ehr user manual - greentree business softwaredemo.greentree.com/ehr/ehr_user_manual.pdf ·...

User Manual

eHR - Powered by Greentree eHR Module Page

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eHR Version - Table of Contents

How to use this manual ............................................................................... 3

Overview .................................................................................................... 3

Introduction to eHR .................................................................................... 4

Overview .................................................................................................... 4

Navigation ................................................................................................... 5

How to access and exit eHR .......................................................................... 6

How to change the eHR password .................................................................. 8

eHR Layout .................................................................................................. 9

Overview .................................................................................................... 9

Main Menu ................................................................................................. 10

Leave Menu ............................................................................................... 12

Leave Request Sub-Menu ............................................................................ 13

My Details Sub-Menu .................................................................................. 16

Employee Sub-Menu ................................................................................... 18

eHR Functions ........................................................................................... 19

Overview ................................................................................................... 19

Employee Functions .................................................................................... 20 View Details .................................................................................................................................... 20 Change Details ............................................................................................................................... 22 View Banking .................................................................................................................................. 23 Change Banking ............................................................................................................................ 24 My Choices....................................................................................................................................... 26 My Incidents ................................................................................................................................... 28 View Other Employee .................................................................................................................. 30

Pays Functions ........................................................................................... 32 View ................................................................................................................................................... 32 Print .................................................................................................................................................... 33

Leave Request Functions ............................................................................. 34 View Summary ............................................................................................................................... 34 View Detail ....................................................................................................................................... 35 Change .............................................................................................................................................. 36 Cancel ................................................................................................................................................ 38 Approve ............................................................................................................................................ 39 Reject ................................................................................................................................................ 41 Delete ................................................................................................................................................ 43 Create ................................................................................................................................................ 44

Balances ................................................................................................... 45 View Balances................................................................................................................................. 45 View History .................................................................................................................................... 46 Forecast Leave ............................................................................................................................... 47

Leave Request Process Flow ......................................................................... 48

Glossary .................................................................................................... 50


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How to use this manual

Overview

Introduction This manual has been written to assist in using the eHR system.

Access aids There are various access aids to help you to find the information required.

Table of Contents – The listing of this manual’s content, which is located

at the front of the manual.

Topic titles – The major headings on each page, for example, the heading

“How to use this manual” located on this page.

Block labels – The minor headings on each page for example, the heading

“Access aids” located on this page.

Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or above installed

on their computer in order to display this PDF user manual correctly.


4

Introduction to eHR

Overview

eHR is a web-based connection to the Greentree Human Resources module used for

capturing and viewing Employee information electronically:

Employee Details

Payroll Detail

Leave Balances

Leave Requests and Approvals


5

Navigation

Introduction eHR provides a variety of navigational tools that assists you in moving around the

system quickly and easily, including:

Mouse and keyboard

Data entry

Common buttons

Mouse and keyboard – you can use the keyboard to perform the same actions as the

mouse. Some important keyboard actions are described below:

Keys Description

Links A link is an underlined word that can be selected using the

mouse or enter key. Once actioned, a pop up list / window

opens.

Example: Employee Code 00001 - will display the detail for

the Employee

! Display the online help for the Explorer program.

Alt- tab Toggles between eHR and other open Windows applications.

Data entry – data is entered into the field on a screen in three different ways. These

entry methods are:

Direct entry – to enter text into a field place the cursor inside the

field and type in the data.

Drop down list – this is a drop down list button. When selected, it

displays a list of values. Select a value and it will display into the

selected field.

Pop up list – the binoculars icon is a search button. Click on the

icon and a search pop up list box is shown. Enter search criteria,

select the ‘Go’ button and a list of options is displayed. You select

an option by using the mouse and once selected the option appears

in the relevant field.


6

How to access and exit eHR

Introduction There are two ways you can access eHR. These access methods are:

local LAN

Internet

Conditions In order to access eHR you need to be set-up in Greentree Preferences and have the

following:

Microsoft Internet Explorer version 5 or later

Procedure How to log on:

1. From Microsoft Internet Explorer screen.

2. Select the File menu, select Open.

3. Enter the applicable eHR location based on how access have been setup;

Access from the Local LAN - type the computer name

eg. http://servername/eHR

Access over the Internet - type the fully qualified domain name (FQDN)

eg. http://www.mycompany.com/eHR

4. Select OK.

If the.… Then…. eHR Log in screen you have

appears. accessed the eHR

site.

Continued on the next page


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5. Enter the Employee Code or Email address, Password, Company (if

available) and select Log In.

If the.… Then…. eHR Main screen appears. you have accessed eHR.

Please note: The Password is the eHR password as setup in eHR Employee Setup, accessed via

the HR > System > eHR menu.

A default Company can be defined in eHR configuration: eGreentree.ini file. If

defined, the Company on the Log-in screen defaults to the specified Company in the

.ini file. The Company can also be hidden and therefore will need to be set as a

default.

The Logged-in User is displayed on each eHR screen.

Result: You have accessed eHR.

Procedure How to exit:

1. From any eHR screen menu bar select the Logout link.

If the.… Then…. eHR Logout screen appears you have logged out of eHR

Please note: If any changes are pending, the system will not save before exiting. The user needs

to save any changes prior to logging out otherwise changes will be lost.

Result: You have logged out of eHR.


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How to change the eHR password

Introduction This section explains how you change the eHR login password.

Conditions You need to be logged into eHR.

Procedure How to change the password:

From the Task Bar:

1. Select Change Password.

2. Enter the old password, press tab to move between fields as

required.

3. Enter the new password.

4. Re-enter the new password to confirm.

5. Press the Change Password button.

Result: The user password has been changed.


9

eHR Layout

Overview

eHR consists of a number of Menus: A Main menu and a Leave

menu. The Menus consist of a number of Icons, each representing

an eHR Function. You can customise the availability of the icons

through the Web Menu Configuration feature in Greentree, located

in HR > System > eHR > Web Menu Configuration. The Web Menu

Configuration screen allows you to select the applicable menu, then

the menu option (icon) and to turn the visibility of the option on

and off. You can also update the Caption of the Icon.


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Main Menu

Introduction The key functions and buttons are explained in the following diagram.

Main Menu Icons Current date Summary Task Bar


My Details

The Employee’s record information, as entered and maintained through HR

Employee Maintenance, is displayed. This item also gives access to the

Employee Detail Maintenance sub-menu.

My Pays

The Employee’s Pay detail is displayed.

My Balances

The Leave Balances are displayed with the ability to drill-down to view the

History of Leave or perform a Leave Forecast. This item also gives access to

the Leave Menu.

My Leave Requests

The Leave Balances are displayed with the ability to drill-down to view the

History of Leave or perform a Leave Forecast. This item also gives access to

the Leave Menu.

Approvals

The Approvals icon displays the Leave Requests waiting for Approval. Only

the Leave Requests that you are authorised to change, is displayed.

Employees

The Employees icon is only available if you have authorisation to view the

detail of other Employees. This item gives access to the Other Employees

screen, listing the Employees that you are allowed to view. This item also

gives access to the Employee Sub-Menu.


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Current Date Displays the current system date.

Summary The eHR entry screen displays a summary of Leave Requests and Approvals, as well

as the custom links defined through eHR Module Control > eHR tab. The Leave

Request summary displays the number of Leave Requests of specific Status. The

Approval summary displays the number of Leave Requests waiting to be approved.

You can drill-down on the number to view the detail of the Leave Requests.

Common Icons Below is a list of the most commonly used icons throughout eHR.

Main Menu – Allows the user to return directly to the main menu.

Leave Menu – Displays the Leave Menu, giving access to the eHR Leave

items.

Change Password – Allows the user to change their login user

password.

Log Out – Closes the user’s current eHR session and opens the Login screen.

Binoculars – Select to perform a search on the field.


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Leave Menu

Overview The Leave Menu is accessed through selecting the Leave Menu icon on the Task Bar.

This menu allows you to create and view Leave Requests. The display of Leave

Requests can be filtered based on Status. The Leave Menu also hosts the Leave

Balances icon from which you can view your Leave History and / or perform a Leave

Forecast.

Drill-down on a Leave Request gives access to the Leave Request Sub-menu.

Leave Menu Icons

My Leave Requests

This item lists the Employee’s Leave Requests based on the Status selected.

You have the option to select <All> as Status. You can drill-down on the

Date From field to gain access to the Leave Request detail.

Drill-down also gives access to the Leave Request Sub-menu.

Add Leave Request

The Add Leave Request icon gives access to the Adding Leave Request

screen from which you can create a Leave Request. A new Leave Request is

created with a status of ‘Entered.

My Balances

The Balances screen displays the Leave Balances for the Employee up to

system date. The Balances are displayed per Pay Transaction Type (with JC

Activity Type = None). The Entitled Hours and Days are displayed. You can

drill-down to view the Leave History for the Employee or to perform a

Leave Forecast.


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Leave Request Sub-Menu

Overview The Leave Request Sub-Menu is accessed through drill-down on a Leave Request.

The Sub-menu hosts the icons that allow you to view, maintain, submit, cancel,

approve, reject and delete a Leave Request.

Leave Sub-Menu Icons


Change Request

The View Request detail is displayed in maintenance mode. You can

therefore update the detail of the Leave Request. Note:

- This icon is not available to Leave Request’s of Status Approved,

Rejected or Cancelled.

- A Leave Request of status ‘Awaiting Approval’ can be changed. Once

updated, you need to re-submit the Leave Request for Approval.

View Request

The detail of the Leave Request is displayed. The detail includes the

Employee, type of leave, leave period and status, leave duration and reason.

Submit Request

The detail of the Leave Request is displayed. A ‘Submit’ button is available

so that you can submit the entered leave request for Approval. The status of

the Leave Request is updated to ‘Awaiting Approval’.


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Fields

Request No The Leave Request number uniquely identifies the Leave Request. The Leave Request number is

displayed in the Header. If you create a new Leave Request the system auto generates the Leave Request

Number.

Employee The Employee that the Leave Request is for is listed in the following fields:

- Code

- Surname

- First Name

Leave Type Leave type identifies the nature of the Leave.

Copied From

If the Leave Request was created in Greentree, through the use of the Copy function, then this field

defaults to the Request Number that it was copied from.

Status This field displays the Status of the Leave Request. Status is automatically updated based on the actions

performed to the Leave Request.

Priority Priority indicates level of importance.

Work Calendar The work calendar defaults from the Employee record in Greentree (HR Employee Maintenance >

Balance Tracking tab). If a Work Calendar is not selected for the Employee, then 'N/A' (Not Applicable)

is displayed in this field. This field is display only.

Std Hrs / Day The standard number of hours per day defaults from the Employee record in Greentree (HR Employee

Maintenance > Balance Tracking tab). This field is display only.


Cancel Request

The Cancel request icon allows you to request that a Leave Request is

cancelled. If the Leave Request was of status 'Entered' or 'Awaiting

Approval', then the Leave Request status is updated to 'Cancelled'. If the

Leave Request was already Approved (status = Approved), then the status of

the Leave Request is updated to 'Cancel Request' and the cancellation needs

to be approved or rejected through the Leave Approval feature. If the

cancellation is approved, the status of the Leave Request is updated to

'Cancelled'. If the cancellation is rejected, the status of the Leave Request

remains 'Approved'.

The Cancel Request icon is not available to Leave Requests of status:

- Cancel Request

- Cancelled

- Rejected

Delete Request

The Leave Request is deleted. This icon is only available if the Leave

Request is of status ‘Entered’.

Approve Request

The Leave Request is approved. The status of the Leave Request is updated

to ‘Approved’. This icon is only available if the Leave Request is of status

‘Awaiting Approval’ or ‘Cancel Request’.

Reject Request

The Leave Request is rejected. The status of the Leave Request is updated to

‘Rejected’. This icon is only available if the Leave Request is of status



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Std Hrs / Pay The standard number of hours per pay period defaults from the Employee record in Greentree (HR

Employee Maintenance > Balance Tracking tab). This field is display only.

Std Hrs / Week The standard number of hours per week defaults from the Employee record in Greentree (HR Employee

Maintenance > Balance Tracking tab). This field is display only.

From Date From Date is the date on which the leave period commence. From Date is a required field when a new

Leave Request is created.

To Date To Date is the date on which the leave period ends. To Date is a required field when a new Leave Request

is created.

Use Calculated Leave The Calculated Leave option is available if a Work Calendar is selected against the Employee’s record in

Greentree. The system calculates the duration of the Leave period in Hours / Days / Weeks.

Use Specified The Specified Leave option allows you to enter the duration of the Leave Period when a new Leave

Request is created. You need to select the timeframe and enter the duration. The Calculated Request fields

are updated to reflect your input.

Calculated Request The calculated Request fields display the duration of the leave request in Hours / Days / Weeks.

Leave Reason Text to describe the reason for requesting the leave request.

Cancel Reason Text to describe the reason for cancelling the leave request.

Reject Reason Text to describe the reason for rejecting the leave request.

Leave Request Trees

Fields to allow the selection of leave request trees. These are setup within the system menu of leave

planning.

Leave Request Fields

Fields to allow the entry of leave request user defined fields. These are setup within the system menu of

leave planning.


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My Details Sub-Menu

Overview The My Details Sub-menu is accessed through the My Details icon on the Main

menu. The Details Sub-menu hosts the icons that allow you to change your

Employee detail and to view / change your Banking details.

My Details Sub-Menu Icons


Change Details

The eHR User’s Employee detail is displayed in read and write mode,

allowing you to maintain the detail as required. Note: The CV detail cannot

be maintained.

My Details

The eHR User’s Employee detail, as captured in Greentree, is displayed

through the use of a number of sub-tabs i.e. Main, Other Info, Picture and

CV (curriculum vitae / resume detail).

View Banking

The Employee’s Payroll Payment details are displayed. eHR Module control

determines which Payment types are available through eHR.

Change Banking

The Employee’s Payroll Payment details can be maintained.

My Choices

The Choices feature enables the Employee to enter Payroll related choices,

for example: Change of Superannuation fund.

My Incidents

The Incidents menu item enables the Employee to create new Incidents

through eHR, for example: Report a health hazard or injury sustained.


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Fields

First Name The first name of the employee.

Surname The surname of the employee.

Code The unique code that identifies each employee in Greentree Human Resources.

Business Phone The phone number where the employee can be reached during business hours.

Mobile Phone The employee’s mobile phone number.

Fax The fax number for the employee.

Home Phone The phone number where the employee can be reached after business hours.

Email The employee's email address.

Street Address The Street Address for the Employee.

Post Code The Post Code for the area. If maintained, the State and T/Zone defaults to the values entered within Post

Code Maintenance in Greentree

State State defaults to the State entered against the Post Code in Greentree.

Country Country defaults to the country for the current Company you are logged into (based on Greentree

settings). Note: If you maintain Country through manually selecting another Country from the list, then

the manually selected country code will be appended to the end of the last address line upon saving.

T/Zone The Time Zone defaults based on the Post Code selected.

Postal Address Same as Street Address If ticked, the Postal Address details are the same as the Street Address. If not ticked, a separate Postal

address can be entered.


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Employee Sub-Menu

Overview The Employee Sub-Menu is accessed through drill-down on an Employee. The Sub-

menu hosts the icons that allow you to view the details of another Employee, change

your Employee detail and view / change your Banking detail.

Employee Sub-Menu Icons

Fields

Please refer to the My Details Sub-Menu for detail regarding the fields available on the Employee My

Details and Change Details screens.

My Details

The detail of the selected Employee is displayed. The detail includes Contact

detail, next of kin, picture and curriculum vitae (resume) detail.

Change Details

The eHR User’s Employee detail is displayed in read and write mode,

allowing update of information. Note: The curriculum vitae (resume) detail

cannot be updated.

View Banking

The eHR user’s Payroll Payment details are displayed. eHR Module control

determines which Payment types are available through eHR.

Change Banking

The eHR user’s Payroll Payment details can be maintained.

Balances

The Balances screen displays the Leave Balances for the Employee up to

system date. The Balances are displayed per Pay Transaction Type (with JC

Activity Type = None). The Entitled Hours and Days are displayed. You can

drill-down to view the Leave History for the Employee or to perform a

Leave Forecast.


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eHR Functions

Overview

Introduction This section explains how to perform each of the different procedural functions

within eHR.

In this section This section is divided into the following topics:

Employee

View Employee Details

View Employee Banking

Change Employee Details

Change Employee Banking

Enter Employee Choices

Enter Employee Incidents

View Other Employee Details

Pays

View Pays

Print Pays

Leave Requests

View Leave Requests

View Detail of specific Leave Request

Change Leave Request

Cancel Leave Request

Approve Leave Request

Reject Leave Request

Delete Leave Request

Add Leave Request

Balances

View Balances

View Leave History

Forecast Leave

Leave Request Process Flow


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Employee Functions

View Details

Introduction This section explains how the eHR User can view their Employee detail.

Conditions Greentree > HR > System > eHR > Employee Setup > Privileges, determine if the

eHR User can view the Employee’s:

1. Picture tab

2. Positions

3. Address and Phone numbers

4. Email Address

5. Next of Kin

6. CV detail

o Certification tab

o Education tab

o Prior Employment tab

o Skills tab

o Training tab

The eHR user can only view their Employee record through this feature.

Procedure From the Main screen:

1. Select the My Details icon.

2. The Details for Employee screen is displayed. The screen consists of a number of

tabs, containing the various fields for the Employee.



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3. Select a tab to view the information contained on that page. The following tabs

are available:

- Main: Contact detail for the Employee

- Other Info: Next of Kin detail for the Employee

- Picture: Picture of the Employee

- CV: Curriculum vitae / Resume of the Employee

o Certification

o Training

o Skills

o Education

o Employment

4. The list of Attachments for the Employee is listed in the bottom section of the

screen. You can drill-down on an Attachment to open the Attachment.

Result: The eHR user’s Employee record is displayed.


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Change Details

Introduction This section explains how to maintain your Employee detail.


eHR User can update the Employee’s:

Picture tab

Positions

Address and Phone numbers

Email Address

Next of Kin

The eHR user can only maintain their Employee record through this feature.



2. Your Employee record is displayed on the Details for Employee screen.

3. Select the Change Details icon.

4. The Employee record is available in read/write mode.

5. Update the relevant fields through selecting the applicable tab, then the required

field.

6. Press the Save button.

Result: The Employee record has been changed.


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View Banking

Introduction This section explains how to view your Banking detail.


eHR User can view the Banking detail.

Greentree > HR > System > eHR > Module control > eHR tab, determine which

Banking types are available through eHR.

The eHR user can only view their Banking detail through this feature.




3. Select the View Banking icon.

4. The Banking details are displayed.


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Change Banking

Introduction This section explains how to change your Banking detail.


eHR User can maintain the Banking detail.

Greentree > HR > System > eHR > Module control > eHR tab, determine which

Banking types are available through eHR.

The eHR user can only change their Banking detail through this feature.



2. Select the Change Banking icon.

3. The Banking details are displayed.

4. If you wish to maintain a Pay method, select the Pay Method you wish to

maintain.

5. Update the detail as required.


Result: The Employee’s Banking details have been changed.

7. If you wish to delete the Pay method, select the ‘Delete’ button. Note: The delete

button is only available for the following two pay methods: Cheque and Cash.

Result: The Employee’s Pay Method is deleted.



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8. If you wish to create a new Pay method, select the ‘New’ button.

9. Update the detail as required.


Result: The Employee’s Banking details have been changed.


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My Choices

Introduction This section explains how the eHR user can view and create Payroll Choices.

Conditions None




3. Select the My Choices icon.

4. The eHR User’s Choices are displayed.

5. You can drill-down on the Choice Reference to view the Choice detail.

6. Select the ‘Add New button’ to enter a new Choice.

7. The Choice Detail window is displayed.



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8. Enter a Choice Code. Choice Code is alpha-numeric of length 12.

9. Enter a Choice Description.

10. Select a Choice Type from the drop-down list. The Choice Types are created and

maintained in Greentree as lookups.

11. Method defaults to eHR and cannot be maintained.

12. Select an Effective Date for the Choice through the use of the Calendar button.

13. Enter the Details of the Choice. The Details field should be descriptive enough

for the HR person to process the Choice.

14. The Processing fields apply to an existing Choice. These fields display the

current status of the Choice in Greentree.

Result: The Employee has created a Payroll Choice through eHR.


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My Incidents

Introduction This section explains how the eHR user can view existing and create new Incidents

from eHR.

Conditions None




3. Select the My Incidents icon.

4. The eHR User’s list of Incidents are displayed.

5. You can drill-down on the Incident to view the Incident detail. You can also

maintain an Open Incident.

6. Select the ‘Add New button’ to enter a new Incident.

7. The Incident Detail window is displayed.



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8. Incident Code is automatically generated.

9. Enter an Incident Description.

10. Select an Incident Type from the drop-down list. The Incident Types are created

and maintained in Greentree as lookups.

11. Select the Date on which the Incident occurred through the use of the Calendar

button.

12. Enter the Time that the Incident occurred, for example: 10:00 AM.

13. Injured defaults to the current eHR User. If you log the Incident on behalf of

another Employee, then select the Injured from the drop-down list.

14. Enter the Location where the Incident occurred.

15. Enter the Circumstances under which the Incident occurred.

16. Enter Comments regarding the Incident.

17. Select the ‘Add’ button to submit the new Incident.

Result: The Employee has created a new Incident in Greentree through eHR.


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View Other Employee

Introduction This section explains how the eHR User can view or maintain another Employee’s

detail.


eHR User can view or maintain another Employee’s:

Picture tab

Positions

Address and Phone numbers

Email Address

Next of Kin

CV detail

o Certification tab

o Education tab

o Prior Employment tab

o Skills tab

o Training tab

Balances


1. Select the Employees icon.

2. The Other Employees screen is displayed, listing the other Employees that you

are authorised to view, as defined in Greentree > HR > System > eHR >

Employee Setup > Other Employees tab.

3. Select the Employee Code for the Employee whose detail you wish to view.



31

4. The Details for ‘Employee’ screen is displayed, listing the Employee detail for

the selected Employee.

5. Select a tab to view the information contained on that page. The following tabs

are available:

- Main: Contact detail for the Employee

- Other Info: Next of Kin detail for the Employee

- Picture: Picture of the Employee

- CV: Curriculum vitae / Resume of the Employee

o Certification

o Training

o Skills

o Education

o Employment

Result: The selected Employee’s detail is displayed.

6. Select the Change Details icon if you wish to maintain the Employee’s detail.

7. Select the View Banking Details icon if you wish to view the Employee’s

Banking detail.

8. Select the Change Banking Detail if you wish to maintain the Employee’s

Banking detail.

9. Select the Balances icon if you wish to view the Employee’s Balances. The

following Balances are displayed: Annual, Sick and Long Service.


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Pays Functions

View

Introduction This section explains how to view your Pay detail.


eHR User can view the Employee’s:

Pays

The eHR user can only view the Pay detail for their Employee record through this

feature.


1. Select the My Pays icon.

2. The List All Pays for Employee screen is displayed.

3. If you wish to search for a specific Pay, enter the From and To Date, followed by

selecting the Search Now button.

4. If you wish to view all Pays for the current financial year, then select the This

Year button.

5. If you wish to view all Pays for the previous financial year, then select the Last

Year button.

6. If you wish to view all Pays in the database, then select the All button.

Result: A Summary of Pays for the Employee is displayed as per criteria selected.


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Print

Introduction This section explains how to print your Pay detail.


eHR User can print the Employee’s Pays.

Greentree > HR > System > eHR > Module control > eHR, determines if the Print

feature delivers and html page and / or a pdf file.

The eHR user can only print the Pay detail for their Employee record through this

feature.


1. Select the My Pays icon.

2. The List All Pays for Employee screen is displayed.

3. Perform the applicable search to retrieve the Pay you wish to Print.

Result: A Summary of Pays for the Employee is displayed as per criteria selected.

4. Select the Pay Number for the Pay you wish to Print.

Result: The html / pdf is generated containing the detail of the selected Pay.


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Leave Request Functions

View Summary

Introduction This section explains how to view the Employee Leave Request summary.

Conditions The eHR User can view their own Leave Request Summary and any other employees

that they have security to view.


1. Select the My Leave Requests icon.

2. The Leave Requests screen is displayed, listing your Leave Requests for the

default Status ‘Not Finalised’.

Note: Instead of step 1 and 2, you can select Leave Menu from the Task bar. The

Leave sub-menu is displayed, as well as the Leave Request listing for the Employee.

3. If you wish to view your Leave Requests of another Status, select the applicable

Status from the drop-down list of Statuses. <All> is available as Status if you

wish to see all your Leave Requests.

Result: Your Leave Request Summary is displayed.

4. If you wish to view the detail for a specific Leave Request, select the Date From

to drill-down.


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View Detail

Introduction This section explains how to view the detail of a Leave Request.

Conditions The eHR User can only view the detail of their own Leave Request.



2. The Leave Requests screen is displayed, listing your Leave Requests for the

default Status ‘Not Finalised’.

Note: Instead of step 1 and 2, you can select Leave Menu from the Task bar. The

Leave sub-menu is displayed, as well as the Leave Request listing for the Employee.

3. Select the Status of the Leave Request you wish to view from the drop-down list

of Statuses.

4. Select the Date From of the Leave Request you with to view.

5. The Leave Request screen is displayed, pre-filled with the detail of the selected

Leave Request.

Result: The detail of the selected Leave Request is displayed.


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Change

Introduction This section explains how to update the detail on a Leave Request.

Conditions The eHR User can only maintain their own Leave Request.

The Change Request icon is only available if the Leave Request is of Status

‘Entered’ or ‘Awaiting Approval’.

Procedure On the Leave Menu:


2. Select the Status of the Leave Request you wish to change from the drop-down

list of Statuses.

3. Select the Date From of the Leave Request you wish to change to drill-down to

the Leave Request detail.


Leave Request.

5. Select the Change Request button.

6. The Changing Leave Request screen is displayed.

7. Update the details of the Leave Request as required.



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Result: The Leave Request has been changed.


38

Cancel

Introduction This section explains how to cancel a Leave Request.

Conditions The eHR User can only cancel their own Leave Request.

The Cancel Request icon is only available if the Leave Request is of Status

‘Entered’, ‘Awaiting Approval’ or ‘Approved’.

Procedure On the Leave Menu:


2. Select the Status of the Leave Request you wish to cancel from the drop-down list

of Statuses.

3. Select the Date From of the Leave Request you wish to cancel to drill-down to

the Leave Request Detail.


Leave Request.

5. Press the Cancel Request button.

6. The Cancel Leave Request screen is displayed.

7. Press the Cancel button.

Result: If the Leave Request was of status ‘Entered’ or ‘Awaiting Approval’, then

the Leave Request status is updated to ‘Cancelled’. If the Leave Request was of

status ‘Approved’, then the status is updated to ‘Cancel Request’.


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Approve

Introduction This section explains how to approve a Leave Request.

Conditions The eHR User can only approve Leave Requests if authorised in Greentree to do so.

This setting is located in Greentree > HR > System > eHR > Employee Setup >

Leave Request Approval tab. The eHR User can also approve Leave Requests for

Employees that they are delegated to. This setting is located in Greentree > HR >

System > eHR > Employee Setup > Delegates tab.

The Approve Request icon is only available if the Leave Request is of Status


Procedure On the Main Menu:

1. Select the Approvals icon.

2. The Leave Requests for Approval screen is displayed, listing all the Leave

Requests you are authorised to approve / reject based on the default Status of

<All> and the default View of <All>.

3. Select another Status from the drop-down list if required. You have the ability to

select Leave Requests awaiting Approval or Leave Requests awaiting approval of

Cancellation.

4. Select another view from the drop-down list if required;

Mine: Lists all the Leave Requests for the Employees that you are authorised

to approve, as captured in Greentree eHR Employee Setup > Leave Request

Approval tab.

Delegates: Lists all the Leave Requests for the Employees delegated to you

for approval, as captured in Greentree eHR Employee Setup > Delegates tab.

5. Select the Number or Date From of the Leave Request if you wish to drill-down

to the Leave Request Detail.


Leave Request.

7. Press the Approve Request button.

8. The Approve Leave Request screen is displayed.



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9. Press the Confirm Approve button.

Result: If the Leave Request was of status ‘Awaiting Approval’, then the Leave

Request status is updated to ‘Approved’. If the Leave Request was of status ‘Cancel

Request’, then the status is updated to ‘Cancelled’. An email is sent to the Employee

to notify them that the Leave Request was approved or the cancellation request was

approved.


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Reject

Introduction This section explains how to reject a Leave Request.

Conditions The eHR User can only reject Leave Requests if authorised in Greentree to do so.

This setting is located in Greentree > HR > System > eHR > Employee Setup >

Leave Request Approval tab. The eHR User can also reject Leave Requests for

Employees that they are delegated to. This setting is located in Greentree > HR >

System > eHR > Employee Setup > Delegates tab.

The Reject Request icon is only available if the Leave Request is of Status ‘Awaiting

Approval’ or ‘Cancel Request’.

Procedure On the Main Menu:

1. Select the Approvals icon.

2. The Leave Requests for Approval screen is displayed, listing all the Leave

Requests you are authorised to approve / reject based on the default View of

<All>.

3. Select another view from the drop-down list if required;

Mine: Lists all the Leave Requests for the Employees that you are authorised to

approve/reject, as captured in Greentree eHR Employee Setup > Leave Request

Approval tab.

Delegates: Lists all the Leave Requests for the Employees delegated to you for

approval, as captured in Greentree eHR Employee Setup > Delegates tab.

4. Select the Date From of the Leave Request you wish to reject to drill-down to the

Leave Request Detail.


Leave Request.

6. Press the Reject Request button.

7. The Reject Leave Request screen is displayed.



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8. Press the Reject button.

Result: If the Leave Request was of status ‘Awaiting Approval’, then the Leave

Request status is updated to ‘Rejected’. If the Leave Request was of status ‘Cancel

Request’, then the status is updated to ‘Rejected’.


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Delete

Introduction This section explains how a user deletes a Leave Request.

Conditions The eHR User can only delete their own Leave Request.

The Delete Request icon is only available to Leave Requests of status ‘Entered’.

Procedure From the Leave menu:

1. Select ‘Entered’ from the drop-down list of Statuses.

2. Select the Date From of the Leave Request you wish to delete to drill-down to the

Leave Request detail.


Leave Request.

4. Select the Delete Request button.

5. The Delete Leave Request screen is displayed.

6. Select the Delete button.

Result: The Leave Request is permanently deleted.


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Create

Introduction This section explains how to create a new Leave Request.

Conditions The eHR User can only create their own Leave Requests.



2. Select the Add Leave Request icon.

3. The Adding Leave Request screen is displayed.

4. Select another Leave Type, if required.

5. Select the Priority of the Leave Request to indicate the level of urgency. Priority

is optional.

6. Enter the From Date: Date on which your leave period commence.

7. Enter the To Date: Date on which your leave period ends.

8. Indicate if the leave duration should be system calculated or specified. If you

select specified, then you need to enter the leave timeframe and duration.

9. Enter a Leave Reason.

10. Press the Check Balances button to see what balance is available.


Result: The Leave Request number is generated and the new Leave Request is

saved and displayed on the Leave Request screen.


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Balances

View Balances

Introduction This section explains how the eHR User can view their Employee Balances.

Conditions The eHR User can only view their Balances if authorised in Greentree to do so. This

setting is located in Greentree > HR > System > eHR > Employee Setup > Privileges

tab.

The eHR User can only view the Balances for their own Employee record through

this feature.


1. Select the My Balances icon.

2. The Balances for ‘Employee’ up to system date screen is displayed.

Result: The Entitled Hours and Entitled Days for the Employee is displayed per Pay

Transaction Type with JC Activity Type = None.


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View History

Introduction This section explains how the eHR User can view their Balance History.

Conditions The eHR User can only view their Balance History if authorised in Greentree to do

so. This setting is located in Greentree > HR > System > eHR > Employee Setup >

Privileges tab.

The eHR User can only view the Balance History for their Employee record through

this feature.




3. Select the Details field of the Balance for which you want to view the Balance

History.

4. The Pay transaction type’s Balance screen is displayed.

5. To view the detail for a specific period, enter the From and To date, then select

the Search Now button.

6. To view the detail for the current financial year, select the This Year button.

7. To view the detail for the previous financial year, select the Last Year button.

8. To view the full history for the selected Pay Transaction Type, select the All

button.

Result: The history is displayed for the selected Pay Transaction Type.


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Forecast Leave

Introduction This section explains how the eHR User can perform a Leave Forecast.

Conditions The eHR User can only perform their Leave Forecast if authorised in Greentree to do

so. This setting is located in Greentree > HR > System > eHR > Employee Setup >

Privileges tab.

The eHR User can only perform a Leave Forecast for their Employee record through

this feature.




3. Select the Forecast field of the Balance on which you want to perform the

Forecast.

4. The Forecast ‘Pay Transaction Type’ screen is displayed, displaying the current

balance for the Pay Transaction Type.

5. Enter the Date up to which you wish to do the Forecast.

6. Select the Do Forecast button.

Result: The Forecast Accruals and the Forecasted Balance up to the Forecast Date,

is displayed. The Forecasted Balance = Current Balance + Forecast Accrual.


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Leave Request Process Flow

Introduction This section contains a diagram which provides a summary of the Leave Request

flow i.e. statuses of a Leave Request. Status is an important field as it represents the

phase that the leave request is in:

Entered: A Leave Request has been entered by the Employee or a previously

submitted Leave Request has been changed by the Employee.

Awaiting Approval: Leave Request has been submitted by the Employee for

Approval. This Leave Request is available to Leave Approvals.

Cancel Request: An Employee has requested to cancel a previously approved

Leave Request. This Leave Request is available to Leave Approvals.

Cancelled: A Leave Request of status 'Entered' or 'Awaiting Approval' has been

cancelled by the Employee or a Leave Request of status 'Cancel Request' has

been approved to be cancelled.

Approved: A Leave Request has been approved by the Approver or a Leave

Request of status 'Cancel Request' has been rejected by the Approver.

Rejected: A Leave Request has been rejected by the Approver.



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Process


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Glossary

Database – a file composed of records each containing fields, with a set of

operations for searching, sorting, combining and other functions.

eHR - a web-based connection to the Greentree Human Resources module.

ehr user manual - greentree business softwaredemo.greentree.com/ehr/ehr_user_manual.pdf ·...

Documents