Configuration
There is no HR configuration screen. Setting the module up means setting up the employee master in the right order and — if you use claims — the claim settings that read it. Each step below names the applet page that documents the screen and the message you see if you skip it.
Step 1 — Companies and branches
The employee create form requires a Branch; the Branch Linking, Company Linking and Spending Limit tabs and the org chart all pick from the companies and branches defined here. Nothing on an employee can be saved before this exists.
Step 2 — The employee code prefix
Tenant-level running numbers
If you leave Employee Code blank, the backend generates one from the EMPLOYEE_ID running number
plus the tenant’s employee prefix.
Set the prefix before the first record or import, or the first batch of employees gets codes you
did not choose. Entity Maintenance never sends a code at
all, so every record created there is numbered this way.
Step 3 — Employee categories (optional)
Employee Maintenance → Employee Category, or Entity Maintenance → Employee Category
Both applets edit the same tree of EMPLOYEE_CATEGORY labels. Category codes are unique across
every label in the tenant — item categories and customer categories share the namespace — so a
code that “does not exist” can still be refused as a duplicate.
Step 4 — The employee records
Employee Maintenance → Employee → +
Create with the Main tab (Employment Status and Branch mandatory), then open the record for the rest. The tabs that matter for a people process, in the order you will need them:
| Tab | Why it matters | What goes wrong without it |
|---|---|---|
| Login | Links the employee to a platform login. The Claim Applet resolves the claimant from the login e-mail to this record | Cannot find your email … from Employee Applet when the person opens claims |
| Payment Config | Bank, account number, holder name — read by the Claim Cycle’s Bank Report | The employee’s row on the Bank Report has no bank code or account number |
| Report To | Up to three levels of manager. The Org Chart tab draws on it; nothing else does | Nothing breaks. No approval, claim or leave route follows it |
| Branch Linking / Company Linking | The branches and companies the employee is linked to (one link per company and employee) | Nothing on the applet page names a downstream reader; treat as reference data |
Two tabs to leave alone: Approved Leave saves nothing, and a Claims tab is present in the template but commented out.
Importing instead of typing. File Import takes a CSV; EMPLOYEE_NAME and DOC_CURRENCY are
mandatory on every row. Each row is matched by employee code, then by ID number, tax number, e-mail
and phone against all entities — a match is updated and flagged EMPLOYEE; no match creates a
record. A single bad row marks the whole file FAILED with the message in User Error Message.
Supply EMPLOYEE_CODE for new staff so a row cannot silently attach itself to an existing customer.
Do not add logins from Entity Maintenance: its Login tab lists logins filtered on a hard-coded guid and its create panel never sets the entity guid, so every attempt from there fails.
Step 5 — Only if you use claims: designations, approval settings, cut-off
Claim Applet → Settings
The claims process reads the employee master and adds its own settings. The four it needs, and what you see when each is missing:
| Setting | Where | Message when missing |
|---|---|---|
| A designation for each claimant in their branch | Settings → Branches → Approval Designation | Your designation: … is yet to be configured for branch: … |
| A Claim Approval Setting per workflow type, with level, quorum and default approver | Settings → Claim Approval Settings | Approval level & quorum are yet to be configured …. A missing default approver gives no message: submission succeeds and, when nobody holds the approval designation, the line never reaches an approver (see Claims configuration) |
| A Claim Cut-Off Logic row per company | Settings → Claim Cut-Off Logic | No claim cycle is ever created, so finance-payment lines never reach review |
| At least one reviewer per company with one final level | Claim Cycle Applet → Settings → Reviewer Setting | Accept / On Hold and Close are refused |
If some claim items are to be paid through payroll, set their Payment Processing Option to
SALARY_PAYMENT. Those lines skip the finance cycle, go to APPROVED at the last supervisor
approval, and appear on the Claim Cycle’s Payroll Payment Report for your payroll process to pick
up. BigLedger does nothing further with them.
Step 6 — What success looks like
Thirty seconds: open the Claim Applet as one of the new employees. If My Claim loads, the login link is right. Open the Claim Cycle Applet, any cycle, Bank Report, and confirm the employee’s row shows a bank code and account number. Those two checks cover every tab that anything downstream reads.
What has no configuration
Shift rosters, overtime rules, leave entitlements, salary components, statutory registration numbers and GL mapping for salary expense are not configurable anywhere in the registered product. Screens for several of them exist in an unregistered payroll applet’s source — see Payroll Admin for what that backend does and does not do.
What to set up instead, so that payroll computed elsewhere lands correctly here. Three things, and finance owns all three:
- The accounts. A wages expense account, a net-pay liability, and one statutory liability per scheme so that each clears to nil when you remit. Agree them with whoever keeps the books before the first import, not after.
- The branch and cost-centre codes. The journal import matches the branch code as an exact string, so a code that differs by a space or a hyphen from the master spelling will not post where you meant it to. Tidy the codes before the first import; the check is a dry run of one month where every line lands on the branch it names.
- The cut-off calendar. When variable input closes, when the journal arrives, when the month closes. Publish it at the start of the year; the check is that you are not re-opening a closed period for payroll.