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Attendance Menu in HR Payroll

Attendance

The Attendance screen in Thulo HR Payroll is used to manage employee working hours, attendance records, and leave information. The data maintained on this screen is used when calculating payroll and generating employee payslips.

Important Note

Whenever you:

  • Enter attendance data

  • Edit attendance records

  • Import attendance information

  • Synchronize data from the Timesheets & Leave module

You must click Save.

After saving, the system will update the records and make them available for payroll calculations.

Purpose of the Attendance Screen

The Attendance screen is used to:

  • Manage employee working hours

  • Track paid and unpaid leave

  • Calculate payroll working hours

  • Provide attendance data for payslip generation

The information on this screen is used directly when creating payroll records in the Payslips menu.

Attendance Fields

Actual Working Time of Probation Contract (Hours)

This field represents the actual hours worked under a probationary contract.

How It Works

  • The system maps the employee's contract information from the Employees screen.

  • After clicking Calculate, the system determines the employee's probationary working hours for the selected month.

  • The calculated value is displayed in this column.

Usage

The value is used for the Probation Contract field in the Payslip screen.

Actual Working Time of Formal Contract (Hours)

This field represents the actual hours worked under an official employment contract.

How It Works

  • The system maps employee contract information from the Employees screen.

  • After clicking Calculate, the system determines the employee's official working hours for the selected month.

Usage

The value is used for the Formal Contract field in the Payslip screen.

Paid Leave Time (Hours)

This field stores the number of hours that an employee is absent from work while still receiving salary.

Usage

The value is used for the Paid Leave Time field in the Payslip screen.

Unpaid Leave Time (Hours)

This field stores the number of hours that an employee is absent from work without receiving salary.

Usage

The value is used for the Unpaid Leave Time field in the Payslip screen.

Standard Working Time of the Month

This field represents the standard number of working hours for the selected month.

Data Source

The value is synchronized from:

Payroll → Settings → Data Integration → Standard Working Time of the Month

Usage

The value is used for the Standard Working Time field in the Payslip screen.

Salary Calculation Example

Attendance data directly affects employee salary calculations.

Example

Item Value
Standard Working Hours 184 Hours
Monthly Salary 10,000,000
Actual Working Hours 180 Hours

Calculation

Salary = (180 ÷ 184) × 10,000,000
Salary = 9,782,608

The employee will receive 9,782,608 instead of the full monthly salary.

Option 1: Without Timesheets & Leave Integration

When the Attendance screen is not synchronized with the Timesheets & Leave module, attendance and leave information must be managed manually.

Attendance Screen

The Attendance screen is used to create and manage employee attendance records.

Timesheet Leaves Function

The Timesheet Leaves button opens the Manage Timesheet Leaves screen, where paid and unpaid leave records can be maintained.

1.1 Manual Data Entry

  1. Open the Attendance screen.

  2. Click the cell you want to edit.

  3. Enter the required value.

  4. Click Save.

  5. Click Calculate.

Result

The system calculates:

  • Actual Working Time of Probation Contract

  • Actual Working Time of Formal Contract

  • Paid Leave Time

  • Unpaid Leave Time

The calculated values are displayed automatically.

Synchronizing Leave Information

The Paid Leave Time and Unpaid Leave Time fields can be synchronized from the Manage Timesheet Leaves screen.

After synchronization:

  1. Click Update.

  2. Click Calculate.

The Attendance screen will be updated with the latest leave information.

1.2 Import Attendance Data

To import attendance information:

  1. Navigate to Payroll → Attendance.

  2. Click Import Excel.

  3. Download the system template.

  4. Update the attendance information.

  5. Upload the completed file.

  6. Click Import.

The attendance records will be imported into the system.

Manage Timesheet Leaves

The Manage Timesheet Leaves screen is used to record employee leave information and synchronize it with the Attendance screen.

Accessing the Screen

  1. Open Payroll → Attendance.

  2. Click Timesheet Leaves.

The system will display the Manage Timesheet Leaves screen.

Manual Leave Entry

  1. Click the cell you want to edit.

  2. Enter the leave information.

  3. Click Save.

  4. Click Calculate.

The system will calculate the Paid Leave Time and Unpaid Leave Time values.

Leave Entry Format

Paid Leave

PL:8

Represents 8 hours of paid leave.

Unpaid Leave

UPL:4

Represents 4 hours of unpaid leave.

Mixed Leave

PL:4;UPL:4

Represents:

  • 4 hours of paid leave

  • 4 hours of unpaid leave

The values must be separated by a semicolon (;).

Option 2: With Timesheets & Leave Integration

When Timesheets & Leave Module Integration is enabled, attendance and leave information can be synchronized automatically.

Data Synchronization

  1. Navigate to Payroll → Attendance.

  2. Click Data Synchronization.

The system retrieves attendance and leave information from the Timesheets & Leave module.

Examples of Synchronized Data

  • Daily Working Hours

  • Paid Leave Hours

  • Unpaid Leave Hours

  • Attendance Records

  • Leave Records

Attendance Screen

The Attendance screen continues to be used for attendance management and payroll calculations.

The Timesheet Leaves function remains available for reviewing and managing synchronized leave information.

Manage Timesheet Leaves Screen

When integration is enabled, the system automatically retrieves:

  • Working Hours

  • Paid Leave Hours

  • Unpaid Leave Hours

from the Timesheets & Leave module.

Administrators can still:

  • Edit records manually

  • Save updates

  • Calculate leave totals

using the same leave entry formats:

PL:8
UPL:4
PL:4;UPL:4

Important Notes

  • Attendance information directly affects payroll calculations.

  • Always click Save after entering, importing, or synchronizing attendance data.

  • Click Calculate to update working hour and leave calculations.

  • Paid and unpaid leave data can be maintained manually or synchronized from the Timesheets & Leave module.

  • Attendance records are used during payslip generation and salary calculations.

  • Working hours, leave hours, and contract types collectively determine the employee's final salary amount.

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