How To Add Employee Transactions (Leaves, Loans, Overtime, Travel and Expense)

This guide offers a step-by-step approach to efficiently manage employee transactions such as leaves, loans, overtime, and travel expenses within the Magnar Systems platform. It simplifies the process by breaking down each action into clear, actionable steps, making it easy for users to follow along. By utilizing this guide, users can ensure accurate record-keeping and streamline their payroll processes, saving time and reducing errors. Whether you're new to the system or need a refresher, this resource is essential for effective payroll management.

Raphael Elias
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66 steps
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11 minutes

Magnarsystems

Open Magnar HCM link and login to your ESS page.

To access the Backoffice, click the settings icon in the top right corner of your screen and select "Go to Payroll".

Magnar Systems supports a wide range of employee transactions, including Leave management, Loan processing, Overtime tracking, as well as Travel and Expense reimbursements.

1. Leave Transactions

Go to "Employee Transactions"

Select "Leave Transactions"

Click on "New".

Select the employee.

Select the appropriate type of leave to assign to the employee.

Enter the From - To dates for the duration of the applied leave.

Enter the From - To times for the duration of the applied leave.

The system will calculate the number of hours based on the selected From-To times.

The system will automatically calculate the number of days based on the selected From and To dates, in accordance with the total working hours defined in the employee's calendar.

For Annual Leave, the system will display the employee’s current available leave balance.

The system will also display the end of year balance.

The rejoin date will be automatically calculated based on the selected To time and the employee’s calendar.

You can enter your remarks or comments in the "Remarks" section.

You can also upload an attachment.

Click "Save"

The Leave Transaction was created successfully!!

You can also filter and review all transactions made within a specific time period. Select the 'Year From-To' and 'Month From-To' ranges, then click 'Filter' to view the results.

To access an alternative view, click on 'View Calendar'. From there, select the department and the employee leave calendar. You also have the option to display holidays associated with the selected calendar and to filter by specific employees.

2. Loan Transactions

Go to "Employee Loan"

Click on "New"

Select the employee.

Enter the total loan amount.

Select the loan type.

Select the payment date — the date on which the company issued the payment to the employee.

Enter the number of installments in which the employee will repay the total loan amount.

Select the Year and Month of the first installment.

You can add your remarks in the "Remarks" box.

Click on 'Schedule' to evenly divide the total loan amount across the selected number of installments, starting from the chosen month.

You can also customize the loan payment for each installment. Change their amount but keep in mind that their summation should be equal to the total loan amount.

To view the employee’s previous loans, click on "Loan History".

Click "Save" to create the loan transaction.

3. Overtime Transactions

Go to "Overtime Transaction"

Click on "New".

Select the employee.

Enter the From - To times for the duration of the overtime.

Select the overtime type.

The total number of overtime hours will be automatically calculated based on the selected From-To times.

You can add your remarks or comments in the "Comment" section.

Click "Save" to create the overtime transaction.

4. Travel Transactions

Go to "Travel Transactions"

Click on "New"

Select the employee.

Select the country of destination.

Select the travel type.

Enter the From - To dates for the duration of the applied request.

You can enter your remarks or comments in the "Comment" section.

You may also attach and upload a document to the transaction.

Click "Save" to submit the transaction.

5. Expense Transactions

Go to "Expenses"

Select "Expense Transactions"

Click on "New"

Select the employee.

Select the payment date.

If the expense is related to a travel transaction, toggle the option to 'On' and select the corresponding travel record.

Once selected, the details of the travel transaction will be displayed.

You can enter your remarks or comments in the "Description" section.

The perdiem will be automatically calculated.

To add more expense transactions, click on the "+" button.

Select the expense type.

Enter the expense name.

Enter the expense amount, the currency and date.

You may also attach and upload a document to the transaction.

Click "Save" to add the expense.

Click "Save" to create the expense transaction.