Record a leaver

Steps

1. 1

   Find the employee and select Terminate

   In Workforce select Employees and find the person who is leaving: here, the warehouse associate. Select the red Terminate button on his row. The window names the employee; check it is the right person.

   • Select Employees
   • Select Terminate
2. 2

   Enter the termination date

   Termination Date is the last day of employment. It cannot be in the future. Length of service for the gratuity is counted up to this date.

   • Type Termination Date *: 2026-10-12
3. 3

   Choose the termination type

   Open Termination Type and choose the reason: Resignation, Dismissal, Mutual agreement or Contract end. He resigned. The type is stored on the record and shown in the calculation.

   • Select Select reason
   • Choose Resignation
4. 4

   Read the final gratuity

   As soon as both are filled in, the box What will be posted shows the result before anything is saved: the final gratuity, the length of service and the provision already accrued for this employee in the ledger. Nothing has been accrued for him yet, so the whole amount is recognised now.

5. 5

   Read the journal entry

   Below is the journal entry that will be posted, line by line: a debit to account 6000, Staff costs, and a credit to account 2400, End-of-service benefits provision. The two notes underneath matter: no bank entry is made now, and the termination can be undone with Reinstate within thirty days, as long as the gratuity has not been paid.

   

6. 6

   Select Confirm Termination

   Select Confirm Termination. The message confirms the final gratuity and gives the number of the journal entry that was posted. The termination and its journal entry are saved together.

   • Select Confirm Termination
7. 7

   Tick Show Terminated

   He has left the list of active employees, and the strip at the top now counts one Terminated. Tick Show Terminated above the list to see leavers as well: his row is greyed, the status reads Terminated, and the Gratuity and Terminate buttons have gone.

   • Select Show Terminated
8. 8

   Open the record to see the termination details

   Select his name. The heading carries the status Terminated, and the Profile tab ends with Termination Details: the date and the type you recorded.

   • Select Imran Sheikh
9. 9

   Select the Gratuity tab

   Select Gratuity. In place of the estimate there is now the Final gratuity, with the green badge Final calculation and the breakdown of how it was reached.

   • Select Gratuity
10. 10

    Read In the ledger

    The box In the ledger ties the gratuity to the accounts: the provision already accrued, the journal entry posted at termination with its number and amount, and Payment, which reads Not paid yet. Underneath are two buttons, Record gratuity payment and Reinstate, with the last date on which the termination can be undone. Both have their own lesson.