Attendance and Timesheet Integration

Frappe App to calculate and create timesheets from attendance records

Introduction

This app includes functionalities to calculate and create timesheets from attendance records. Timesheets are created based on any hours above normal working hours, recorded in attendance.

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Key Features

Doctypes

1. Employee Checkin
2. Attendance
3. Activity Type
4. Timesheet Center
5. Timesheet
6. Navari Custom Payroll Settings
7. Timesheet Center
   • Overtime Generation Process
   • Activity Types
8. Navari Custom Payroll Settings
   • Matching Attendance to Payroll
     • Steps
   • Payroll Generation
     • Steps for Payroll Generation

Doctypes

Employee Checkin

Each employee should have an Attendance ID mapped to the biometric/RFID devices' user IDs. Devices send check-in/out logs to the Employee Checkin doctype.

There's a need for Checkin/Checkout logs, mostly fetched from a biometric system (e.g. https://github.com/navariltd/navari-frappehr-biostar) created under employee checkin, every day.

Attendance

Tracks the attendance status of employees (Present, Absent, On Leave, etc.) based on Employee Checkin records. Attendance is marked as per the shifts assigned to each employee. This happens automatically for every shift type with Enable Auto Attendance checked. Overtime timesheets are generated, from the attendance data. Happens automatically, one can also choose to generate these manually from the timesheet center.

Activity Type

Defines the different types of activities i.e.

• Overtime 1.5: Additional time (more than 30 minutes) past an employee's shift end time.
• Overtime 2.0: Attendance on a holiday listed for the employee.

NB: Overtime 1.5 Activity and Overtime 2.0 Activity should be different so as to differentiate between the two types of overtime.

Timesheet Center

Serves as a hub for managing overtime generation from employee attendance records.

Overtime Generation Process

To generate the overtime timesheets:

1. Select the start and end dates for which you want to generate timesheets.
2. Save the document.
3. Click on the Generate Timesheets button, which will then get employees who have worked extra hours. This will be recorded under the Timesheet doctype.

Timesheet

Records the details of overtime hours worked by employees.

Navari Custom Payroll Settings

This doctype includes settings related to payroll:

• Maximum monthly hours: Hours beyond this are carried over to overtime when creating salary slips.
• Overtime 1.5 Activity: Specifies the activity type for regular overtime.
• Overtime 2.0 Activity: Specifies the activity type for holiday overtime.
• Include early entry: Determines whether hours before shift start time are included in payroll calculations.
• Overtime Threshold: The number of minutes/hours after shift end time for overtime to be considered.

Matching Attendance to Payroll

Steps

1. Create an Employee: Ensure each employee is properly set up in the system.
2. Create Salary Components: Define the various salary components such as basic salary, allowances, and deductions.
3. Create a Salary Structure: Develop a salary structure that includes all salary components.
4. Create a Salary Structure Assignment: Assign the salary structure to each employee.
5. Create a Payroll Entry: Generate payroll entries for each payroll period.
6. Generate Salary Slips: Create salary slips for each employee, incorporating attendance and overtime data.

Payroll Generation

Steps for Payroll Generation

1. Attendance Data: Ensure that attendance data is accurately logged and verified in the Attendance doctype.
2. Generate Overtime Timesheets: Automatically or manually generate timesheets for overtime using the Timesheet Center for the specified payroll period.
3. Submit Timesheets: Submit timesheets to ensure they are included in payroll calculations.
4. Create Payroll Entry: Create a payroll entry for the desired payroll period.
5. Generate Salary Slips: Generate salary slips, which will incorporate attendance and timesheet records under the attendance tab in the salary slip, ensuring accurate calculation of regular and overtime pay.

Few changes to the payroll process:

1. When creating a salary structure for employees who are paid per hour, make sure to check the Wage based salary (hours) field, and fill the Hour Rate and Salary Component fields.

2. When running payroll on payroll entry, after generating salary slips, attendance data is fetched and added to employees attendance in the salary slips. Attendance data will be picked from attendance and timesheet records generated over that payroll period.

3. Attendance data will be added to the Attendance Details tab on a salary slip.

4. Regular Working Hours: Sum of Billiable Hours from the Attendance table. Hours beyond what is set as Maximum monthly hours on Navari Custom Payroll Settings are carried over to the Overtime Hours field.
   

5. Overtime Hours: Sum of hours from Overtime 1.5 table plus what has been carried over from Regular Working Hours, incase there is anything to carry over.
   

6. Holiday hours: Sum of hours from Overtime 2.0 table.
   

7. Hourly Rate: Fetched from the salary structure assigned to an employee. Used to calculate basic and overtime pay (Both regular and holiday overtime)
   Basic salary = (hourly_rate * regular_working_hours)
OT hours = hourly_rate * 1.5 * overtime_hours
Holiday Hours = hourly_rate * 2 * holiday_hours
   NB: OT here refers to regular overtime
   

Installation

Manual Installation

1. Install bench
2. Install ERPNext
3. Install Frappe HR
4. Once bench, ERPNext and Frappe HR are installed, add nl_attendance_timesheet to your bench by running

       $ bench get-app https://github.com/navariltd/nl-attendance-timesheet.git

   Replace {branch-name} with any of the repository's branches
5. After that, you can install the nl_attendance_timesheet app on the required site by running

       $ bench --site {sitename} install-app nl_attendance_timesheet

   Replace {sitename} with the name of your site

Frappe Cloud Installation

Adding the App to Your Bench

1. Log Into Frappe Cloud Dashboard:

   • Access your account on Frappe Cloud and navigate to the dashboard.

2. Navigate to your Bench Apps Section:

   • In the bench, locate and click on the Apps tab. This section allows you to manage all apps available to your bench.

3. Add New App:

   • Click on the Add App button. You will be prompted to enter details about the app you wish to add.
   • For App URL, input https://github.com/navariltd/nl-attendance-timesheet. Note: Since this is a private repository, you might be asked to provide credentials to access the repository.

4. Complete the Addition:

   • Follow any additional prompts to complete the app addition process. This might include specifying branch names if you're not using the default branch.

Installing the App on a Specific Site

After adding the app to your bench, the next step is to install it onto the specific site where you want it to be available.

1. Access Your Sites:

   • From the Frappe Cloud dashboard, navigate to the Sites section where you'll see a list of your ERPNext sites.

2. Select Your Site:

   • Click on the site you wish to install the app on.

3. Install the App:

   • Go to the Apps tab of the site and click the Install App button. Selecting this option will present you with a list of apps available to install.
   • Find Nl Attendance Timesheet in the list and proceed with the installation.

Verification and Use

• Verify the Installation:

  • Once the installation process completes, verify that the app is correctly installed by accessing your ERPNext site and checking the list of installed apps.

• Use the App:

  • Explore the functionalities added by nl-attendance-timesheet to ensure everything works as expected.