Regular Holiday Pay)
• OP: Employees Total Overtime Pay for that day
• COLA: Employees Cost of Leaving Allowance for that day
• AA: Employees Additional Allowance for that day
• LD: Employees Late Deduction for that day
• UD: Employees Undertime Deduction for that day
• AD: Employees Absent Deduction for that day
• NP: Employees Net Pay for that day

Download CSV

• Click the CSV button to download the CSV file