Automated Workflows in Human Resources Management in Microsoft Dynamics AX 2012 R3

Automated Workflows in Human Resources Management in Microsoft Dynamics AX 2012 R3

If you are a customer looking to implement or using Microsoft Dynamics AX 2012 R3 and use major aspects of Workforce management under the Human Resources Management, there are some Out-Of-The-Box workflows under HRM module that you can leverage to complete/automate several key processes such as Hire a worker, Transfer a Worker, Terminate a worker etc. You could use these new workflows build the complete on-boarding process for the new hires into the workflow.

In this post, I will explain a little bit about these workflows and how you can use them in AX 2012 R3.

Note: You will need to activate the Personnel Actions Configuration Key for HRM, to enable these new functionalities in the system.

Workflow For Actions on Hiring a New Worker:

For this demonstration, Let us say there are 3 steps in completing the on-boarding process for a worker before their hiring process can be completed in AX and a worker record can be created.

Step1 : Complete background checks and fill Form A and attach filled in Form.

Step2:  Complete online test for on-boarding for the new hire and attach test results.

Step3:  Final Approval and worker creation in AX.

  • The screenshot below shows the workflow setup which has 3 distinct steps for performing several tasks related to new hire’s onboarding before the worker record can be created in AX.  The final step of the workflow is the approval of the worker record after all the prior tasks are completed by respective team members.

Workfow

  • The workflow is setup and is activates now in the system. The next step is to configure the Personnel Action type. You can configure as many personnel action as you want/need and associate each action type with a personnel action and then link it to the workflow it should follow. In our example, I have created a simple action called Hire New Worker and linked it to the workflow we created above. Screenshot below shows the Personnel Action Type.

Personnel Action Types

  • Let us begin the hiring process from All Worker Actions list page. Navigate to HRM > Common > Actions > All Worker Actions.
  • Click New Action button and select Hire New Worker as the Personnel Action Type and click Create Action.

Create Worker Hire Action

  • On the next screen, you will notice all the required fields you will need to enter to submit the Hire New Worker action request to the workflow. Select various data fields such as Action Requested by, Worker’s name details, entity in which he is employed, Worker type, employment start date, Position assignment details etc. under the corresponding fast tabs.

Worker Action Details

  • You can also enter additional comments for the reviewers in the workflow about the new hire under the Comments fast tab.

Comments

NOTE: You can customize this form to automate the setup of several other data attributes for the workers such as financial dimensions, addresses, contact information and any other key data fields on the worker record, so that those can be embedded into the workflow of onboarding and upon completion, the values will be setup already on the worker record.

  • When you are ready to submit, click Submit button. This will get the worker action into the Hiring Workflow and will be routed to required teams for processing. The standard AX workflow engine can also be used to send the email notification within required instructions for completing the steps of on-boarding.
  • When it is submitted, it will get assigned to the person responsible for Step 1 of on-boarding. They can then review the checklist for the Step 1 and take required actions and mark the Step 1 as complete. If they wish to request a change of data information from the submitter, then can chose that option as well in the workflow. Screenshot below shows the workflow is now assigned to the person responsible for  Step 1.

Step1 Review

  • They can review the checklist for the step 1 under the workflow step instruction section. Once the person complete the Step1, they will click Actions > Complete.

Step 2 Review

  • As soon as Step1 is marked as Completed, the workflow is now assigned to person responsible for Step 2. The Review process details fact box on the right shows the current step the process is in. Person responsible for Step 2 will then complete the online test and then will attach test results to the action record and mark the step as Complete.

Step 2 Review1

  • At this point, the workflow gets assigned to the final reviewer of information, who is the HR Manager. He can review all the details on the worker hire action and Approve the New hire action. Upon successful approval, a Worker record will be created automatically in the Worker master under HRM > All Workers.

Final Review

  • Once the Action is completed, you can see an overview of all the worker actions on All workers list page.

Worker Actions listpage

  • Now navigate to the All Workers form under HRM and Verify that the Worker record for John Doe will be created with all the details that were entered on the hire action.

Worker Details Created

Workflow For Actions on Transferring a Worker & Terminating a Worker: Just like we created the workflow for the Worker Hire action, you can also leverage the transfer and termination workflows and configure all your required steps and continue to use the Transfer and Terminate worker actions.

Hope this quick information was helpful !! Till next time…..

– Sandeep

Understanding Basics of Payroll Management and Processing in Microsoft Dynamics AX 2012 R3 – Part I

Understanding Basics of Payroll Management and Processing in Microsoft Dynamics AX 2012 R3 – Part I

With the release of AX 2012 R2 CU6 and R3, The Payroll Management and Processing functionality has been introduced in AX supporting the payroll for United States.

In one of my earlier posts I mentioned to come up with a post to explain how the Time & Attendance Module integrates with the Payroll module. We will initiate that discussion starting with this post and I will break the overall payroll management and process into multiple posts and try to have the full functionality covered in a few posts.

In today’s post, let us start with understanding the basic building blocks of payroll processing and go through the high level process from setups through generating a pay statement. In the few subsequent posts we will discuss the individual components of the configurations and processes in greater details.

The following are the key components of a typical Paycheck of a regular salaried employee.

  • Pay cycle /Pay period – How frequently the employee is paid
  • Earning Codes – Components of the pay such as Regular salary, double time, overtime etc.
  • Benefits and Tax Deductions – Such as 401k plan, Medical Insurance, Vision insurance etc.
  • Employer’s contribution for the benefits – How much employer contributes on the benefit deductions
  • Benefit Accruals – Paid Time Off, Sick Time Off etc..

For this demonstration, I have configured a worker “Sandeep Chaudhury” in the CONTOSO demo company USMF.

The Job and Position to which the worker will be assigned:

The Position to which the employee is assigned holds key component of the payroll, which is the Earning code, worker’s work schedule, pay cycle, the entity which pays etc. The screenshot below shows a position which the “Dynamics AX Solutions Architect”. This position is ultimately linked to a Job which holds the data such as the grade and ranges for classifying the compensation range for this position.

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The worker, worker’s benefits and deductions, benefit accruals and the fixed and variable compensation components:

Payroll information such as worker’s fixed and variable compensations, benefit deductions, worker’s tax region(where the worker resides) and hence the corresponding tax codes for deductions, benefit accruals etc..

Worker’s Fixed Compensation Setup:

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Worker’s Payroll TAX region and code setup:

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Worker’s benefits and benefit deduction setup:

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Worker’s Benefit Accruals Setup:

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Generate earning statement and validate:

Once you have setup all the configurations and ready to pay the worker, the payroll is run in two processes. The first step is to generate the earnings for the worker. The earning statement lines can be automatically generated by the system based on the schedule and earning code associated with the worker or it can also be added manually on the earning statement while generating the earnings. Once the earnings are generated and reviewed, it is released for generating the pay statements and calculating benefits, deductions and net payments. The earning statement for the worker can be generated from both Payroll module and Human Resources Module.

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Once you have reviewed the earning statement, you can Release the earning statement for payment or you can also hold earning statements for further review and actions. You can also see the Accounting distributions and verify the details of the ledger posting prior to releasing the statement for payment.

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Notice that the Payment status changes to Processed after releasing the earning statement.

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The next step is to generate the Pay statement and and Pay the worker.

Release Earning statement for generating Pay statements and Process the Payment:

Navigate to Payroll Module > Common > Pay Statements > Calculated Pay Statements and notice that the calculated pay statement appears automatically from the earning statement that we released in the previous step.

The benefits and deductions and contributions are automatically calculated as soon as system creates the Pay Statement.

Pay Statement Overview:

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Pay Statement Details page:

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Review Benefit calculations:

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Tax Calculation Details:

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After you have reviewed the Pay statement, you can Submit it for Payment. At this point , system checks the GL budgets and then automatically creates the financial journal(Payroll Disbursement Journal/Payment Journal). I will discuss the technical details of the financial journal (Payment Journal) creation such as ledger accounts, journal names, financial dimensions, accounting of the benefits and tax deductions, payment invoice etc., in the next posts on this topic. This post will get pretty long if explained here.

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Payment journal auto-created by system:

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The next step is to generate the Payment by clicking Functions > Generate Payment and, print and send the check and then post the payment journal.

Check Printed from Payment Journal:

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After the Payment is processed and posted, you can navigate to Payroll > Common > Issued Pay Statements and see the details of it.

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Post Payroll to General Ledger and create vendor invoices for Benefits and Taxes:

The last step in the payroll process is to post the payroll to GL and then generate the required vendor invoices for the payables which were created from the pay statement to pay the benefits vendors and tax authorities.

We will discuss the mechanism and the technical details of this in the subsequent posts on this topic, in greater details.

Employees can View and download their pay statements on the Employee Self-Services portal:

Navigate to Enterprise Portal > Employee Self Services to see all your Pay Statements. You can then print the Pay statement and export it to PDF.

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Pay Statements Overview:

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Print Pay Statement:

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Well, long enough post. That’s it for today.

In the next couple of posts on this topic(Part II and Part III, Hopefully I will find some time soon Smile), we will discuss the individual setups and components in greater details and also explore additional functionalities in this area. Stay tuned !!

Human Resources – Automatic Benefits Eligibility Determination for Employees in Microsoft Dynamics AX 2012

Human Resources – Automatic Benefits Eligibility Determination for Employees in Microsoft Dynamics AX 2012

Employees of every organization are often entitled for several benefits such as cell phone, Parking, Dental, Vision insurance etc.. All the required data for the employee benefits are managed inside the Human resources management module of AX 2012. There are some sequence of steps involved to configure and manage all the elements of benefits such as,

  • Configure Benefit Types.
  • Configure Benefit plans for each benefit types
  • Configure Benefit options for the employees for each of the plans.

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I will not explain the setup and configuration of benefit elements in this post. In this post, we will focus on discussing how AX 2012 makes it extremely simple for human resource managers/executives to automatically determine the eligibility of employees who can be enrolled on a given benefit. AX 2012 allows to configure simple benefit eligibility rules and HR executives can simply create and process benefits eligibility events. AX will then automatically determine which employees are eligible to be enrolled for the benefits. Let us now discuss the step by step guidelines to create and run a benefit eligibility event.

Note: Before you run the benefits eligibility events in AX 2012, make sure you have setup all the benefit elements.

1. Define benefit eligibility policy and rules:

    • The first thing to setup is the eligibility policy parameters which will be used by all the benefits eligibility policies.
    • Navigate to HR > Setup > Policies > Benefits eligibility.
    • Click Setup > Parameters on the action pane.
    • Select the organization types which can be used with benefits eligibility policies. Notice that the only organization type which you will have for the benefits eligibility policy will be Companies.
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    • The next step is to create the benefits eligibility policy. Click New > Policy
    • Select the Company accounts for which this policy will be used.
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    • The next step is to configure the benefit policy rules. Note that you need to configure the policy rule types prior to setting this up.
    • Let us say the HR assistant wants to process an eligibility event where he/she wants to find all eligible employees for a benefit and the eligibility criteria is that the “everyone who joined the company after 12/31/2012.
    • Navigate to HR > Setup > Benefits > Benefits eligibility policy rule types.
    • Create a new record, give it a name (Batch 2013 in this case) and select the Query as “Benefit eligibility”.
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    • Now, go back to the benefits eligibility policy created above. You will notice that the policy rule type now appears on the policy.
    • Select the Batch2013 and click “Create policy rule”.
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    • Key in the effective date, expiration date and the condition for the policy as shown in screen below and click OK button.
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    • With this, we are done setting up the benefits eligibility policy rule.

2. Create Benefit(s):

    • The next step is to create a new benefit. Let us create a benefit for Company transportation such as Company car.
    • Navigate to HR > Common > Benefits > Benefits.
    • Click New > Benefit to create a new benefit and key in the details as shown in the screenshot below and click “Create Benefit button”.
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    • Expand the Eligibility rules fast tab and setup Eligibility =  “Rule based” and Select the Rule type = Batch2013. Please note that AX 2012 allows you to configure the Eligibility to ‘All workers are eligible” and “By pass eligibility process”. The “By pass eligibility process” will cause the benefit to be ignored when eligibility event is run.
    • Optionally, you can also setup Eligibility overrides with a date range for specific workers. If you setup eligibility overrides, then you can enroll a worker even if they are not found as eligible for a benefit.
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3. Create and Process the Benefit eligibility event:

    • Let us now create a benefit eligibility event and process the same. Follow the below steps to process an eligibility event.
    • On the Benefit created above, click Personnel Actions > Create Eligibility Event and key in the required details as shown in screen below and click OK button.
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    • On the Eligibility event form, expand the Workers fast tab.
    • You can add selected worker records or click Add all worker button to add all the workers for this event. Note that, the eligibility event will be ideally run from the HR > Periodic area.
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    • Click Process button on the Action pane and hit OK button.
    • Note that the processing may take a few seconds and wait until you get an info confirming the completion of the process.
    • Click Refresh button and then click Show results
    • Notice that system will show all the worker records and their individual eligibility for the benefit. System also shows description of the reason why a specific worker was not eligible for a benefit.
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Once the eligibility event is run and all the employees are determined, the HR assistant can enroll employees on the required benefits from the Mass benefits enrollment screen as shown in screen below.

That’s it for today’s post. Keep reading…

Thanks

Sandeep

Managing recruitment and Posting Open jobs in Enterprise portal in Dynamics AX 2012

Managing recruitment and Posting Open jobs in Enterprise portal in Dynamics AX 2012

Hello Everyone,

Managing recruitment processes, job applications and applicants is a key aspect of human resources management in any organization. The HRM module of Microsoft Dynamics AX 2012 provides a very efficient and effective way of managing open jobs in an organization and applications and applicants who are applying for the open jobs.

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In today’s post I will highlight,

  • How to create open jobs and publish the Job ads to the enterprise portal.
  • How candidates/applicants( Both External and Internal) can view and apply for Open jobs.
  • How applicants/candidates can submit their resume to the organization for considerations to any open jobs.
  • How recruiters can view and manage all the incoming job applications at one central location and process them further.

Create Jobs and Publish them on Organization portal:

  1. Go to HRM > Common > Organizations > Jobs.
  2. Create a new job. In this case let us say it is for a DAX Technical Consultant.

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3. Create the required positions under the HRM > Organizations > Positions.

4. The next step is to create the recruitment project and create the job ads for that.

5. Go to HRM > Recruitment > Recruitment Projects and create a new recruitment project.

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6. Create the Job ad for this recruitment project and enable this to be published on the enterprise portal.

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With this, we are done creating the open jobs and publishing them to the portal.

Candidates viewing and applying for jobs on the portal:

AX allows both internal employees/existing employees and external applicants to apply for open job. The site services feature can be used to integrate the external job portals and company websites to AX. External candidates can apply directly from portals and company websites with this integration. (Note: These tasks will need some technical works and some development as well and it is not fully functional out of the box.

  1. When candidates log on to the portal of AX 2012, they get to see a direct link to all the open jobs in the organization.

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2. Notice that the job we just created is now appearing on the portal. Candidates can select the job and click Apply to apply for the job.

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3. Copy paste your resume and click Apply. Note: You can customize this to have a direct link for resume attachment/uploading.

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Note that, candidates can also apply and submit their resumes without any open job also. All of these applications will be gathered against a Unsolicited recruitment project.

Recruiters viewing and processing received applications:

The Application Basket in AX is the central location for all the received applications both from enterprise portal and external sites(job portals , company websites if integrated). The recruiters finds all the key information about the applications such as candidate contact information , resume attachments, address etc.

  1. Go to HRM > Periodic > Recruitment > Application Basket.

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2. Notice that Sandeep Chaudhury, who applied for the DAX Technical consultant job is appearing in this form now. The system also shows various other information about the applicant on this form required for the recruiters.

3. Click Attachments button to view their resumes.

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4. If everything looks okay about the candidate and the resume looks goof to be processed further, then select it for Approval and Click Approve button. You will notice that the application record will disappear from the application basket as it has been processed further now.

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5. Now, when the recruiter goes to the recruitment project again, they get to see all the received applications against the recruitment project and can process it further from there.

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Refer to my earlier post on employee life cycle management in AX 2012 to know further about this.

The focus of this post was to highlight the job posting capabilities within AX and to show how it eases the job of recruiters on a day to day basis. Please reach out to me in case of any questions on this.

Till next time!!

Sandeep

Absence/Leave Management in Human Resources Management–Microsoft Dynamics AX 2012

Absence/Leave Management in Human Resources Management–Microsoft Dynamics AX 2012

I have been contacted by many of the readers requesting a post regarding the absence management functionality of AX 2012. In today’s post I will cover the key features and benefits of the absence management functionality along with the setups and processes involved in it.

Workers are the key assets for every professionals services firms and gaining control over the workers capacity cost and workers availability is always a key to success. Moreover managing employee leaves/absences is always a key aspect of Human resources operations for every organization. Organizations always looks for a flexible and effective leave management system, when they choose an ERP to implement.

The Human Resources Management module of AX 2012 provides a very effective absence management functionality which is simple to setup and use and also enables organizations to have their employees to use enterprise portal to submit and approve leave/absence requests.

Microsoft Dynamics AX-Powerfully Simple

Key features and Benefits:

Below few points represents the key features and benefits of Absence management functionality of AX 2012.

  • Simple to configure and easy to use.
  • Easily group absences and associate absence codes with them.
  • Register past absences.
  • Request for future absences.
  • Setup validation rules for absence types such as, employee’s cannot avail more than 3 casual leaves consecutively.
  • Option for absence administrators to register absence for multiple workers acting like a delegate.
  • Option for workers to request absences  and approvers to approve them in the Enterprise portal, when away from office/work.

Configuration and Absence management Process:

This section of the post will explain the necessary setup required to enable absence recording in AX 2012.

  1. Absence Groups: The first step is to create Absence Groups. The absence groups are used to group various absence types such Holidays, Sickness, Jury duty etc. Absence groups are mandatory information for setting up absence codes.
    • Navigate to HRM > Setup > Absence > Absence Groups.
    • Create new record and enter absence group id and a description.
    • Additionally enable Registration to enable absence recording in Time and Attendance process.

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2. Absence Codes: The absences codes represents the reasons for the employee absences. These are are the codes against which employees will register absences. Additionally several validation rules can be setup on the absence codes as per requirements. Example of absence codes are Sick, Injury, Jury, Vacation, Leave etc.

    • Navigate to HRM > Setup > Absence > Absence Codes.
    • Create new absence codes such as Jury, Sick, Illness etc.
    • You can also setup validation rules which will enable validation such as an employee can take only 3 days Funeral leave in a series etc..

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3. Absence Setup: It is required sometimes to have multiple absence administrators, multiple absence period frequencies, multiple working times(Hours, Days) for different groups of workers. The absence setup allows to accomplish this. The Person in charge is the Absence administrator who will review and approve/reject/cancel the absences.

    • Navigate to HRM > Setup > Absence > Absence Setup.
    • Create new records and setup Person In charge, Period unit( Month, Week, Month-Fixed and No Period), and Working time.
    • Absence setups are attached to workers to enable them for absence registrations.

4. Absence Setup for Worker: The Absence related parameters needs to be setup in the Worker details form as shown in screen below.

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We are now done with all the setups necessary for absence registrations. Let us not take quick look at how employees can register absences. In AX, employees can register absences both in rich client and Enterprise portal.

Recording Absences In AX Rich Client:

  • Before employees can register absences in a given absence period, the absence journals must be created by the absence administrators for that period. Absence journals can also be setup to be created in batch.
  • Navigate to HRM > Periodic > Absences > Create absence Journals to create the absence journals for workers.

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  • To register absences, go to Home > Absences > Register Absences.
  • Create new records and enter dates and absence code for each day.
  • You can also create a absence series such as Vacation for 5 days/10 days etc..
  • The Notes section will contain the notes from the absence registrar and absence approver if any.

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  • After creating the absences, Click Transfer to transfer the absences for approval. This will transfer the absence details to the approver for review and approval.
  • The Approver can go to Home > Absences > Approve Absence Requests.
  • Approver can click Approve/Reject button to approve or reject the absences.

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Using the absence management function, employees can also can request for future absences, and one absence admin can register absences for multiple workers as a delegate. I will not explain those all here in this post.

Recording Absences In AX 2012 Enterprise Portal:

Below is a quick video which I have prepared for the employee absence management in the enterprise portal of AX 2012.

That is it for this post. Please contact me in case you have any queries with regards to absences management in Microsoft Dynamics AX 2012.

Regards

Sandeep

Time and Attendance Registration functionality of Microsoft Dynamics AX 2012

Time and Attendance Registration functionality of Microsoft Dynamics AX 2012

Hello Everyone,

I had been away from my blog since over a month time because of my work and long vacation. It feels nice again to write here and share knowledge with you all. We all thrive to learn new things always and so do I. Today, I decided to get my hands dirty on the new “Time and Attendance registration” functionality which is introduced in Microsoft Dynamics AX 2012 and share what I have learnt so far. Hope everyone finds this post useful.

Dynamics AX 2012 has been amazing with its all new exciting range of features. I found the Time and Attendance registration feature pretty useful and decent and I am sure Microsoft will make it more powerful in the coming versions. Let me first explain you what this functionality is and how it can benefit organizations.

Organizations of all sizes use Time and attendance systems to record when their employees start and stop work, and the department where the work is performed. It’s also a  common practice to track meals and breaks, the type of work performed, and the number of items produced. The Time and attendance functionality of AX 2012 enables organizations to track the time and attendance including the jobs on which the workers are working on a given day. Using this functionality the workers can register various types of times such as Clock in, Clock out, Absence, Breaks, Flex time, Overtime etc. This functionality will find a lot of traction in the manufacturing industries where lot of the workers are paid based on their working profiles and make time registrations.

The below diagram depicts the overall flow of the worker’s time registration process in Dynamics AX 2012.

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Now that we know an overview of the Time and attendance functionality, let us look at the setups which we need to make in order to use this functionality.

Basic setup for T&A:

There are a bunch of setups present under the Time and attendance form in the human resource module. Each of these setups as a significance and I will not explain those here as I will primarily highlight the process of the time and attendance recording in this post.

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Calculation and Approval groups:

  • The calculation groups are a way to categorize the workers. For example, workers working in ‘same shifts’ or workers working in ‘same teams’. This helps the team lead/manager who calculates the time registrations for approval, to calculate the time registrations for a bunch of workers falling in same calculation group and this ensures reduced time in calculation.
  • Navigate to HR > Setup > Time & Attendance > Groups > Calculation groups and create a new record.
  • Optionally, you can password project the calculation groups by providing a password under the General tab.

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  • An approval group is logically same as the calculation group and typically consists of a set or group of workers.
  • Navigate to HR > Setup > Time & Attendance > Groups > Approval groups and create a new record.

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Indirect activities and Absence codes:

  • Dynamics AX 2012 enables workers of an organization to register time on several indirect activities which they may work on a given day and it also allows to register hours on absence codes if they are absent from working hours. Few examples of indirect activities are “Meetings”, “Travel” etc. .(Activities which are not directly related to projects, jobs)
  • Four different types of time registrations are allowed for the indirect activities which are “Job”, “Break”, “Switch code” and “On call”. Indirect activities are ideally configured under an activity group.
  • Go to HRM > Setup > Time & Attendance > Indirect activities.
  • Create a new record and select the Registration type from the four option as per your requirement. In my example, I will select Job.

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  • Click Activities button.
  • Create new indirect activities such as Test1 and Test 2.
  • Check the Registration check box under General tab and specify account and offset account if needed.

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  • You can also setup cost for the indirect activities by clicking the Cost button. Refer to screen below.

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  • Similarly absence groups and codes can be configured for recording time for absence from work. If “Education break” is an example of absence group, then absence codes under it could be “ Training”, “Workshops”, “Long term education” etc.
  • Configure the absence groups and codes under HRM >  Setup > Absence > Absence groups.

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Setup Worker/Employee for Time Registration:

  • Now that we have done most of the setups required for the Time and attendance function, let us setup the a worker and enable him for time registrations.
  • AX 2012 allows the workers to make time registrations in two forms. The Electronic timecard form and the Job registration form. In this case, we will just enable a worker to make registrations in Electronic time card form.
  • To do this, go to HR > Common forms > Workers > Workers.
  • Select any worker and double-click.
  • Click the Employment tab and expand the Time registration fast tab to set up parameters related to activating the worker for time registrations.

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Setup Work Time Profiles:

  • Different work time profiles can be configured for workers working in different working hours and tasks. The worker time profile basically identifies the nature of time registrations which the workers is supposed to make in a given day. For example a worker can clock in, work for standard working hours, take a break, work overtime and clock out. The work time profile basically will contain these profile types.
  • The work time profiles are configured and setup for group of workers usually. For example, workers working on Day shifts may be allocated with a  “day shift” profile and workers working in “evening shift may be allocated with a “evening shift” profile.
  • When the work time profiles are setup in the worker time registration, then the time and attendance system automatically detects the profile depending on the clock-in time of the employee. The work time profile functionality and concept is large and I will cover this in detail in one of my upcoming posts.

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Time and Attendance Registration Process in AX 2012:

  • In this post of mine, I will cover only the time registration process using the Electronic time card functionality. I will try to discuss the Clock-In/Clock-Out time registration functionality in posts later.
  • As we have set up Ahmed to register electronic time cards, we will now see the steps which he will follow to make time registrations.
  • Go to Home > Time and Attendance > Electronic Timecard
  • Select the worker. (Ahmad in this case)

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  • System will automatically show the profile for the worker and the profile date will default to the current date/day. You can modify the profile date.
  • If you want your registrations not to be modified by team lead or your manager, then you can Lock the profile date by clicking the Lock button.
  • See the screen below in which I have entered a standard day’s time registrations.

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  • After filling in the time card, click Check button. System will validate that all your time registrations are fine and checked for any violations.
  • Finally, Click Transfer to, transfer the time registration for calculation and approval.

Calculate and Approve Time & Attendance Registrations:

  • The next task is for the supervisors or the team members to calculate the time registrations done by their workers.
  • During the calculation, the worker time registrations are calculated against the work time profile. If there are any missing registrations, then it is automatically detected during the calculation and system will generate errors indicating these. The team lead or supervisor can then correct and recalculate the registrations.
  • To do this go to HRM > Common > Time and Attendance > Calculate.

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  • Select the calculation group and date. The calculation group will enable the supervisor to mass calculate the time registrations for the workers here.
  • Click Ok button.
  • Note that, system may prompt for password if you have configured in the calculation group setup.
  • On the Calculate form, verify all the information and click Update > Calculate button and then click Ok on the

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  • After the time registrations are calculated and verified, it needs to be approved. Approval is ideally done by the HR manager/Payroll manager. This is to ensure that the time registrations looks all correct before they are committed and posted in other modules.
  • To approve the time registration, Go to HRM > Common > Time and Attendance > Approve.

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  • On the Approve form, click Update > Approve and then click Ok on the batch job.

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  • You will get a confirmation that the registration for approved without errors.
  • The next task for the payroll manager or whoever approves the time registrations is to transfer the time registrations. This will ensure that all the transactions are posted successfully to the jobs on which registrations were made.
  • To transfer the time registration click Update > Transfer and then click Ok button on the dialog.

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  • Notice that the TR lines will get transferred from the Approve screen.

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  • Not let us verify the postings in the different modules. For example in this time registration Ahmed had entered time on the project 10001. So if you go to project 10001 and then to Posted transactions, you will find the the transactions created by the TR system. See screen below.

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In this post , I covered,

  • The overall set up required to use the time and attendance system in AX 2012.
  • How to enable workers to make time registrations.
  • The actual time registration process.
  • And the calculation, approval and transfer process for the time registrations. Consider these as the first step to learn this new functionality. I am breaking it down as this is getting way too longer now. Smile

In my next post, I will cover the remaining part of this functionality.

  • More about the absence management.
  • Time and attendance workflow.
  • And the complete integration with pay agreements and payroll process.
  • Time registration using the Clock in/out punch clock
  • Which industries types can use and benefit from this ?

Well ! That is it for now.

Till next time…Keep exploring.

Thanks

Sandeep