Streamlining Data Capture with Affinity Clever Forms and Workflow
In the final of our long-running series, we look at two forms that streamline mundane tasks.
- Accurate employee-initiated information is collected.
- Authorises related departments to perform required tasks.
- Reduces paperwork.
- Increases efficiency.
Request to Join the Social Club
What it does
Lets staff request to join the company social club and confirm that they are comfortable having fees deducted.
Why you need it
Automatically authorises Payroll to deduct the required membership fees from staff.
Employee Masterfile > Initiator. This lets any active employee initiate the form.
Form Initiator to Payroll
Key things about this workflow:
- Anyone in the ‘All Active Employees’ ESS group can initiate the form.
- The initiator (any active employee) completes the details then submits the form to Payroll for processing.
- Payroll has the option to return the form to the initiator and request more information.
This form uses the field display element to automatically populate employee details from Affinity. The remaining fields are for the employee to complete.
Issue of Equipment and Assets to Employees
What it does
Lets managers request equipment for their staff, such as IT gear and security cards.
Why you need it
Part of on-boarding. Allows managers to request assets like PCs, mobile phones and security cards for new employees.
Employee Masterfile > Managers Direct Reports. This lets any active manager initiate the form on behalf of their direct reports.
Manager to IT to HR to Payroll
This form uses the field display element to automatically populate employee details from Affinity. There’s a set of check boxes which lets managers select the required items.
Using Flexifields to Extend Data Capture in Affinity
System > Flexifield Setup
Flexifields provide extra space to record data that can’t be entered into existing fields. They appear in certain Affinity screens, like the employee masterfile.
How to do it
In flexifield setup, select the screen where the flexifield is located then select an available flexifield (say, Flexifield2). Give it a new label and set some attributes. If it’s a lookup (pick-list), you’ll also need to create some values (Payroll > System Organiation > Dictionaries).
Grouping Timesheets and Pay Adjustments
Payroll > Timesheets > Pay Adjustments
Payroll > Timesheets (available to all except bulk-entry and fast-entry timesheets)
Grouping timesheets and pay adjustments lets you apply different tax, Super/KiwiSaver and banking calculations to each group. You can also add informational codes to affect the resulting payments. For example:
- Apply different tax calculations to timesheet earnings within each group.
- Split calculations across groups (based on superable earnings within each group).
- Apply allowances and deductions in employee masterfiles to each group, or add the ALLDED informational code to certain groups to suppress them.
Joe’s previous pay has an adjustment for a missing timesheet. He is also to receive a back-dated hourly rate increase from two months ago. He wants the back pay in a different bank account. By grouping these pay adjustments separately and adding some informational codes, you can pay the adjustment into his balance bank account and the back pay into another account.
Group Jane’s meal allowance, first-aid allowance and uniform allowance in group A. Add the WKSWKD code to group A so that the three allowances are subject to WKSWKD calculations.
How to do it
Select the timesheet or adjustment then select Options > Grouping from the menu. Select a group between A and F.
The group code appears in the G column.
Select the next timesheet or adjustment and repeat the process.
Add informational codes if required. In our example we added ALLBAL to group B so the bonus payment goes into the employee’s balance bank account. If we put more adjustments into group B they would also be paid into the balance bank account.
Pay Code of the Month: DEDWKS
Used in timesheets and pay adjustments, DEDWKS finds all regular employee deductions and does the following:
- If 99 units is entered, suppresses all deductions.
- If another unit is entered, deducts the multiple.
So, if an employee has a regular $12.00 social club fee deduction, entering 3 units of DEDWKS will deduct $36.00. If 99 units is entered, nothing is deducted.