Getting Started with HR
The set-up checklist in the right order, how to carry over balances from another system, and your first payroll month.
Setting up HR takes a day or two for a typical company. Follow the steps in this order – each one uses what the previous steps created.
Before you start, collect
- Your salary structure: which allowances you pay (Basic, Housing, Transport…).
- Your policies: working week and hours, overtime rates, leave types and days, loan rules, end-of-service rules.
- This year's public holidays.
- An employee list with personal, contract, document, salary and bank details.
- From your old system (if any): each employee's leave balance and EOS balance on the go-live date, and open loans.
The set-up order
- HR Setup – General. Days in month, daily working hours, leave balance method, automatic employee codes, default loan %. Guide
- HR Setup – Earnings and Deductions. Name your salary parts and make them visible. Guide
- Masters. Departments, divisions, locations, projects, designations, nationalities, religions, qualifications, marital status, sponsor types, employee groups, loan types and termination types. Guide
- Over Time Setup. One rule per overtime rate. Guide
- Working Shift → Holidays → Pay Group. In this order, because holidays use overtime rules and pay groups use shifts, overtime rules and holidays. Guide
- Leave Configuration. Annual, sick, emergency, unpaid and any other leave types. Guide
- GOSI, End Of Service, House Allowance, Other Payment Type, Tickets. Guide
- Grade Entry – only if you switched on grade validation. Guide
- Employees. Create every employee with salary, GOSI, leave, pay group and bank details. Guide
- Self service (optional). Users, employee mapping and approval workflows. Guide
Test with three employees first. Create three real employees, run a test payroll for last month and compare it with what you actually paid. Delete the test payroll, fix any rule that differs, then add everyone else.
Going live: carry over balances
If you are moving from another system, choose a go-live date (for example 1 January) and load each employee's balances as at that date:
| Balance | Where to load it |
|---|---|
| Leave balance | Office Absence Entitlement: Opening Date = go-live date, Opening Days = balance |
| EOS already earned | EOS Opening Single: Last EOS Date and Amount |
| EOS already paid in advance | Eos-Adv-Payment |
| Open loans | Loan Entry with the remaining amount, deducting from the first Bizmagnet payroll month |
Your first month
- During the month record absences, overtime, leave, bonuses and deductions as they happen.
- Before payroll go through the payroll checklist.
- Run payroll, compare it with your expectations, print payslips and the bank file. Guide
- After payment, post the payroll.
- At month-end, run the Document Expiry Report to plan renewals. Guide