What wears out HR teams most at the end of the month: collecting fingerprint records, calculating lateness and overtime, deducting loans, then entering the journal entry by hand. With Riv-ERP as your payroll and attendance software, this cycle runs inside a single system connected to accounting.
1. The employee and the contract
The employee card automatically creates an accounting account for the employee under their department. The contract defines the basic salary, the overtime hourly rate, the deduction hourly rate, the absence day rate, the shift, the leave pattern and the working days. On promotion or renewal, the system switches to the latest contract.
2. Shifts and lateness rules with a grace period
A shift can be based on working days, working hours, or fixed check-in and check-out times. Each shift has tiered rules for late check-in, early check-out, early check-in and late check-out, with a grace period before which nothing is counted. Example: the first 10 minutes with no deduction, and tiers after that.
3. Collecting fingerprint records from any source
- Pulling transactions directly from fingerprint devices.
- Importing transaction files in formats you define (column order, date format, delimiter).
- Automatic sync with ZKTeco BioTime (add-on) every number of minutes you set.
The system then generates daily attendance sheets: check-in and check-out, lateness and absence, with the option to edit manually and keep the edits.
4. Leave, assignments and overtime
- Daily and hourly leave with types and balances, with overlap prevention and balance checks.
- Leave interruption, and external assignments.
- Additions and deductions (adjustments) with types you define.
- Contractual overtime, and administrative decisions.
5. Loans in installments
A loan is recorded as a financial note with installments and due dates, the installment due in the period is deducted from the salary automatically, and the employee loans report shows what has been collected and what remains.
6. The payroll run: a worked example
| Item | Amount (SAR) |
|---|---|
| Basic salary | 6,000 |
| Housing allowance 25% | 1,500 |
| Transport allowance (fixed) | 500 |
| Overtime 5 hours × 1.5 × 40 | 300 |
| Lateness 1 hour × 25 | -25 |
| Absence 1 day | -200 |
| Unpaid leave 2 days | -400 |
| Net before installment | 7,675 |
| Loan installment | -500 |
| Amount due on the payslip | 7,175 |
The example is illustrative; you define the items and formulas in the contract and the payroll calculation templates.
7. From the payroll run to the journal entry
From the payroll report you create the payroll journal entry, either detailed by item or summarized by net amount, with cost centers, projects and branches, or you create payslips for each employee, post them and collect loan installments.
In Riv-ERP Cloud
Employees and their types, grades and jobs; work calendars and departments; attendance device integration and attendance records; leave requests; overtime approval; salary elements and their formulas; accrual plans; payroll cost distribution; payroll runs; and employee expense claims.
Details of all modules are in the RivDesktop guide and the Riv-ERP Cloud guide.
FAQ
Does Riv-ERP connect to fingerprint devices?
Yes, it pulls transactions from fingerprint devices or transaction files, and supports automatic sync with ZKTeco BioTime as an add-on.
Does it support a grace period for lateness?
Yes, shift rules are tiered with a threshold before which no lateness or early check-out is counted.
How are loans deducted from salary?
The loan is recorded with installments and due dates, and the installment due in the payroll period is deducted automatically.
Does the system create the payroll journal entry automatically?
Yes, from the payroll report it creates a detailed or summarized journal entry, or payslips for each employee.
Book a demo: 📲 +966 55 200 7190 · ✉️ Info@riv-erp.com
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Two editions: RivDesktop on your own server, or Riv-ERP Cloud on Oracle Cloud.
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