Concept Registration

What is it and what is it for?

Employees often need an income or deduction that isn't part of their base salary or their contract's fixed tables: a one-time bonus, a single month's commission, a deduction for an internal loan, a one-off company payment. Concept Registration lets you capture that movement once, for a specific employee, so it's automatically reflected the next time you generate their payroll — without editing the employee's labor contract.

Every concept you add comes from your Benefit and Discount Concepts catalog and can be a Revenue, a Discount, a Company Payment or a Provision; the list and the detail screen show which one it is with a colored label.

What concepts you can register here

This screen only allows concepts whose amount can be determined directly. When you pick a concept on a line, AdmCloud automatically calculates and suggests its amount and unit:

• Fixed Amount: looks up whether the employee has that concept configured on their labor contract (or an active contract group) and suggests that amount.
• Percentage of the Contract Salary: calculates the amount as the configured percentage of the employee's salary in effect on the given date.

The suggested amount and unit can be adjusted by hand before saving. Two cases fall outside this screen:

• Concepts with a Formula calculation method are not available here (they don't show up in the concept list).
• Overtime concepts cannot be registered from this screen; AdmCloud will ask you to use the hour registration screen (Batch Hour Entry) instead.

How to use it

1. Open the Concept Registration list and click New.
2. If your company has subsidiaries enabled, choose the Subsidiary; then select the Employee. If they have a single active contract, AdmCloud fills in the currency automatically and, on save, links the record to that contract without you having to pick it.
3. Enter the Date of the record, the Date of Application (from when this concept should be considered in payroll) and the employee's Payroll Type.
4. If the employee has more than one active contract, select the Contract this record belongs to.
5. On the Concepts tab, pick a concept per line. AdmCloud automatically suggests the Amount and the Unit; adjust the Quantity and the amount if needed. Add as many lines as concepts you need with the insert-row button.
6. Attach any supporting file if needed (for example, the signed bonus request).
7. Save. If your company has payroll transaction authorization enabled, the record stays Pending Authorization until the employee's supervisor (or a user with authorization privilege) approves it.
8. From the list, you can switch between viewing All records or only the ones Pending Authorization, and customize which columns are shown.

Authorization

If your company has Payroll Transaction Authorization enabled, every new record starts out Pending and the employee's direct supervisor is notified by email. From the record's detail screen, whoever has authorization privilege (or is the employee's direct supervisor) can:

• Authorize: approves the record so it's included in the next payroll run.
• Reject: discards it without deleting it, keeping a record of the rejection.
• Mark Pending: sends it back to pending status if it was already authorized or rejected.

Editing an already-authorized record automatically sends it back to Pending status, so it's reviewed again before it's applied.

The preview button (the eye icon on each row) opens a side panel with the record's data, its total income, its total deductions and its attachments, without leaving the list. If you have authorization privilege, the panel also shows Authorize and Reject buttons at the bottom, so you can review the record's impact and clear it without opening it. When you authorize or reject, the row disappears from the pending list right away, including on the screens of other users who are looking at that same list.

Assigned authorizing user

Every record can have an assigned authorizing user: the person who is supposed to review it. In read-only mode, the detail screen shows that user next to the authorization status, and the Change Authorizing User button lets you assign or change it without going into edit mode. Only users who have the privilege to authorize these records show up in the candidate list, and you can always leave the record Unassigned.

When you assign an authorizer, that person gets an email and an on-screen popup notification, just like payment authorizations. Each user can turn either channel off from Notification preferences (the bell in the top bar). The lists show the Supervisor and Authorizer columns so you can see at a glance who each record belongs to; if you don't need them, you can hide them from the column customization dialog.

The "My Concept Registrations to Authorize" reminder on the home dashboard counts and takes you to the records you have to authorize: the ones assigned to you and, if you also have the privilege to authorize your subordinates' records, the ones of the employees you supervise. Whoever authorizes must have the privilege to authorize these records; an employee's supervisor can authorize their team's records as long as they have the "Subordinates" scope privilege.

Key fields

Validations when saving

• The Employee, Currency and Payroll Type must exist and be active (not terminated/voided).
• The Date of Application is required.
• If the employee has no active labor contract at all, the record cannot be saved.
• The selected contract (or the one AdmCloud assigns automatically) must belong to the same employee, subsidiary, payroll type and currency as the header, and must be a Base contract (not a contract group).
• Overtime concepts cannot be registered from this screen; the system will ask you to use the hour registration screen instead.
• The document must have at least one valid concept line; it cannot be saved blank.
• You cannot create or edit records in a subsidiary marked as read-only.
• The document's Subsidiary cannot be changed once it's created.
• You cannot edit, delete or void a record that was automatically generated from a Batch Hour Entry; only its authorization status can be changed.
• You cannot delete or void a record that has already been included in a generated payroll run (you must first undo that link).
• Editing an already-authorized record automatically sends it back to Pending Authorization status.

Availability

• This feature requires the Enterprise plan with the Payroll module active on your company; if it isn't available, the screen shows the "not available on this edition" message.
• Requires the Payroll "Concept Registration" permission on your user group (with add, edit, delete or void level depending on the action). There's also a "Subordinates" scope permission, to see and manage only your own team's records.
• The Authorize, Reject and Mark Pending buttons, and the Authorization Status column, only show up if your company has Payroll Transaction Authorization enabled.
• The Subsidiary column and filter only show up if your company has subsidiaries enabled.
• If your company uses Batch Hour Entry, records generated from it show a link back to the source hour entry and cannot be edited directly from this screen.

Tips and common mistakes