The Period Setup feature is used to create and manage payroll years for payroll processing and report generation. A new period must be created before processing payroll for a new calendar year.  Steps to Setup a New Period: Go to Tools > Year End Management. Go to the Period Setup tab. Click Add New. Tick the option to add the new period to the relevant calendars if required. Click Save. The new payroll period will be created and available for payroll processing and report viewing. Click the pencil icon to edit.

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 Ad-hoc Payroll Items (Not Posted): Review unposted items. Tick the items and click Delete. Click Next. At Payroll Process (Not Committed): Review pending payroll processes. Tick and click Commit or Delete, then click Yes to confirm. Click Next. Review all payroll details under Year End Summary. Click the Export (xlsx) icon to download 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 tick 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 Report and select Save & Preview or Preview. 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. 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 Pending Leaves, ensure all pending leave applications are either Approved or Rejected. Click Next. 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. 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.

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