Swiss Hours Calculation

The Swiss Hours Calculation feature is designed to simplify end-of-month hour tracking and calculation for employees. It allows HR and payroll managers to configure and automate monthly working hour reports based on employment types, attendance, and timesheet activities.

🚀 Features

• ✅ Automatic calculation of working hours in a defined monthly period
• 💰 Tracking of allowances:
  • Hourly
  • Daily (with minimum attendance time)
  • Monthly
• ⏱️ Tracking time via timesheets or attendance logs
• 🧾 Configurable report generation for payroll or compliance

🧾 Doctypes

Swiss Calculation Settings

1. Prerequisites

To ensure the Swiss Calculation system works as intended, you must set up the following components:

Employment Type

• Create different Employment Types based on the nature of work (e.g., 100% Full-time, 80% Part-time, Hourly Basis).
• Each employment type can be assigned different rules and allowances.

Attendance or Timesheets

• Ensure that attendance or timesheet logging is properly configured.
• Timesheet activities must be defined to reflect different work or leave types.

2. How to setup the process

• Navigate to Swiss Calculation Settings
• Click Add New
• Fill in details for each Employment Type with:
  • Allowances
  • Attendance/timesheet logic
  • Period of calculation
• Save the record and it will be used for automatic monthly hour evaluations.

🧾 Field Descriptions

General Setup

• Employment Type: Select the predefined employment type this setting applies to (e.g., Full-time, 80%, etc.)
• Enabled: If checked, this setting is active and will be used in calculations.
• Count Balance: Determines whether the system should calculate balance hours at the end of the month and transfer it to the next month.
• Count Leaves: Includes leave days in the calculation of the hours.
• Working Hours: Total working hours expected per day (e.g., 8.5).
• Information: This field will be copied to swiss hours calculation information 1:1.

Calculation Period

• Generate Report On: Day of the month when the report should be generated (e.g., 28).
• Start of Calculation: Start date of the period for hour calculation.
• End of Calculation: End date of the period for hour calculation.

Timesheet Activities

• Activity Type: Assign the relevant timesheet activities (e.g., Manufacturing, Sales) that will be counted in the calculation.
• Count as Attendance: Optional toggle to treat this activity as valid attendance and not just list it.

Allowances

• Hourly Allowance: Amount paid per hour worked.
• Daily Allowance: Amount paid per day (based on defined attendance time).
• Daily Allowance after Hours: Extra allowance when working beyond regular hours.
• Max Allowance per Day: Upper limit to daily allowance.
• Monthly Allowance: Fixed monthly allowance irrespective of hours.

💡 Tips

• Use different configurations per employment type to allow flexible rules (e.g., an 80% part-time worker may only get daily allowance if they exceed 6 hours).
• Always test your configuration on a test employee before deploying it live.

Swiss Hours Calculation

⚙️ Calculation Modes

1. Automatic Mode (via Swiss Calculation Settings)

• Pulls data automatically from the Swiss Calculation Settings
• Fetches previous month’s data and inserts balances into the current month
• Ensures continuity of balances like carried-over hours, leave entitlements, etc.

2. Manual Mode

• Calculates hours based solely on the selected From Date and To Date
• No reference to previous data
• Ideal for one-time or custom reporting without historical linkage

🧾 Field Descriptions

General Information

• Employee: Select the employee for whom the calculation is being made
• Employee Name: Auto-fetched from the employee record
• Date of Joining: Indicates the start of employment (informational)
• From Date / To Date: Period of calculation

Summary Fields

• Previous Hours: Carried over hours from previous periods
• Required Hours: Total hours expected to be worked during the period
• Worked Hours: Total hours actually worked (from attendance/timesheets)
• New Balance: Resulting balance after subtracting required hours from worked hours

🧾 Section Details

Leaves Table

• Tracks leave usage and allocation during the period
• Columns:
  • Leave Type
  • Opening Balance
  • New Leave(s) Allocated
  • Leave(s) Taken
  • Closing Balance

Leaves Table

• Detailed timesheet activity reporting
• Columns:
  • Activity Type (e.g., Work, Sick Leave)
  • Count as… (mapped attendance/allowance category)
  • Hours logged for each activity

Leaves Table

• Allows adding manual line items for financial or work-related adjustments
• Columns:
  • Description
  • Quantity
  • Amount
  • Total (auto-calculated)

🔄 Actions

• Recalculate: Re-runs the calculation using the latest data
• Submit: Confirms the data and locks the record for that period

✅ Best Practices

• Always finalize your Swiss Calculation Settings before using automatic mode
• Use manual mode for quick checks
• Regularly verify your timesheets and leave balances / Leave applications to ensure accuracy