Offboarding

The Add Employee Exit form captures the whole departure in one screen: pick the employee from a code-prefixed list, choose the exit type, record the resignation date and the leaving date, and write the reason — employee, exit type, leaving date and reason are all required before the form will submit. Four Yes/No switches are stored on the record, and three of them drive what happens next: IsClearance places the leaver in the clearance queue, Exit Interview puts them in the interview tab, and Inactivate Employee After Fnf triggers automatic inactivation once the settlement runs. Restrict User On Login is recorded on the exit alongside them.

The Employee Exit list then shows every exit with the employee's station, department and group, the exit type and both dates, tick marks for the clearance, interview and inactivation flags, and a status badge. Each row's action menu offers View — a full detail dialog — Delete with a confirmation prompt, and Download, which exports that record as a CSV of every captured field.

Run F.Settlement is deliberately a two-step screen. Select the employee, optionally a leaving date and a monthly or weekly payslip period, and press Preview: the server computes the full settlement and returns it read-only, persisting nothing. If no leaving date is given, it uses the one from the employee's latest exit record.

The preview shows the employee's code, joining date, monthly gross, leaving date and tenure, the net total, and an itemised Settlement Breakdown — each earning and deduction with the working behind it, such as days worked over days in the month, or encashable days times the per-day rate — followed by total earnings, total deductions and the net settlement. Only when you press Run F.Settlement is the result saved as a Final Settlement request that appears in the Final Settlement tab and the approvals queue.

Every line is derived from records elsewhere in the platform. Earned salary pro-rates the final month's gross by days worked; the monthly figure is resolved from the employee's salary setup — basic plus allowance lines, each applied by its own calculation rule — with a fallback to the latest payroll record where no setup exists. Leave encashment multiplies the balance of encashment-enabled leave types by a per-day rate, and gratuity is computed from monthly basic and tenure in years, applied only when your gratuity policy is on and the tenure meets your configured minimum.

On the deductions side, outstanding balances from approved loan and advance requests are recovered, and — where you enable it — negative leave balances are recovered at the per-day rate. The breakdown also carries a notice-period line item, noting your configured notice days on the settlement. Totals for earnings and deductions net off to the final Total Salary carried on the request.

The Employee Clearance tab lists exactly the leavers whose exit was flagged for clearance — the filter is applied on the server, not in the browser — with each person's placement details, exit type, leaving date and clearance tick. Search by employee, name or employee code, or narrow by station, department, sub-department or group.

Exit Interview works the same way for leavers flagged for an interview, showing interview status alongside the exit details, with an interview-date filter for scheduling. Settings lets you maintain named clearance templates, questionnaire categories and exit interview templates as reusable lists.

E. Separation Approvals gathers exit and settlement requests in a single filterable list, each row showing the employee, payslip period, exit type, leaving date, request title, status and total salary. Pending requests carry an Approve/Reject action; decided ones show their outcome. Approval chains come from the same engine used across Nexa People, resolving each level's approver from your configuration, and a settlement approval toggle in organisation settings controls whether a Final Settlement needs sign-off at all.

When a settlement runs for an exit flagged Inactivate Employee After Fnf, the employee is automatically marked In-Active — status updated and login disabled — so they drop out of the active employee list the moment their settlement is done.

E. Separation Settings holds the configuration in four tabs. General Setting groups toggles into three accordions — Final Settlement (approval required, auto run on exit, disburse with payroll), Gratuity & Notice Period (implement gratuity policy, minimum years from one to five, notice period days) and Clearance Setting (mandatory clearance, approval required) — all saved to your organisation's configuration. The gratuity policy and minimum-years settings feed straight into the settlement computation. The remaining tabs manage the clearance, questionnaire and interview template lists.