New Absence

New Absence

Entering absences to employees can be performed in differenet ways.  Below are described different ways of entering abscences and the desctiption of the entry parameters.

 1. How to Enter a New Absence?

To enter a new absence, you can use one of the following options:

• Open the form from the Absence Overview Calendar in the Wizards menu

• Open the form directly from the Personnel | Calendars | New Absence menu.

• Enter through Personnel | Employee Files | Absence | Absence Overview by pressing on the button 

2. Entry Form Parameters

After selecting one of the above described options, the program open a parameter form.

WARNING In order to get correct absence types, you have to create the register of Earnings Types and define correct absence types!  One of the following absence types can be defined:

Entry form has the following parameters:

Filter	Here we can select the filters for what employee statuses we want to enter the absence.
Employee	In the Employee field you can enter the employee for which you would like to enter the absence. If you have activated the New Absence function directly from the Absence Overview form, the program will enter this field automatically with the active employee. By pressing on the  a new window opens up and you can select multiple employees. You can enter the same absence for more employees at the same time.
Department	In the Department field you can select the department and the program will copy absence to all employees that are assigned to the certain department.
Absence Type	In this field, you can select from the lookup list the absence type that the program will enter to certain employees.
Absent From	Select from the calendar the start of the employee's absence.  The entry to this field is mandatory.
Year	Description of entry
Absent To	Select from the calendar the start of the employee's absence.  The entry to this field is mandatory.
Finished	On the right side of the To field is the Finished option. If you select this option, the program will close or finish the absence with the date in the To field. The program will enter the information in the Employee files of the employee, Absence Overview panel. If the absence is also sick leave, the program will enter it also to the sick leave.
From - To	If required, you can also enter the hour of employee's absence start and end.  This is useful for absences that are shorter than one day.
Print Leave Permit	If you select this option, the program will print the leave which will include all elements defined in the program parameters.
Working Saturdays	With this option you can define if an employee has working Saturdays.
Working Sundays	With this option you can define if an employee has working Sundays.
Non-Working Days	When the checker is selected, then the absences will be written to the employees also for non-working days (Saturday and Sunday). The checker will automatically be selected if we already marked it in Absence overview. Here we can manually change the checker.
Cost Center	You can select the cost center here.
Note	You can enter a note that will appear in the Absence Overview form.
Check To-Do Tasks	When enabling this option we can check and reassign the absent employee's task to another empoyee who will take over the absent employee's task. The entry of new absence will open  User absence table where we can replace the assignee in the business process. Substitute employee will be automatically selected if it is defined in Salary parameters   If the contact person is inactive, the text (inactive) will appear before the person's name.
	With a click on this button, the program will open the Absence Overview form.
	Once, you have defined all required information, you can click on the Create New Absence button.  Program will generate new absences and if we have selected checker Print Leave Permit also generate a report Permission for absence. When the program finishes copying absences in the calendar, it will display an information: Absence copy complete.

Warning If you do not define the Employee and Department field, the program will record the absence to all employees of your company.

WARNING The program will copy absence only to employees with the active employment relationship in the certain period. Otherwise, the program will display: Employee was not employed in specific period.

3. Absence Copying Errors

If we had copied absence to all employees and some employees have already absence in the period then the program will not overwrite the absences, but it will open a new window Employees with absence copying errors with the possibility of creating a report.  

The program can also display another different warning, that in this period a selected employee has already an absence during this period. 

If we would like to overwrite the absence we press the button . If we press the button , then the absence will be added. This is useful when we have a eg 4 hours of sick leave and 4 hours of vacation on the same day. By pressing on the button , we abord the action. 

The program will issue a message if the 'Check to-do tasks' switch is enabled and there is no designated replacement for the employee for whom we are entering the absence. The substitute employee can be defined in the Position/Salary in the filed labeled Substitute employee.

WARNING The program can also display the following message, when entering an absence: Employee is missing planned working hours!  Meaning, you have in the Administration Panel | Settings | Personnel | Leave selected the Include Planned Working Hours option. If so, you have to enter the employee planned working hours or deselect the option.

WARNING The program will track entries for earnings types with the defined Absence Type: Sickness if: - The the sum of sick leave you would like to enter the employee in the Absence Overview or Employee files form is 121 days. If so, the program will display a warning: Total sick leave paid by employer exceeds 120 days! Print notice?

WARNING If between employee's two sickness absences is more than 10 working days, the program will display following: Less than 10 working days between leaves! Change sick leave type?!    The program will display warnings, but will allow you to enter the absence.