HR Worked Examples
Real situations from start to finish: a new joiner, a full payroll month, annual leave, a salary advance, a resignation and an ESS request.
Each example follows one real situation from start to finish, screen by screen. The company in the examples – Al Noor Trading – works Sunday to Thursday, 8 hours a day, and pays salaries on the 27th.
Examples:
A. New joiner to first payslip ·
B. A full payroll month ·
C. Annual leave with advance salary ·
D. A salary advance ·
E. An employee resigns ·
F. Leave requested on the phone
A. New joiner to first payslip
Goal: Fatima joins as an accountant on 15 November and is paid correctly from day one.
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Employee List → Create Employee | Name, DOB, Saudi, Designation Accountant; Contract: joining and Active from 15/11/2026, Finance department | Employee E0058 |
| 2 | Allowance tab | Basic 8,000 · Housing 2,000 · Transport 800 · GOSI "Saudi" → ReCalculate Gosi → Update GOSI ✔ · Annual Leave 21 days · Paygroup Office | Salary 10,800; GOSI shares saved; leave entitlement created |
| 3 | Documents / Bank tabs | National ID with expiry and scan; IBAN and bank → Save | Record complete |
| 4 | Payroll → Create Payroll | Period 11/2026 · All Employees · Run | Fatima: 16 days, gross 5,760 |
| 5 | Payroll → view → Print Payslip | Choose Fatima | Her first payslip |
B. A full payroll month
Goal: pay 25 employees for November, including everything that happened in the month.
| # | When | Screen | Action |
|---|---|---|---|
| 1 | 12 Nov | Absent Entry | Yousef absent without notice 12–13 Nov |
| 2 | During month | Overtime Request approvals | Managers approve 46 overtime hours across the team |
| 3 | 20 Nov | Other Payment | Sara bonus 1,500, Payment Date 20 Nov → Save → Post |
| 4 | 25 Nov | Other Deduction | Mobile bills for 3 employees, Date 25 Nov → Save |
| 5 | 25 Nov | Payroll → Create Payroll | 11/2026 · All Employees · Run → check General and Vacation tabs → Save |
| 6 | 26 Nov | (Yousef's absence corrected to 1 day) | Edit the Absent Entry; Create Payroll → Payroll Regenerate → pick the doc → Regenerate Payroll |
| 7 | 26 Nov | Payroll → view | Print the Payroll Report for approval; Export Excel (Bank) for the bank upload |
| 8 | 27 Nov | Post Payroll | Tick the payroll → Post. Salary journal created; payroll locked |
C. Annual leave with advance salary
Goal: Ahmed takes 21 days from 10 June, gets his leave salary before he travels, and comes back on time.
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Vacation Entry | Ahmed · Annual Leave · 10–30 Jun → Save | Approved 21 days; balance 14 |
| 2 | Vacation Salary Generation | Ref Vacation = that entry · Advance ✔ · Generate Regular Salary · Generate Vacation Salary · Save | Salary 1–9 June + 5,250 leave pay; Ahmed inactive |
| 3 | Post Payroll | Post the vacation salary document | In the accounts |
| 4 | Payroll (June) | Run as usual | Ahmed not paid again |
| 5 | Vacation Return | Joining Date 1 Jul · Re-activate Employee ✔ · Save | Ahmed active; included in July payroll |
D. A salary advance
Goal: Khalid gets 6,000 SAR now and repays 1,000 a month, with a break during his leave.
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Loan Entry | Salary Advance · 6,000 · 6 months · start 1 Nov → Save | Nov–Apr, 1,000 each |
| 2 | Loan Posting | Loan Entry · Run · tick · Post | Payment recorded in the accounts |
| 3 | Payroll Nov, Dec | Run as usual | 1,000 deducted each month; balance 4,000 |
| 4 | Loan Deferment | Tick January → Save | No deduction in January; schedule ends in May |
| 5 | Loan Movement report | Khalid · the advance | Repayments and the deferred month |
E. An employee resigns
Goal: Mona resigns after 6 years; last day 31 December. She has 8 days of leave left and a loan balance of 1,500.
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | End Of Service Report | Mona · EOS Date 31/12 → Run (before the exit meeting) | Estimated gratuity |
| 2 | Termination | Mona · 31/12/2026 · Termination Type Resignation · reason | Mona inactive; status Terminated |
| 3 | Eos-Settlement → Add Settlement | EOS Calculated Date 31/12 · EOS Type Resignation · Include Regular Salary ✔ · Deduct Loan Balance ✔ → check Net Payable → Save | Gratuity + December salary + 8 days' leave payout − 1,500 loan |
| 4 | Post Payroll | Post the settlement's salary lines | In the accounts |
| 5 | Finance → Payment Voucher | Pay Mona the net amount | Settlement complete |
F. Leave requested on the phone
Goal: Rami requests leave from the mobile app; his manager and HR approve it.
| # | Who / Screen | Action | Result |
|---|---|---|---|
| 1 | Admin – Users, Workflow Group, Hierarchy, User Mapping | Rami's user mapped to his employee record and to group SALES for Absence (Nadia level 1, Hassan level 2) | Ready (one-time) |
| 2 | Rami – Absence Request | Annual Leave · 7–11 Dec → Save | PROCESSING; Nadia emailed |
| 3 | Nadia – Absence Request Approval | Validate → Approve | Hassan emailed |
| 4 | Hassan – Absence Request Approval | Approve | Vacation Entry created |
| 5 | December payroll | Run | Leave paid as annual leave |