Tracking Employee Absences in the NAV RoleTailored Client

Tracking Employee Absences in the NAV RoleTailored Client
When it comes to tracking absences at a company, there are multiple solutions to make this happen. You could use Excel, a third party payroll system, or one of many other tools. Today I am going to go over using the Microsoft Dynamics NAV (Navision) RoleTailored Client for tracking absences. Some reasons to track absences:
  • You have all your employee absences in one spot for management to see
  • You can allow other employees to see when team members are going to be off or are off
  • Employees can track their time off
In this blog, we will go over setting up employee and employee absences. After we have the setup done, we will walk through the process of registering an absence. Let’s first walk through the steps of setting up the Employee. NOTE: My instructions are for NAV 2013 R2. If you would like instructions for another version of NAV, please contact ArcherPoint. First, let’s make sure our No. Series is setup first for Employees: In your search window, type No. Series and make sure you have a No. Series for EMP.  Viewing the No. Series setup
Figure 1 – Viewing the No. Series setup Next, in your Search window, type Human Resource Setup, then, in the numbering fast tab > Employee No., select EMP  Editing the Human Resources Setup
Figure 2 – Editing the Human Resources Setup After you have set up the No. Series, set up the causes of absences. In the Search box, type in “Cause of Absence”. To create an Absence cause select “New”.  Editing the Causes of Absence list
Figure 3 – Editing the Causes of Absence list Some sample absences are: Day Off, Holiday, and Sick  Entering values for the Causes of Absences
Figure 4 – Entering values for the Causes of Absences After you have set up the Causes of Absence, set up an employee. In the Search box, type in “Employee”. Note that when you start to type, different options will show up. You will want to select the option for setup in Human Resources.  Employee Setup in Human Resources
Figure 5 – Employee Setup in Human Resources When the Employee list opens, you will want to create a new Employee by selecting the “New” button on the ribbon.  Create new employees in Human Resources->Employees
Figure 6 – Create new employees in Human Resources->Employees Fill in the appropriate information, such as name, address and other relevant data. Once you have the basic employee information filled in, select the Navigate tab in the Ribbon and select “Absences.”  Select “Absences” for an employee
Figure 7 – Select “Absences” for an employee The Absences shows a listing of absences that have been registered for the employee. As we have just established this new employee, there are no absences. Viewing the absences for the employee
Figure 8 – Viewing the absences for the employee Now that we have the Employee set up and the Absence Causes, let’s go ahead and register an absence. In the Search box, type in “Absence Registration” and then select Absence Registration. To create a new absence, select “New” Entering a new absence for an employee  Figure 9 – Entering a new absence for an employee The list will become editable, and you can fill in the following:
  • Employee No
  • From Date
  • To Date
  • Cause of Absence
  • Description
  • Qty
  • Unit of Measure
Entering values for the available fields for each absence
Figure 10 – Entering values for the available fields for each absence When you have all the information filled in, you have registered the absence. There is a report in NAV for running and obtaining the employee’s absences. Running the report for employee absences
Figure 11 – Running the report for employee absences For the Employee’s absence report you could use this as a tool for other team members to run to see who is out in the company or team for the week. You could also set this up to send out a report on a daily or weekly basis from the job scheduler to update employees on planned vacations. Knowing how to set up employee and registering absences will help you with history of absences and also the planning of future time off for employees. If you would like to learn more about Human Resources features in NAV, contact ArcherPoint. Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

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