Exact Synergy Enterprise

Period closing for HRM

Menu path

Modules ? HRM ? Setup ? Miscellaneous ? Period closing

Introduction

On this page, you can close the HRM period of a division manually. A period is an amount of time defined by an organization and is usually in months. A period is closed for various reasons, for example, to calculate the absence entitlement.

After you have closed the period for the defined division, you can still modify or delete any absence entitlement entries in that division if any of the following criteria is met:

• You have the Administrator or HR role.
• The request type definition contains predefined fields under the Who can edit the newly created request? or Who can delete the request? section. For more information, see Creating and modifying request types - Flow tab.

When the period is closed, the system will calculate the absence entitlements for all the employees. The calculation of the total number of working hours will be based on the work schedule groups and work schedules that are effective on or within the defined date, according to the following priorities:

• Priority 1 — The work schedule group linked to the person.
• Priority 2 — The default work schedule for division level if no work schedule group is linked to the person.
• Priority 3 — The work schedule group for corporate level if no work schedule group and default work schedule for division level are linked to the person.

By gathering the total number of working hours for a period of time, absence entitlements will be calculated and prorated if necessary. Absence entitlement for each person will be calculated based on public holiday setups, service duration, and total number of working hours defined, as reflected in this formula:

The following functions will be performed when closing a period for a division:

• Monthly vacation entitlements for the selected period will be calculated for all people in the selected division.
• Total absent days for the period will be calculated.
• Full Time Equivalents (FTEs) for each cost center in the selected division will be calculated and updated into the financial budget scenarios in Exact Synergy Enterprise as the actual amount.

Note:

• Closing of periods does not need to be in a consecutive order.
• The period closing has no link to closing financial periods.

You can also choose to automate the period closing process for divisions in the HRM general settings. Automated closing may be performed for an individual division or all divisions by selecting one of the following options at Calculation – Entitlements: Automatically under the Absence section at Modules ? HRM ? Setup ? General ? Settings:

• Division (Settings) — Select this option to close the HRM period for an individual division automatically. Once this option is selected, go to Modules ? HRM ? Setup ? Schedules ? Default work schedule. Click the hyperlink of the required division under the Division column. On the HRM: Work schedule page, click Edit, and then select the Calculation – Entitlements: Automatically check box under the Absence section. Save the settings. The period will therefore be closed for the selected division automatically by the background job.
• Division (All) — Select this option to close the HRM period for all divisions. Once this option is selected, the following will take effect:
  • Closing the HRM period for a specific division is disabled.
  • The Calculation – Entitlements: Automatically check box under the Absence section on the HRM: Work schedule page is disabled.
• None — Select this option to disable automatic HR period closing.

Note:

• When you select an automated period closing for all divisions, you cannot close the period for a specific division manually.
• For manually entered entitlements, corrections can result in double entitlements.

Roles and rights

To close the HRM period of a division, function right 87 — Allows to close period for a division is required. By default, users with the HR role have this function right.

Note:

• For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
• For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I close the HRM period of a division manually?

1. On the HRM: Period - Close page, select the required division at Division.
2. Define the fields.
3. Click Close periods, and then Close to exit.

Keep in mind: All fields with the "!" icon are mandatory.

Related documents

• Creating and modifying entries for people
• Creating and modifying request types - Flow tab
• Exact video library
• Updating effective date
• Viewing absence planning report
• Viewing absence statistics
• Viewing division cards