Payroll LavaDo Guidelines

This is an opensource extension (GPL license) developed by LavaLoon using Frappe framework, integrated with ERPNext. The business functions
  • Automatically run the standard auto attendance function of all company’s shift types
  • Adding HR policies and penalties including the employee attendance penalties
  • Adding the records of the salary addition according to the occurred penalties and their deductions
  • Creating timesheets (a timesheet per employee for the entire batch duration)
  • Applying all stated above considering the retro effect (the old changes of the employee, i.e.: the employee may have more than salary structure assignments in one batch duration, so the batch considers this point through the “employee change log”

HR team must complete the below information to run Payroll LavaDo batch successfully, and then can run the standard ERPNext payroll.

  1. Employee
    1. In the employee profile the following data is needed:
      1. company, designation, branch, and department
  2. Shift type
    1. Start Time
    2. End Time
    3. Holiday List
    4. Enable Auto Attendance
    5. Determine Check-in, and Check-out
    6. Working Hours Calculation Based On
    7. Begin check-in before shift start time (in minutes)
    8. Allow check-out after shift end time (in minutes)
    9. Working Hours Threshold for Half Day
    10. Working Hours Threshold for Absent
    11. Process Attendance After
    12. Last Sync of Checking
  3. Shift Assignment
    1. The start date must be before the start date of the first payroll LavaDo batch’ start date
  4. Salary component
    1. A component of type deduction named “should be added and allocated
  5. Salary structure
    1. The salary structure should be based on timesheet, to enable creating timesheets of that employees assigned on that shift type
    2. The hourly rate should be set, to enable applying the automatic penalties
  6. Salary structure assignment
    1. The start date must be before the start date of the first payroll LavaDo batch’ start date
  7. Employee check-in records
    1. One or more methods: Biometric, LavaDo mobile app attendance, manual data entry
Penalty Policy Management
Lava penalty group
  • The group of penalty policies, i.e.: the attendance policy group, which include underneath the policies of attendance check-in, attendance check-out, and attendance absence.
  • The reset duration means number of days to reset the counter of applying penalty having the same subgroup (i.e.: attendance check-it late 10 minutes)
  • The deduction rules
    • Absolute amount
    • Percent of the day (i.e.: 20% of hourly rate multiplied by 8 working hours)
    • Lowest of the two values
    • Biggest of the two values
Penalty policy
  • Choose the parent penalty group
  • Occurrence number: for example, if 2, means the system applies this penalty policy if occurred for the second time during the reset duration
  • The amount of deduction will be calculated using the parent group’s deduction rule
  • Add designation in the designation table to apply the policy on the employees based on their designation
  • The penalty subgroup for categorize the policy for check ins, check outs, or other actions
Penalty record
  • Used by HR to add manually a penalty record to an employee so that an additional salary of type “deduction” is added
  • Payroll LavaDo batch add the penalties and deductions of the attendance based on the configured attendance penalty policies
Penalty correction record
  • Used by HR if a penalty record needs to be edited or deleted from the employee record
  • This feature is under development
Payroll LavaDo batch

Payroll LavaDo administration custom page to run the batch based on

  • Company
  • Start date
  • End date
  • Last processed batch status

The batch does the following

  1. Add to Lava Action log all the batch major steps
  2. Add to the standard error log all occurred errors, and most of them are clear enough to HR team to take the necessary corrective actions
  3. Add Lava Batch Object record for each created object along its type (i.e.: timesheet, penalty record, additional salary)
  4. Create employee change log record for each employee if not exist
  5. Run the standard auto attendance
  6. Update the custom fields of the late check-in duration and early check-out duration on the attendance record
  7. Create timesheet per employee per batch
  8. Create penalty records
  9. Create additional salary records