iDynamics Working Hours introduces the entity "Work Center" into the system, which allows to define the location at which an employee physically works (or is dependent on, in the case of an employee working outside the office).
The work centers serve as a grouper of employees and they will allow us to define the schedules and public holidays that apply to staff depending on the center.
We can access the management of centers from the menu Setup and extensions > Manual Setup of Business Central, and filtering the configuration by the category HR.
Accessible from the previous menu, or by looking for Work Centers in the search bar of Dyanmics 365 Business Central, we'll access the list of centers.
Accessing the file of one of the existing centers, or pressing the button New, it will be shown the card of the center, in which we can indicate its basic data (code, description,address).
In addition, we will see two lists that will allow us to configure, in detail, the day of default work of the center:
Work Center Schedule
Here we visualize the active schedule of the center and the future schedules, including the date in which they will take effect. We can add any schedule registered in the system, indicating the date on which it will start to be applied (and the timetable in force up to that moment will be deactivated).
- If we want to visualize the past schedules, in the action bar of the list we count with the option Manage > Show old.
- Schedules, in addition to being applied at the work center level, can be applied at the employee level.
Holidays and Special Schedules
In this section we can configure exceptions to the schedule assigned to the center. The holidays shall be regarded as non-working days, and special schedules will allow you to specify a different schedule from the one that would correspond to the day according to the schedule.
We can manually sign up each of the applicable holidays, or use the option Manage > Apply Template to bring a predefined set of holidays.
By default, this list only shows the current year's holidays. You can display the public holidays of previous years by clicking on Manage > Show Past Holidays
In the case of special hours, we can click on the date to open the card and configure the schedule that will be held that day in the work center.
For practical purposes, it is equivalent to register a special schedule or configure a work center schedule that is valid only for one day. The use of special timetables is more agile for specific exceptions, while the change of timetable will be useful in those cases where the timetable is shared among a multitude of centers or is repeated frequently.
iDynamics Working Hours adds several fields and actions to the employee card. At the level of configuration, in the action bar we can find an option of Working Hours
From here, we can assign work schedules directly to the employee that will prevail over his or her workplace schedule. This allows us to contemplate cases in which, for some reason, an employee's schedule does not coincide with one established for his or her work center.
Related to the previous point, in the General tab of the employee file we can define the associated work center. In this way, the employee automatically inherits the schedules and public holidays that would have been configured in it.
In the Administration tab we can find two new fields to specify the Dyanmics 365 Business Central user associated to the employee and their account contribution. Both fields are optionals, and are used as folllows:
- If a user is assigned, this user, with basic permissions on the application, will be able to report their daily hours.
- The contribution account is merely informative, and will be included in the hours report of the employee.
Finally, in the Personal tab, we will have a field to indicate the VAT Registration No of the employee. Like the contribution account, this data is for information purposes only and will be used exclusively in the hours worked report.
From the Manual Setup section of Dynamics 365 Business Central we have access to the configuration of the different working schedules that can be applied to work centers and employees.
The schedules allow us to define the time blocks in which we will work each day of the week (up to a maximum of three per day).
If the Flexible option of the header is checked, we will indicate that there is no schedule fixed per day. This will require employees to report hours worked every day.
Like schedules and work centers, accessible from the Manual setup screen, filtering by category HR, holiday templates allow us to preset festive groups (e.g. "National Holidays 2019"), so that we can apply them quickly to a work center.
The only thing needed to create a template is to assign a code and description, and detail the list of public holidays with their date and description. When applied to a work center, these days will be considered non-working days.
Note: The creation of templates is completely optional. For companies that have only one work center, the registratoin of public holidays can be carried out directly from the work center card.