In the realm of business operations, effective attendance management is crucial for ensuring workforce efficiency and maintaining accurate payroll records. SIX ERP offers a sophisticated Attendance Management feature, designed to streamline the process of monitoring employee presence and activities. This detailed article guides you through accessing and utilizing the Attendance feature in SIX ERP, including checking in and out, exporting timesheets, editing, and finalizing attendance records.
To begin, navigate to the Attendance Management section within SIX ERP:
Log into SIX ERP: Ensure you have the necessary permissions to access attendance management features.
Navigate to Timekeeping: From the left-side menu locate and select "Timekeeping > Attendance".
Staff Check-In/Out: Administrators or designated personnel can manually check in or check out staff members based on their arrival and departure times. This feature is particularly useful for tracking attendance in real-time or making adjustments as needed.
Export Options: SIX ERP allows for the export of timesheets for specific months, departments, roles, or individual staff members. This flexibility ensures that managers can generate detailed reports tailored to their specific needs, aiding in analysis and payroll processing.
Legend: Timekeeping codes used throughout Timekeeping. Please see a detailed list of codes below.
Month Selector: View and edit timesheets of previous months
Department Selector: Select a department
Role Selector: Select a Role
Staff Selector: Select a specific Staff Member
Filter Button: Combine Filters and show only Timesheets relevant
Excel View Editing: For detailed adjustments or reviews, timesheets can be edited in an Excel-like view within SIX ERP. This allows for an intuitive and efficient way to make corrections or updates to the attendance records.
When editing timesheets double click into a cell on the spreadsheet and enter the respective code in format Legend Code:Hours.
After double clicking you will see the cursor blinking in the cell. You are ready to enter e.g. W:9, W representing Worktime : 9 representing the worked hours. You may edit as many cells as necessary!
Each line or row represents a staff member (1) and the row headings (2) represent the date of the given month.
Once you finish editing the attendance sheet save your edited records by pressing the submit button, found in the lower right corner of your screen.
The meticulous use of correct legend codes while editing timesheets in SIX ERP cannot be overstressed, serving as the linchpin for the system's ability to accurately process and calculate time-related data. Each legend code, representing various attendance and time-off statuses, is integral to ensuring that the system correctly interprets the nature of the time being recorded. Incorrect or inconsistent application of these codes not only leads to inaccuracies in attendance records but also disrupts the system’s capacity to perform precise calculations for payroll, leave balances, and other critical time-dependent analyses. When manually editing time cells, it's imperative to adhere to the syntax "LegendCode:Hours" to maintain data integrity. This structured approach ensures that all modifications are correctly logged and interpreted by the system, thereby upholding the accuracy and reliability of timekeeping records essential for operational efficiency and compliance.
Finalizing Records: Once a month is complete, attendance records can be closed to prevent further editing or modifications. This ensures the integrity of the attendance data and facilitates accurate payroll processing.
Press the "CLOSE ATTENDANCE" button to start locking attendance records. You will be asked to confirm your wish through a dialog. Once you confirm records will not be editable anymore and staff members or administrators will not be able to make changes or additions.
Sometimes after closeing Attendance you may still do so with the correct permissions. If you do have such permissions and it is required to edit a timesheet again press the respective red "REOPEN ATTENDANCE" button on the right bottom of your screen only on closed attendance records.
When managing attendance within SIX ERP, various legends denote different attendance statuses, providing a quick reference to understand employee attendance patterns:
AL (All Day Leave): Indicates that an employee is on leave for the entire day. This could be for any reason specified within the company's leave policies.
W (Work): Signifies a standard workday or work event where the employee is present and working as expected.
U (Unexcused Leave): Marks an absence that hasn't been approved or falls outside of the company's leave policies, often referred to as an unexcused leave.
HO (Holiday): Denotes a day that is recognized as a holiday according to the company calendar, on which employees are not expected to work.
E (Early In): Indicates that an employee has started their workday earlier than the scheduled start time.
L (Late In): Shows that an employee has clocked in later than their scheduled start time, marking a late start to the workday.
B (Business Trip): Used when an employee is away on a business trip. This signifies that the employee is working but not in their usual work location.
SI (Sick Leave): Represents a day or period in which an employee is absent due to illness, under the company's sick leave policy.
M (Maternity Leave): Indicates that an employee is on maternity leave, a prolonged absence to allow for the birth and care of a newborn.
ME (Meeting or Study Break): Used when an employee is attending a meeting, conference, or is on a study break as sanctioned by the company.
NS (No Shift): Signifies that there is no scheduled shift for the employee on that day, relevant for companies operating on shift systems.
P (Private Work): Marks time allocated for personal or private work that is recognized and allowed by the employer, separate from standard work tasks.
These legends play a crucial role in simplifying the attendance management process, allowing for a clear and concise overview of the workforce's attendance status at a glance.
By effectively utilizing the Attendance Management feature in SIX ERP, businesses can achieve:
Enhanced Productivity: Accurate tracking of attendance and work hours helps in identifying trends, promoting employee accountability, and optimizing workforce allocation.
Payroll Accuracy: With precise attendance records, payroll processing becomes more accurate, reducing errors and ensuring fair compensation.
Compliance Assurance: Maintaining detailed attendance records aids in compliance with labor laws and regulations, minimizing legal risks.
In conclusion, Attendance Management in SIX ERP is a powerful tool that empowers businesses to efficiently monitor and manage employee attendance. By leveraging the capabilities to check in/out staff, export and edit timesheets, and finalize attendance records, along with understanding the comprehensive timekeeping legends, organizations can enhance operational efficiency, ensure payroll accuracy, and maintain compliance with employment standards.