01. User's Guide - HRM - System

Fast Human Resources Online User’s Guide Chapter - System Mục lục Fast Human Resources Online User’s Guide Chapter - System 1 System List 1.1 Define Working Period 1.2 Exchange Rate List 1.3 Currency List 1.4 Unit list 1.5 Department List User and Access Right Maintenance 2.1 User Maintenance 2.2 User Right Assignment 18 Data Maintenance 26 3.1 Data backup 26 3.2 Data Closing 27 3.3 Unit Locking 28 3.4 Data Closing by Voucher 28 3.5 Create New Year Data File 28 Other System Configurations 29 4.1 Voucher Information 29 4.2 Optional Parameters 32 4.3 Declare the beginning input date 37 User’s Guide Chapter - System System List 1.1 Define Working Period This function helps reduce mistakes of date during data entry Data cannot be input if the date is not within the defined period 1.2 Exchange Rate List This function is used to input and save timely exchange rate of all foreign currencies In entries of arising in foreign currency, the default exchange rate will be the latest one (towards the transaction date) extracted from this list For example: the exchange rate of USD on 01/01/2010 is VND 19,500; on 01/10/2010 is VND 21,500 Income/Deduction by the Progressive Tax Tariff in USD on 01/02/2010, the default value of exchange rate field will be 19,500 Income/Deduction by the Progressive Tax Tariff in USD on 15/10/2010, the default value of exchange rate field will be 21,500 Fast Human Resources Online 3/37 User’s Guide Chapter - System 1.3 Currency List  Amount Reading: [1] [2].[3] [4] [5] - [1] Used in some cases there is of introduction before amount reading For example: Key in field [1]:"US dollar: ", when printing 1000 USD, it will be " US dollar: One thousand dollars only " in words - [2] Used to replace currency name For example: The currency name is “US Dollar”, we can replace by “Dollar”, when printing 1000 USD, it will be " One thousand dollars only " in words - [3] Conjunction used to join name of decimal numbers into the main one, usually “and” For example: “One hundred twenty three dollars and forty five cents” Fast Human Resources Online 4/37 User’s Guide Chapter - System - [4] Unit of decimal amount in accordance with each currency - [5] Suffix such as “only”, used in case there is no decimal numbers For example: When printing 123.45 USD, it will be “ One hundred twenty three dollars and forty five cents ” in words  No of Decimal Digits Enable to read up to n decimal digits accordance with the required number of decimal digits of each currency For example: 100 cents=1 dollar; it’s required decimal digits  In Words / In Words The result of trial reading Note: - In case of the currency without decimal number (like VND), define “No of Decimal Digits” as and the [5] column as “only” For example: 10 will be read as “Ten dong only” - In case of the currency with decimal numbers (like USD), use or fields The [2] field is currency name; the [3] one is the conjunction, and the [4] one is unit of decimal number - Some suggestions in definition: 123.01$ is read as: “In USD: One Hundred Twenty Three Dollars and One Cent” 123.00$ is read as: “In USD: One Hundred Twenty Three Dollars only” Fast Human Resources Online 5/37 User’s Guide Chapter - System The same to VND: 956.785 VND is read as: “In VND: Nine Hundred Fifty Six Thousand Seven Hundred Eighty Five Dong only” 1.4 Unit list Unit list is used in case data are required to be analyzed by unit Units can be subsidiary companies, branches, stores In entry screens, one field is designed to input unit code to differentiate data of units Depending on company or unit characteristics, data can be centralized (mostly in case units are GL departments, stores, factories ) or input separately in units’ territories and transferred to parent company database (mostly in case units are subsidiary companies, branches ) Unit list is also based to assign user access right by unit Except administrator, a user can only access to the unit(s) that he/she has been assigned Summary report data are also collected by unit Except administrator, a user can only view reports of the unit(s) that he/she has been assigned Unit list also relates to site definition A site code used in a unit cannot be used in another one because it relates to inventory data summary by site in each unit Fast Human Resources Online 6/37 User’s Guide Chapter - System 1.5 Department List This menu is used to define departments in a company, which are used in expense, revenue, profit management by department when necessary Departments are also used in all other modules during data entry and reporting by department In case the company’s chart of accounts has been divided by department, department list should be created first, with chart of accounts, to define to which department a sub account is corresponding – use “Account Segment Definition” function During voucher entry, the department code will auto appear when you enter the sub account User and Access Right Maintenance 2.1 User Maintenance 2.1.1 User and Access Right To log in the system, you are required to type username and password, which are defined in “User and Access Right Maintenance” menu The system auto saves time and information of users by whom the vouchers, lists are created and last modified The information can also be viewed in each voucher (See common guides in data entry for reference) Fast Human Resources Online 7/37 User’s Guide Chapter - System  Name User name to access the system Name is a code of user, accent and blank are invalid  Full name Full name of user; free input  Password / Confirm Password Password and password confirmed must be the same After administrator creates a new username, that user can edit his/her own password  Password Security Level Password security has following levels: - At least characters - Consisting of numbers and letters - At least upper-case letter - Consisting of other characters except numbers and letters Fast Human Resources Online 8/37 User’s Guide Chapter - System Note: - The higher level is default to consist of the lower one; - All levels require “at least”, not “only” the security condition For example: Level requires at least a number and a letter; it does not mean password can only consist of numbers and letters (It can consist of other characters except numbers and letters) Possible action messages:  - “Password must consist of at least characters.” in accordance with level 1; - “Password must consist of at least characters in both numbers and letters.” in accordance with level 2; - “Password must consist of at least characters in both numbers and letters with upper-case letter.” in accordance with level 3; - “Password must consist of at least characters in both numbers and letters with upper-case letter and other characters except numbers and letters.” in accordance with level No of Days Required to Change Password Enter “0”, it’s not required to change password Enter=n, it means that after n days, the system will require to change password when you log in (Action message “The current password is expired now.”)  Required to Change Password Next Time If you select “Yes”, the system will require change password when you first log in  Allowed Reusing Old Password If you select “No”, when you change password, the system will compare the new password with latest ones to check whether they are the same If they are the same, the system will give message “Old password must not be reused.” Note: Besides password security level, some phrases/words are not allowed in password setting such as: 111111, 123456, 654321, 1234567, 12345678, Fast Human Resources Online 9/37 User’s Guide Chapter - System 123456789, 0123456789, 1234567890, 123123, abc123, qwerty, qazwsx, password, passw0rd, monkey, letmein, trustno1, dragon, baseball, iloveyou, master, sunshine, ashley, bailey, shadow, superman, michael, football However, this list can be edited  Enabled to Restrict UAR of Junior Users Allow restricting the access right by level with unlimited number of levels In case junior user is assigned by many senior users in many levels (including admin – if any), the access right will be selected by “OR” (the same as the case that a user is assigned by individual and group); Admin is the only one who can create new user, create/change password, add junior users for a senior user;  Handphone Number Handphone Number of people who are responsible for approving order or requirement The order repairing will send approving request to Approving Officer’s number via SMS  Email Email address of people who are responsible for approving order or requirement The order repairing will send approving request to Approving Officer’s address via email  Default Language Language will use to display the approving request Note: A user can only sign in Fast HRM Online once – it means a user who has already signed in the system cannot sign in again at the same time - If the user (already sign in) wants to sign in another computer (or browser), it is required to sign out; - Closing the browser does not mean signing out the system At that time, you have to wait for working session finish (now defined 20 minutes) to sign in again; - If the user wants to sign in another client (or browser), the system will ask if the user want to sign out the current session or not If yes, the previous session will be completely invalidated Fast Human Resources Online 10/37 User’s Guide Chapter - System To define the task access right to an employee, select one or more task branches in the structure that the employee is assigned such as: right to access payroll tasks for employee calculating payroll; right to access interview, training tasks for recruitment and training employees; right to access social insurance, work accident tasks for employees taking care of insurances and benefits This function allows defining access right to each task (access, add, edit or delete) Only employees who have been assigned the task access right are enabled to access the menus at the bottom left corner in "Employee Information" screen Note: If a user has been assigned the access, add, edit, delete rights in system but has not been assigned the edit right in this function, he/she cannot edit employee information Fast Human Resources Online 23/37 User’s Guide 2.2.4 Chapter - System Defining Department Access Control After defining access rights, administrator continues defining access rights by department Enter "Defining Department Access Control", select the access right and click edit The department tree structure will appear as following picture: To define the department access right to an employee, select one or more department branches in the structure that the employee is assigned For example: In Sales department, there are head, deputy of head and groups of sales employees: - employees in group 1; Fast Human Resources Online 24/37 User’s Guide Chapter - System - employees in group If a user is assigned the right to access Sales Department, he/she is enabled to view, edit or delete information of the whole 11 employees and managers in the department If a user is assigned the right to access group only, he/she is enabled to view, edit or delete information of employees in group only Only employees who have been assigned the department access right are enabled to access the department at the top left corner in "Employee Information" screen 2.2.5 User Access Control After defining access rights, administrator will assign the rights to all users Common users can also assign rights to junior users if they are defined in option “Enable to assign right to junior users” in system User access control is to assign the access right defined in “Access Right List” to user A user cannot be assigned many rights in the same type If it is required, put the user in many groups and assign the rights to these groups For example: - Access right to task 1: enable to access “General Information”; - Access right to task 2: enable to access “Passport, Visa”, “Health” and “Family Background”; - Access right to task 3: enable to access “General Information”, “Passport, Visa”, “Health” and “Family Background” If a user is allowed to access all tasks above, he/she cannot be assigned access right and at the same time, but assigned the access right or put in group with the access right Fast Human Resources Online 25/37 User’s Guide 2.2.6 Chapter - System Group Access Control Group access control is used in case one access right is assigned to many employees (users) in a department In this case, all employees in department will be in a group and assigned the access right to group only Besides, group access right is used because a user cannot be assigned many rights in the same type If it is required, put the user in many groups and assign the rights to these groups 2.2.7 Defining Employee Access Right After defining access rights, administrator continues defining access rights by employee Enter "Defining Employee Access Right", select the access right and click edit The defining screen will appear as following picture: To assign the access right to employees, it is required to define list of users in System Each employee is defined one user Any employee who is not defined user cannot access to view his/her own information A supervisor who wants to view information of junior employees must be assigned the department access right Data Maintenance 3.1 Data backup Data backup is very important Data may be lost because of many reasons such as errors of hard disk, virus attack Fast Human Resources Online 26/37 User’s Guide Chapter - System Data backup files are formatted “*.Dat” files and the file names are the date of backup In case of data lost, we can restore data based on the backup data using SQL Note that backup files should be set in a hard disk different from one containing system running files to avoid cases of hard disk errors or corruptions The backup file directory is now defined by a system optional parameter; however, it is optional to be hidden or defined Note: If the backup folder directory is defined in client, it is known as network directory (relative); since the data compression is required from client If it is absolutely defined in server, when processing backup in client, the address cannot be understood; because the system has to rely on this directory to compress the backup file This is the directory that the client can view, not the absolute one in server Specifically, we have to define the directory as a shared folder from the server such as \\server1\backup\, \\server2\luutru\ 3.2 Data Closing This function is used to lock data when vouchers have been completed for a reporting period Data up to closing date cannot be added or edited To edit data in a closed period when necessary, it is required to change the closing date to the previous period For example: To open 05/2012 period, set closing date as 30/04/2012 (period 04/2012) It is the best to limit data closing right for administrator only to avoid problems to closed data Fast Human Resources Online 27/37 User’s Guide Chapter - System 3.3 Unit Locking Fast Human Resources Online supports this function for closing data by unit This function is useful in case database consists of data of many units but the data closing dates of units are different It is impossible to add, edit or delete any voucher in data of unit from the data closing date backward If it is required to edit closed data, “open” by closing by the date of previous period or let the data closing date blank For example: If you want to open period 05/2016, close data to date 30/04/2016 (period 04/2016) 3.4 Data Closing by Voucher This function helps to close data of each voucher and by user Data up to closing date cannot be added or edited To edit data in a closed period when necessary, it is required to change the closing date to the previous period For example: To open 05/2012 period, set closing date as 30/04/2012 (period 04/2012) 3.5 Create New Year Data File Because the system is operated year by year, data input in many years become so huge If the whole data are stored in a physical file, the system processes will slow by time The solution is to partition the tables into smaller physical tables for the queries work faster During creating year data file, you should select the option to create table: Fast Human Resources Online 28/37 User’s Guide Chapter - System - Create periodic secondary data file - Not create secondary data file Other System Configurations 4.1 Voucher Information This function is used to define specific default parameters for different vouchers These parameters are used in specific vouchers in data entry, voucher and report printing Besides, this function supports in user-defined fields definition to satisfy business management requirements 4.1.1 “Main Information” tab  Voucher Code Voucher code is unique; un-editable Voucher code is used for system to implement the specific processes in voucher and used to filter data in reporting  Voucher Name/ Other Name Voucher name in Vietnamese and English, required fields and editable Fast Human Resources Online 29/37 User’s Guide Chapter - System  Parent Voucher Code This field is defined for auto-numbering vouchers When you create a new voucher, voucher number will be auto-increased by In case different entry screens have the same numbering system, they must have same parent voucher code Parent voucher must be one voucher in voucher list In case entry screen has specific numbering system, the parent voucher code is that voucher code  Current Voucher Number This field shows current number of the voucher If you have to change the numbering or renumber in a new month, correct this field only When creating a new voucher, the system will add to the current number New voucher number will be saved in this field This field can be replaced by more complicated numbering system if you use voucher book list  Check Duplicate Vouchers This function shows that a voucher can be numbered the same as another one or not Checking can be applied for defined period: day, month, quarter, year or many years (all database) According to declared value, the system will not allow saving voucher if there is duplicate number or gives action message and allows saving There are following options:  - 0- “No”: not check and allow saving vouchers - 1/2/3/4- “Daily/Monthly/Quarterly/Annually”: check and give message if there are duplicate vouchers in a day/month/quarter/year - 5- “All”: check and give message in case of duplicate vouchers in many years (all database) Currency Default currency of voucher; used as transaction currency when creating a new voucher; extracted from Currency List  Transaction Code Default transaction code of voucher; used in case of selecting the default code when creating a new voucher with many different transaction codes  Voucher Type Fast Human Resources Online 30/37 User’s Guide Chapter - System Default voucher type is used in case of creating a new voucher with many different types  Action Default action (post to General Ledger or not) when voucher is saved There are options: 0- “Open”, 1- “Post to GL”  Contact Person of Trans This field is used to define if the contact person in vouchers (recipient, deliverer, buyer…) can be input or not with options: 1- Use and – None  - The program does not allow to input "contact person" field if this option is configurated as In this case, the "contact person" field will get from customer/suppier by default - The program will allow user to input "contact person" field if this option is configurated as In this case, the "contact person" field will get from customer/suppier by default, and it can be retyped Filter by user This field is used to define if the vouchers in data entry screens can be filtered by user or not with options: 1- Yes, - No If yes, only vouchers created by the current user can be filtered 4.1.2 “Voucher Printing” tab  Title / Title Default title and English title of voucher when printed in English interface  Voucher Code Code of voucher in report printing; used in case you want to define sign system of a voucher type in reports  Number of Copies Number of copies of voucher in printing  Ordinal Number This information is used to sort vouchers in detail reports with many different voucher types In these reports, the vouchers in one day are sorted in ascending order  Number of Rows Fast Human Resources Online 31/37 User’s Guide Chapter - System Number of detail rows in voucher printing 4.1.3 “Others” tab Beside basic fields, there are some user-defined fields to meet using requirements If the “User-defined fields” function is enabled, you can select fields to use in master or detail view However, the fact that these fields are used or not and how they are used depends on actual situations of business For optimum effect of these fields, it is required to have a survey before system deploying 4.2 Optional Parameters This function is used to define optional parameters to adapt specific requirements of each business 4.2.1 Company Parameters  Director's Name Fast Human Resources Online 32/37 User’s Guide Chapter - System Name of company director in Vietnamese and English  Chief Accountant’s Name Name of company chief accountant in Vietnamese and English  Base Currency Base currency following Vietnamese accounting regulations; therefore, all transactions in foreign currency will be converted to base currency when reporting  Tax Code Tax code of company; used in VAT reports 4.2.2 Backup Parameters  Backup Folder on Server Define the directory for backup files; it can be addressed to datacontaining computer (server) For example: “D:\Databases\Backup\”  Other Backup Folder Define the other directory for backup files; it can be addressed to datacontaining computer For example: “C:\Databases\Backup\” Note: If the backup folder directory is defined in client, it is known as network directory (relative); since the data compression is required from client This is the directory that the client can view, not the absolute one in server If it is absolutely defined in server, when processing backup in client, the address cannot be understood; because the system has to rely on this directory to compress the backup file Specifically, we have to define the directory as a shared folder from the server such as \\server1\backup\, \\server2\luutru\ 4.2.3 Format Parameters  Price/ FC Price/ Amount/ FC Amount/ Quantity/ Exchange Rate/ Ratio/ Hours/ Capacity/ Number Format for Tooltip in Chart Fast Human Resources Online 33/37 User’s Guide Chapter - System These parameters have effect on number fields in data entry screens Note: About the difference between ##0 and ### (See the number format in some spreadsheet program)  Thousands / Decimal Separator Define the thousands, decimal separating mark (dot or comma)  Negative Symbol Define the symbols of negative numbers in reports (“Leading Minus” or “Bracketed Negatives”)  Font Size of Second Language on Report Define font size of the second language in reports 4.2.4 Personal Income Tax Parameters  Deduction for Family Circumstances Applicable to a Taxpayer/ for each Dependant Used to defined the deductions for taxpayer’s circumstances/ for dependant in the formula to define assessable income According to Official Dispatch No 451/TCT-TNCN on personal income tax finalization, the levels of deduction are VND 4,000,000/taxpayer/month and VND1,600,000/dependant/month We can define these levels in foreign currency, but in foreign currency parameters  Default Code of Taxpayer’s Circumstances Deduction/ Dependant Deduction/ Deduction for SI/ HI/ UI Premium/ Professional Liability Insurance/ Other Compulsory Insurance/ Contributions to Charitable, Humanitarian or Study Promotional Funds For some amounts not be deducted for taxpayer’s circumstances/ dependant/ SI/ HI/ UI premium/ professional liability or other compulsory insurance and for cases of changes in regulations, these codes are used to show that only these amounts can be deducted in assessable income calculation Only one code for one parameter See “Personal Income Tax Finalization”  Default Code of Income Receivable as Working in the Economic Zone (with Labor Contract over Months) Used for taxpayers working in the economic zone; when the annual PIT finalization function is processed, the system will base on this code to calculate income, income for PIT reduction and reduction amount (50%) Fast Human Resources Online 34/37 User’s Guide Chapter - System for employees who have this code The calculated figures will be used for PIT reports form 05A/BK-TNCN & 05B/BK-TNCN  Default Code of Income Receivable as Working in the Economic Zone (with Labor Contract under Months) Used for taxpayers working in the economic zone; when the annual PIT finalization function is processed, the system will base on this code to calculate income for employees who have this code (without 50% reduction) The calculated figures will be used for PIT reports form 05A/BK-TNCN & 05B/BK-TNCN  Rate of PIT Reduction Applicable to Employees Working in the Economic Zone (%) See “Default Code of Income Receivable as Working in the Economic Zone with Labor Contract over Months” 4.2.5 Human Resources - Payroll - Insurance Parameters  Unit Code/ Unit Name/ Bank Account/ Bank Name Used in print form of insurance reports such as "Employees Joining Insurance", "List of Employees with SI Benefits"  SI Agency Name Used in print form of insurance reports as Written Request  Apply State Salary Scale Used in "Insurance Information Changes Input" and "Employee SI History", supporting in insurance reports such as "Employees Joining Insurance" and "List of Employees with SI Benefits" If this option is "Yes", the system will calculate base salary of employees based on salary coefficient, allowance coefficient and common minimum wage levels On the contrary, the system will use the user-defined salary  Monthly SI Report Dates Used as default report date in "Employee SI History" input  Employee Leaving/ Working Status These parameters are used to inform that the employee is working or has left job, used to filter data in reports  Min Time Block (Seconds) Fast Human Resources Online 35/37 User’s Guide Chapter - System This option is used to remove the scrap timekeeping data during workday computation For example: Min time block is 120 seconds An employee has checked in times at 07:58 and 08:00 (maybe check in again), the system will keep the check in time at 7:58, remove 08:00  Number of hours per day This parameter is used exchange timekeeping data from hour-minute into day during workday and leave computation It is usually hours per day  Annual leave sign This parameter is used to inform which timekeeping sign is annual leave, support in annual leave computation and annual leave reports  Number of annual leave in month Used to define the number of annual leave days of employees who have not worked for a full year One day of annual leave for a working month (from the official hire date)  Number of annual leave in year Used to define the number of annual leave days of employees who have worked for a full year and over It supports in annual leave reporting and calculating the remaining days of annual leave in year  Years of seniority to be added a day of annual leave This is the number of working years that an employee is added a day of annual leave It is years (from the official hire date) according to the current regulation  Working Days per Month This parameter is used to calculate employee salary by working time in case you have not define the "Regular Days" in "Salary Computing Period" 4.2.6 Operations  Edit parameter value To edit a parameter value, please the following steps: - Click optional button - Edit, - “Edit Parameter” screen appears with “Value” field be active, Fast Human Resources Online 36/37 User’s Guide Chapter - System  - Input new parameter value, - Click to accept new value Reset default value To restore the default value of the program, please use the “Reset default value” function Note that these optional parameters are common to all units in the same database 4.3 Declare the beginning input date When starting use System, it is required to input the following balances to continue the information management: Insurance Information Summary Input Fast Human Resources Online 37/37 ... defined by administrator - Access right; - Description; - Other Name; - Type: - Task, - Department, - User; - Status Fast Human Resources Online 21/37 User’s Guide Chapter - System Access right list... following steps: - Click optional button - Edit, - “Edit Parameter” screen appears with “Value” field be active, Fast Human Resources Online 36/37 User’s Guide Chapter - System  - Input new parameter... levels: - At least characters - Consisting of numbers and letters - At least upper-case letter - Consisting of other characters except numbers and letters Fast Human Resources Online 8/37 User’s Guide