Payroll Closing, also known as Year-End Closing, is used to finalise payroll data for the year. This process is required before generating statutory reports such as CP8D and employees’ EA Forms, ensuring accurate year-end reporting and compliance with regulatory requirements.  Note: Payroll Closing can only be performed when all payroll processes have been committed and all ad-hoc payroll items have been posted or removed.  Steps to Perform Payroll Closing: Go to Tools > Year-End Management. Go to the Payroll Closing tab. Click + New Payroll Closing. Enter the Description (optional). At Clear unpaid ad-hoc items: Review unposted items. Tick the items and click Delete. Click Continue to payroll runs. At Commit every payroll run: Review pending payroll processes. Tick and click Commit or Delete, then click Yes to confirm. Click Continue to the year totals. Review all payroll details under Review the year totals. Click the vertical ellipsis (⋮) icon and select Export to download the data if required. Click Confirm And Save. A confirmation message will appear:  Click Yes to review again Click No to proceed Click Yes to finalise the payroll closing.    Click the lock icon to commit and release EA Forms to employees via Employee Self Service (ESS).  Click Yes to confirm. Steps to Preview and Print EA Form: After Payroll Closing, click EA Assistant.  Review or manually edit the EA Form if necessary.  Click Save. Click Preview EA Form. ℹ️ Note:  Click Section A, B, C, D, E or F to jump to the required section without scrolling. Click 1 changed to view the payroll value (old data) and Current Value (new changes). Click Revert, select Revert this form or Revert every employees to undo the changes. 5. Click the Print or Download icon to save the EA Form. 

Leave Closing is a year-end process used to finalise employees' leave balances and transfer eligible leave balances to the following year. This ensures unused leave is processed according to company policy, whether it is carried forward, converted to leave credits, encashed, or forfeited. ℹ️ Note: Ensure all pending leave applications are approved or rejected before performing Leave Closing. Steps to Perform Leave Closing:  Go to Tools > Year-End Management. Go to Leave Closing. Click New Leave Closing. Select the leave balance method: December Cut-Off Date Captures leave balances up to the December payroll. December payroll must be completed before selecting this option. Real-Time Balance Captures leave balances up to the current date. Enter the Year and Description. Under Settle pending leave, ensure all pending leave applications are either Approved or Rejected. Tick the unapproved leave(s) and select Reject to proceed. Click Continue to the cutoff. Review the leave cutoff details: Credit Leave – Leave credits that are carried forward with an expiry date. Expiry Date – The date when the carried-forward credit leave will expire. CF (Carry Forward) – The number of leave days to be carried forward to the next year. ℹ️ Note: Leave days in the CF column do not expire unless specified by company policy and may be carried forward again during the next Leave Closing process. ℹ️ Note: An error message will appear upon unsuitable Credit Leave, Expiry Date and CF entered. Click Show only the problem rows to load only rows which required correction actions. Click Confirm And Save. Click Yes if you wish to review the details again, or click No to proceed. Click Yes to confirm the Leave Closing. ℹ️ Note: Click the vertical ellipsis icon (⋮) and select Toggle Word Wrapping to wrap the details in the column. 

This feature allows users to automatically calculate salaries for daily-rated employees without importing attendance data through Excel. The system calculates the salary based on the employee's assigned calendar, working days, and daily rate. This is suitable for companies that pay employees based on the number of scheduled working days rather than actual attendance transactions. Steps to Auto-Calculate Worker’s Salary Rate: Go to Tools > Calendar. Click Add New. Enter the Code and Description.  Select the Public Holidays and Rest Days, then click Apply. Refer to the Calendar for detailed steps. Scroll down to the calendar list and click the i icon. Select one of the options: Fixed Working Days – Define a fixed number of working days for every month. Enter the Working Days per Month. Auto Calculated Working Days – The system automatically calculates working days by deducting public holidays and rest days from the total days in the month. Working days may vary from month to month. The calculated working days cannot be edited manually. Click Save. Go to Payroll > Employee Maintenance > Employment Details to assign the calendar to employees. Enter the employee’s Basic Rate. Set the Wages Type field to Daily. Select the newly created calendar under the Calendar field.  Click Save changes. Go to Payroll > Payroll Process to run payroll. Click Edit. Click on the employee’s total salary amount.  The system will automatically calculate the salary based on the assigned daily rate and total working days from the calendar. For example: Daily Rate = RM30 Working Days = 21 days Calculated Salary = RM630

Leave Round Up determines how leave entitlement and applications are rounded in the system. It controls the minimum unit of leave that employees are allowed to apply for, ensuring consistency in leave calculation and approval. There are three rounding options: Hourly – Allows leave applications in hours, half-day, and full-day units. Half Day – Allows leave applications in half-day and full-day units. Daily – Allows only full-day leave applications. Steps to Maintain Leave Round Up Settings: Go to Tools > Company Profile. Go to Basic Information. At Round Up Entitled To, select the relevant setting. Click Save changes to apply.

The Notification Settings feature allows users to configure and manage reminder notifications for various HR and payroll activities. The following notification methods are available: App – Receive notifications through push notifications in the AutoCount HRMS mobile application. Email – Receive notifications via the employee's registered email address. Web – Receive notifications while logged in to the system. Notifications are displayed on the Dashboard and under the Notification Bell icon. Steps to Maintain Notification Settings: Go to Tools > Notification Settings. Locate the notification feature you wish to configure. Toggle the notification status: Active – Enable the notification. Inactive – Disable the notification. Configure the notification details based on the selected feature: Confirm Date, Birthday, Work Permit Expiry, Leave Expiry, and Passport Expiry: Remind By – Select to remind by App, Email and/or Web. Sync Google Calendar – Enable to synchronize reminders with Google Calendar. Remind Before/After Days – Define how many days before or after the event the reminder should be sent. Remind Time – Set the time of day to receive the reminder. Reminder To – Select the employee(s) who will receive the notification. Example:  Remind After Days From Joined Date: 30 days Remind Time: 9:00 am Result: Employee(s) joined on 01/01/2025 will receive a notification on 31/01/2025 at 9:00 AM. Leave Application, Claim Application, Payslip Notification, To-Do List, and Attendance Request: Remind By – Select to remind by App, Email and/or Web. EPF, SOCSO, EIS, and EIS-60 Notifications: Remind By – Select to remind by App, Email and/or Web. Reminder To – Select the employee(s) who will receive the notification. @Affected Employee – Notifies only the affected staff. Shift Info Notification Sync By – Select to synchronise shift by Branch or Department. Click Save. Steps to Configure Gmail:  At the Notification Settings page, click Gmail Config. Select the relevant Notification and click Authorise. Once authorised, the selected notifications will be sent automatically through the configured Gmail account.

A User Defined Field (UDF) allows users to create custom fields to capture information that is not available in the system by default. UDFs can be used to store company-specific data and can be added to various modules, such as Employee Maintenance, Overtime, Allowance, and Deduction. Steps to Create a UDF: Go to Tools > Custom UDF. Select the tab where you want to create the UDF. Click + Add Field. Enter the details: Field Name – Enter the system name of the UDF. Type – Select the data type: String – Text with a limited number of characters. Number – Numeric values. Date – Date selection. Boolean – True/False values. Text – Long-form text or remarks. Title – Enter the label or caption to be displayed in the system. Is Required – Enable this option to make the field mandatory. Click Save. Click Save at the top right corner to apply the changes. The newly created UDF will be available in the selected module for data entry and maintenance:  Employee – Available at Employee Maintenance > Other Information. Allowance – Available when creating or editing an allowance at Payroll Items > Allowance > Add New. Deduction – Available when creating or editing a deduction at Payroll Items > Deduction > Add New. Overtime – Available when creating or editing an overtime item at Payroll Items > Overtime > Add New. Written by: Han Yang (20250630) Reviewed by: Azirah (20250731)

The First Time Setup Wizard helps users configure essential company settings quickly when using AutoCount HRMS for the first time. It guides you through the setup of company information, payroll settings, calendars, and employee records, allowing you to start payroll processing with minimal effort.   Steps to Set Up HRMS for the First Time: Go to Tools > First Time Setup. Enter the company information: Address Postcode City State Country Phone No. Nature of Business Statutory Information: EPF Number SOCSO Number Employer File Number Tax Number HRDF Contribution (%) Click Save & Continue. Maintain the company’s Bank Account: Click the + icon. Select the Bank Name. Enter the Bank Account Number and select the State. Tick Is Main Account to set it as the default company bank account. Click the diskette icon to save. Click Save & Continue. Maintain Allowance details: Click the + icon to create a new allowance item, or click the pencil icon to edit a default allowance. Enter the Code and Description. Tick the relevant statutory settings if applicable. Click the diskette icon to save. Click Save & Continue. Maintain the Deduction details: Click the + icon to create a new deduction item, or click the pencil icon to edit a default deduction. Enter the Code and Description. Tick the relevant statutory settings if applicable. Click the diskette icon to save. Click Save & Continue. Maintain the calendar information: Enter the Calendar Code. Select the State. Configure the Rest Day(s). Click Save & Continue. Import Employee(s)： Click Download Template to download the employee import template. Open the Excel file and enter the employee details. Click Select File and upload the completed file. Review the imported employee records. Click the pencil icon to edit individual employees if necessary. Click Bulk Edit to update multiple employees at once. Click Import & Continue.  You are now ready to use AutoCount HRMS.  You may choose one of the following actions: Run Payroll – Start your first payroll process. Refer to Process Payroll for detailed steps. Reset Wizard – Restart the setup wizard and re-enter the information if necessary.

The Leave Setup Wizard helps users configure leave settings quickly and accurately. It guides you through the setup of leave calculation methods, entitlement groups, approval workflows, carry-forward leave balances, and leave transactions to ensure leave management is ready for use.  Steps to Set Up Leave Settings for the First Time: Go to Tools > Leave Setup. Configure the following settings: Leave Cutoff Day Leave Roundup – Full Day, Half Day, or Hourly Leave Calculation Method – Month Proportion, Month Inclusive, or Day Calculate Year of Service By – Confirm Date or Join Date ℹ️ Note:  Hover over the i icon to view the explanation of each field. Click the ? Help icon to open the detailed PDF guide. Click Save & Continue. Maintain Entitlement Group Settings: Create an Entitlement Group – Click + New Group. Add Leave Types – Click + Add to add a leave type. Edit Leave Types – Select the leave type from the panel, then click Edit. Add Leave Rules – Click + Add Rule. Configure the entitlement rules as required. Click Save & Continue. Invite Employees: Click Download Employee List. Enter employees' email addresses into the Excel file and save the file. Click Select File and upload the completed file. Verify the employees' email addresses. Click Send Invitation. Maintain Approval Settings: Click + New Group. Enter the approval group details. Configure the approvers and applicable departments. Click Save & Continue. Maintain Carry Forward (CF) Leave: Click Download Template. Enter the Carry Forward (CF) leave data into the template. Save the file. Click Select File and upload the completed template. Verify the imported data. Click Import & Continue. Import Leave Transactions:  Click Download Template. Enter the leave transaction data into the template and save the file. Click Select File and upload the completed template. Verify the imported data. Click Import & Continue. The leave setup process is now complete. You may review your leave information using the following reports: Leave Request Listing Report Leave Balance Report

The Time Attendance Setup Wizard helps users configure attendance settings quickly and accurately. It guides you through the setup of attendance tracking, shifts, attendance rules, approval workflows, and employee access to ensure the Time Attendance module is ready for use.  Steps to Set Up Time Attendance Settings for the First Time: Go to Tools > Time Attendance Setup. Maintain Time Attendance Information: Toggle the following options to Yes: Enable Time Attendance Enable Overtime / Weighted Attendance Enable Face Recognition Click Save & Continue. Configure Attendance Rules & Shifts: Create Shifts – Click + New Shift and enter the shift details and save. Create Attendance Rules – Click Add New and configure the details. Click Save & Continue. Invite Employees: Click Download Employee List. Enter employees' email addresses into the Excel file and save the file. Click Select File and upload the completed file. Verify the employees' email addresses. Click Send Invitation. Configure Approval Settings: Click Add New. Enter the approval group details. Click Save & Continue. The Time Attendance setup process is now complete. You may further configure user access and permissions through: Manage Access Group User Authorisation

1. About this guide Approval Settings controls who approve the requests your employees submit in AutoCount HRMS. Employees apply for leave, submit claims, and time attendance requests.  This guide walks you through the setup in the order you should do it: Choose an approval mode for each module. Set up your approvers using department or an approval chart. Set up approval flow. Add safety nets with escalation and a fallback approver. Handle absences with delegation. See your setup with Check & Preview before going live. Where to find it: Tools > User Settings > Approval Settings. 2. A quick tour of the approval setting page     The page has two parts.               One card per module: Leave, Claim, and Time Attendance. On each card you choose where approvers come from, see how many approval groups the module has, and open the escalation and fallback settings. Tabs (bottom) Tab What it is for Approval Groups Approvers assigned by department. Used when a module is set to By department. Approval Charts Approvers taken from each employee's reporting line. Used when a module is set to By org chart. Shows "Not in use" when no module uses a chart. Delegation Temporarily hand an approver's approvals to someone else, for example while they are on leave. Check & Preview Test who a request would reach and check for employees who have no approver. 3. Before you start     Approval Settings uses data from other parts of the system. Check these first, or requests may not reach anyone.    Check Why it matters Departments are set up (Tools > Organisation) Approval groups are linked to departments. An employee in a department that no group covers has no approver. Every employee is assigned to a department The system finds the employee's approval group through their department. Approvers have an email invited Only people who can log in to HRMS can approve. An approver without a email cannot receive requests. Reporting lines are set (org chart mode only) The approval chart uses each employee's superior. Missing superiors mean missing approvers. 4. Choose an approval mode For each module card, click By department or By org chart. This is the most important decision on the page, because it decides which of the next two sections applies to that module. By department By org chart How it works You create approval groups. Each group names its approvers and the departments it covers. Approvers are the employee's superiors in the reporting line, up to the number of levels you set. Best for Smaller or flatter companies; fixed approvers such as one HR or finance person per department. Companies with clear reporting lines, where each employee's own manager should approve. You maintain The approver list in each group, and which departments it covers. Each employee's superior in the reporting tree. Set it up in Approval Groups tab Approval Charts tab Note: The mode is chosen separately for each module. For example, Leave can follow the org chart while Claim uses department groups with finance as the approver. Under each card you will also see: "n approval group(s)" with a View link: opens the Approval Groups tab, filtered to that module. "No escalation or fallback approver" with a Set up link: opens the escalation settings. 5. Set up approval groups     A: By department          Use this section for every module set to By department.          Use the filter buttons (All, Leave, Claim, Time Attendance) or the search box to find groups. Each group card shows: The condition: leave length, claim amount and claim types, or "Every request". Approvers: who receives the requests. Departments: which departments the group covers.     Click the pencil icon to edit a group, or the bin icon to delete it.     Add an approval group: Click Add approval group. A panel opens on the right with four steps.           What does this group approve? Enter a title that describes who and what the group approves, for example "Sales team leave, up to 3 days". Then choose the module under Applies to. When does it apply? Set the condition for the approval group. Available options depend on the selected module. Refer to the Conditions by Module section for details. Who approves? Search for and add one or more approvers. For which departments? Select the departments covered by this approval group. Use Select All or Clear to manage your selections quickly. Click Save group to save the configuration.     Conditions by module      Leave: by length of leave Set a range in days: From a number up to (not including) another number. The range is compared with the number of days applied for. Example: two groups for the same department. Group Leave length Approver Short leave From 0 up to 3 days 1. Team lead Long leave From 3 up to 365 days 1. Team Lead  2. Head of department     Claim: by claim type and amount       Claim Type     You can choose which types of claims a group of approvers is responsible for approving.    If you select specific claim types: The approvers in that group will only approve claims belonging to those selected types. If you leave it empty: The group cover all claim types.      Claim Amount Set the minimum and maximum claim amount that this approver group is responsible for approving. The system will check the total claim amount, for the combined amount of the selected claim types if specific claim types are selected to determine whether the claim falls within the configured range. Example: If no claim types are selected, the system checks the total amount of the entire claim. If specific claim types are selected, the system checks the combined amount of those claim types only. For example, if a claim contains RM300 for Medical and RM200 for Dental, and the group handles both types, the amount checked will be RM500. If the group handles all claims types, the amount checked will be the total claim amount.     Worked example: one claim submission, two approvers          A department has these two claim groups: Group Claim types Approver Medical and dental Medical Claim, Dental Claim HR executive Welfare Welfare Claim HOD              An employee in that department submits one claim with three items: Claim line Amount Approved by Medical Claim 120.00 HR executive (Medical and dental group) Dental Claim 300.00 HR executive (Medical and dental group) Welfare Claim 50.00 HOD       Each approver sees and decides only their own approve claim type. A claim with Medical 120.00, Dental 300.00 and Welfare 50.00 has a total of 470.00 for the selected claim types, so Medical and Dental go to the HR executive, meanwhile Welfare go to the HOD.     Setting it up     List your claim types and decide who should approve each one.  Create a claim-type group for each claim type, or set of claim types, that needs a different approver. Give each group a title that names the claim types it covers, for example "Claim: medical and dental", so the group list is easy to read. Test with Who approves? in Check & Preview: choose an employee, select Claim, then enter a claim amount and pick each claim type in turn.     Rules to follow Do not put the same claim type in two groups for the same department unless their amount ranges do not overlap. Otherwise, it is unclear which group should approve. When you add a new claim type, decide whether which approval group should handle it and update Approval Settings at the same time. Tell approvers what to expect. An approver in a claim-type group sees only their lines. A claim may still show as pending while another approver reviews its other lines.     Time Attendance: Every request     This module has no condition. The group applies to every request from the selected departments, so you only need to choose approvers and departments. Common mistakes A department is left out. If a department is not ticked in any group for a module, employees in that department have no approver for it. Gaps between ranges, for example one group covering 0 up to 3 days and the next starting at 4. A 3-day application then matches neither group. The employee approves their own request. If an approver is also in the department they approve for, their own requests may come back to them. The Setup check flags this.     B: By org chart Use this section for every module set to By org chart. A chart follows each employee's reporting line, so the approvers are their superiors, up to the number of levels you set. Each chart card shows which modules use it and when it was last changed. Click Add approval chart to create one, or the pencil icon to edit an existing char Enter a Chart name, for example "Company approval chart". Under Modules this chart approves, switch on the modules that should follow this chart. Expand a module (the arrow next to its switch) and click Add range to set how far up the reporting line approval goes. For example, "0 to 365 days, going up 1 level" means the employee's direct superior approves all leave. 1 level is the direct superior; 2 levels are the HOD, then HR. User ranges to send bigger requests further up, for example 1 level for leave under 3 days and 2 levels for 3 day or more. Leave: by length of leave, and Claim: by Claim type and amount also available for approval by org chart. Building the reporting tree The right hand panel shows your organisation. Switch between List and Chart views at the top. Drag an employee onto the person who approves for them. Click an employee to see or change their own ranges. Follow organisation chart copies the reporting lines from your organisation structure, which is the quickest start. Reset changes undoes your unsaved edits. Use Find an employee, the zoom controls and Expand all or Collapse all to move around large trees Click Save chart when you are done. The chart only takes effect for modules whose card is set to By org chart. 6. How multiple approvers decide When a group has more than one approver, choose how they approve under How do they approve?                  Option How it works Use it when Everyone approves (Previously known as Flat Approval) All approvers are asked at once, and every one of them must approve. Several people must all agree, for example both the HOD and HR must approve leave. Any one approves (Newly Added) All approvers are asked at once. The first approval is enough. Any of several people can decide, for example two team leads either one approve will do. One after another (Previously known as Sequential Approval) Approvers are asked in the order listed. Each must approve before the next is asked. There is a sequential approver, for example manager first, then to HR and last to finance. 7. Add escalation and a fallback approver These are safety nets for requests that would otherwise get stuck. On a module card, click Set up next to "No escalation or fallback approver". They are available for Leave, Claim and Time Attendance.     Escalate requests left waiting Turn this on so a request does not sit with one approver for too long. If a request is still waiting after the number of days you set, it moves to another approver, and both approvers are told. The person you escalate to must not be one of the approvers in the group; choose a third party outside the group. Fallback approver Choose who receives a request when the organisation chart finds nobody above the employee with a user account. The default is “Nobody – the request comes back to the employee.” The fallback approver is only used in org chart mode. If the module uses department groups, the setting is kept but has no effect until you switch the module to By org chart. 8. Delegation: Delegate approvals during absences When an approver will be away, hand their approvals to someone else for that period. Open the  Delegation tab and click Add delegation. Field What to enter Approver who is away The person whose approvals are being handed over. Delegate to The person who will approve on their behalf. Covers Leave, claim and attendance; Leave only; Claim only; or Time Attendance only. From / To The period the delegation applies. From defaults to today. Remark Optional reason, for example "Annual leave". What happens once you save: New requests go to the delegate for the whole period. If the delegation starts today, requests already waiting for the approver move to the delegate straight away. Nobody is ever asked to approve their own request. When the delegation ends, any request the delegate has not acted on goes back to the original approver. Example Ahmad is on leave from 15/10 to 31/10, so his approvals are delegated to Mei Ling for that period. When Who approves Before 15/10 Ahmad (original approver). 15/10 to 31/10 Mei Ling (delegate). New requests go to her, and requests already waiting for Ahmad on 15/10 move to her. From 1/11 Ahmad again. Any request Mei Ling has not approved or rejected by 31/10 goes back to Ahmad. 9. Check your setup with Check & Preview Always check before you tell employees the new approval flow is live. Open the Check & Preview tab. Setup check The right-hand panel automatically checks every active employee, for each module, for two problems: Requests that would find no approver. Requests that would come back to the employee who submitted them. A green message, "Every active employee can submit, and reaches someone other than themselves", means the module is set up correctly. If employees are listed, fix their department, group or reporting line, then click the refresh icon to check again. Who approves? Use the left-hand panel to see exactly who a specific request would reach today. Choose an Employee. Choose the Request type: Leave, Claim or Time Attendance. Enter the details: Days of leave, or Claim amount and Claim type. Read the list of approvers that appears. 10. Quick-start scenarios Pick the scenario closest to your company and follow its steps. Scenario A: Small company, one approver A 20-person company where the director approves everything. Set all three module cards to By department. Create one approval group per module (Leave, Claim, Time Attendance).  Approver: the director. Departments: Select all. Leave range: 0 up to 365 days. Claim: no claim types, full amount range. Make sure the director has someone to approve their own requests, for example a second group for the director's department with HR as the approver. Run the Setup check. Scenario B: Leave by length, claims to finance Team leads approve short leave, HODs approve long leave, and finance approves all claims. Set Leave and Claim to By department. For each department, create two Leave groups: 0 up to 3 days (team lead), and 3 up to 365 days (HOD). Create one Claim group with the finance manager as approver, no claim types selected, and all departments ticked. Preview 2-day and 3-day leave for one employee to confirm the split. Scenario C: Reporting line approval Each employee's direct manager approves, with bigger requests going one level higher. Click Add approval chart, name it, then click Follow organisation chart. Switch on Leave and Claim. Add ranges: Leave 0 up to 3 days, 1 level; 3 up to 365 days, 2 levels. Check the tree for employees without a superior, and fix them by dragging. Save the chart, then set the Leave and Claim cards to By org chart. Click Set up on each card and choose a Fallback approver. Run the Setup check. 11. Troubleshooting Problem What to check My request auto approved. You may be the only approver for your own department, or the top of the reporting line with no fallback approver. Add another approver for your department or set a fallback approver. A request reached nobody. The employee's department is not covered by any group for that module, or the request falls into a gap between ranges. The wrong person received the request. Use Who approves? with the same employee and request details, then check the matching group's range, claim types and departments. I changed the fallback approver, but nothing happened. The fallback only works in org chart mode. Check the module card's mode. Approval Charts shows "Not in use". No module card is set to By org chart. The chart is saved but inactive. The approver is away and requests are piling up. Add a delegation starting today. Waiting requests move to the delegate immediately.