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Employee Separation Management
The Employee Separation & Settlement Module manages employee resignation, gratuity, leave encashment, overtime, and final deductions with accuracy. The system automatically calculates the total payable amount and generates the final settlement report for approval. With validation checks and approval workflow, it ensures error-free processing and compliance. This module provides a clear, transparent, and efficient way to handle employee separation and final settlements.
Features
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Features
Employee End of Service Management
the full process of employee separation from resignation or termination to final settlement. It includes configuration of notice periods, unproductive days, and approval workflows for smooth exit management.
Gratuity Calculation
Automatically calculates employee gratuity based on total work years, salary structure, and eligible service days. The system generates accurate gratuity payable amounts and ensures compliance with company policies and legal standards.
Final Settlement Processing
Manages the complete employee final settlement, including unpaid leaves, salary dues, and gratuity. It computes payable amounts, validates records, and creates journal entries for financial reconciliation in one click.
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1.) User Access Configuration End of Service Management
This View Allows administrators to configure user-level access rights related to the Employee End of Service functionality. By enabling the Manage Employee End of Service option, authorized users can handle employee separation workflows, final settlements, and gratuity processing. This ensures that only designated HR or admin users can access sensitive end-of-service operations.
Navigation : Settings → Users & Companies → Users
2.) Employee Profile Separation Details
This View detailed employee information, including joining date, resignation date, notice period, and unproductive days. These fields are critical for processing an employee's separation and calculating final settlements such as salary adjustments, gratuity, and leave encashments. It helps HR managers maintain accurate employment timelines and automate end-of-service calculations.
Navigation : Employees → Employees
3.) Employee Contract Salary Structure and Terms
A detailed overview of the employee's contract, including start and end dates, department, job position, salary structure, and working schedule. It helps HR administrators manage employee agreements, maintain salary data, and ensure contractual compliance. The Salary Information section outlines the gross, net, and wage amounts used in payroll and end-of-service calculations.
Navigation : Employees → Employees → Contracts
4.) Separation Menu
The Employee Separation section under the Separation menu to initiate or review employee exit processes. This integration provides seamless access to end-of-service operations while maintaining visibility of employee records.
Navigation : Employees → Separation → Employee Separation
5.) Employee Separation Form Request Initialization
It includes essential employee details such as department, join date, relieving date, notice period, separation type, and unproductive days. HR administrators can record the reason for separation, attach supporting documents, and move the record through defined workflow stages from Draft to Confirmed.
Navigation : Employees → Separation → Employee Separation
6.) Employee Separation Form Approval Stage
Once a separation request has been confirmed, HR or management can review and approve the employee's exit record. Key details such as department, join date, relieving date, separation type, and notice period are displayed for final validation. Users can attach supporting documents and initiate related financial actions such as Gratuity and Settlement.
Navigation : Employees → Separation → Employee Separation
7.) Employee Separation Gratuity Creation
The approved employee separation record with the option to initiate gratuity processing. Once the separation request is approved, HR personnel can proceed to create an Employee Gratuity record directly from this interface.
Navigation : Employees → Separation → Employee Separation
8.) Employee Gratuity Validation Overview
the Employee Gratuity record created for a separated employee. It provides a detailed breakdown of the employee's tenure, salary, and gratuity eligibility details. HR personnel can validate the gratuity computation before final approval. The interface ensures data transparency between the Employee Separation and Employee Gratuity, maintaining consistency across records.
Navigation : Employees → Separation → Employee Separation → Employee Gratuity
9.) Employee Gratuity Approval Stage
the Employee Gratuity record in the Validation and Approval phase. Once the gratuity data is verified, HR or authorized management can finalize the process by approving the record.
Navigation : Employees → Separation → Employee Separation → Employee Gratuity
10.) Employee Gratuity Settlement Creation
Represents the final stage of the employee gratuity process, where the approved gratuity record is ready to initiate the Employee Settlement. Once the gratuity amount is validated and approved, the HR or finance department can proceed to create the employee's settlement for final disbursement.
Navigation : Separation → Employee Separation → Employee Gratuity
11.) Employee Settlement Overview
the Employee Settlement list view, where all settlement records created after gratuity approval are listed. It allows HR and finance teams to review, edit, or create new settlement entries for employees who have completed the separation process.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
12.) Employee Settlement Details
The detailed view of an Employee Settlement record, summarizing all salary, service, and separation information for the departing employee. It enables HR and Finance teams to review financial data, validate settlement details, and initiate the final payout process.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
13.) Employee Settlement Computation and Confirmation
The validated stage of the Employee Settlement process, where final computations are performed and confirmed prior to approval. It consolidates all relevant payroll and service data for accurate final settlement calculation.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
14.) Employee Settlement Computation Results
Displays the computed results for the employee's final settlement after executing the calculation process. It consolidates all payable elements, including salary, gratuity, and leave encashment, ensuring a transparent overview of the employee's financial closure.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
15.) Employee Settlement Leave Details
The Leave Details tab within the Employee Settlement form, summarizing the employee's leave balance and corresponding monetary value. It ensures that all earned leave days are correctly converted into payable amounts and included in the final settlement computation.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
16.) Employee Settlement Other Details Section
The Other Details tab within the Employee Settlement form allows HR administrators to manage and record any additional payment or deduction components that fall outside standard gratuity or leave settlements. This section is particularly useful for including factors such as overtime pay, bonuses, pending reimbursements, or salary recoveries.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
17.) Employee Settlement Journal Entry Creation
The Create Journal Entries feature within the Employee Settlement module facilitates the automatic generation of financial records for finalized settlements. Once an employee's gratuity, leave encashment, and other settlement components are approved, this action posts the corresponding accounting entries into the company's financial journal.
Navigation : Separation → Employee Separation → Employee Gratuity → Settlements
18.) Employee Settlement Invoices
The Employee Settlement Invoices page displays all financial invoices generated from the settlement process of an employee. This includes gratuity, leave pay, and other payable components converted into invoice records for accounting and payment processing. Each invoice represents a financial transaction linked to a specific settlement case (e.g., ESET/0001). The system automatically lists these invoices with key financial details to ensure accurate reconciliation between HR and Accounting.
Navigation : Settlements → Employee Settlement Invoices
19.) Employee Settlement Report
The Employee Settlement Report option allows HR or accounting personnel to generate a detailed report summarizing all aspects of an employee's settlement. This includes service duration, gratuity, leave pay, notice period amount, other salary components, and total payable amount.
Navigation : Separation → Settlements
20.) Employee Final Settlement Report
The Employee Final Settlement Report is the official document generated upon the completion of the employee settlement process. It provides a detailed summary of the employee's tenure, compensation components, and the final payable amount. This report serves as an essential record for both the employee and the company, ensuring transparency and compliance with HR and finance policies.
Navigation : Separation → Settlements → PDF Report
21.) Employee Separation Approval and Gratuity Creation
The Employee Separation form captures all essential information regarding an employee's exit from the company. Once the separation is approved, the HR or finance officer can generate Gratuity and proceed to Employee Settlement directly.
Navigation : Employees → Separation → Employee Separation
22.) Gratuity Request Validation Error
This pop-up message appears when the user attempts to create a duplicate gratuity request for the same employee in the Employee Separation module. The system performs a validation check to prevent multiple gratuity computations for a single separation record, ensuring accurate payroll and benefit calculations.
Navigation : Employees → Separation → Employee Separation
User Guide
