Resignation
Resignation is the small screen HR opens the day a resignation letter arrives. You record the date it was handed in, the reason and the detail, and the last working day follows from the notice period on the employee's record. It is the same information the employee record carries, kept on its own screen so a resignation can be entered without opening the whole employee file.
What it is for
A resignation has to be recorded on the day it is accepted, because everything downstream is counted from it: the last working day, the clearance, the leave encashment and the final settlement. Opening the whole employee record to type three fields invites someone to change something else by accident, so the resignation lives on its own screen.
The screen holds no rules of its own. It records the resignation date, the reason and the detail, and it shows the resign date, which is the last working day. That date is not typed. It is the resignation date plus the notice period held on the employee's record, which is why an employee type with the wrong notice length produces the wrong last day. Fix the notice on Employee Basic Information, not here.
Nothing on this screen is mandatory, so take care. A resignation with no date is a document that says nothing, and the clearance and the settlement have nothing to work from.
Every field, in plain words
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Document No | The reference of this resignation record, which is the employee it belongs to | EMP-0427 Imran Qureshi | Pick the employee from the list |
| Resignation Date | The day the resignation letter was handed in and accepted | 15-May-2026 | It cannot be earlier than the joining date |
| Resign Date | The last working day | Fills itself: the resignation date plus the notice period on the employee record. Leave it | |
| Resignation Reason | Why he is leaving, in one coded answer | Better offer | Pick it from the reason list. Keep the list short, it is what the attrition report groups by |
| Resignation Detail | The longer explanation | Joining a competitor in Lahore. Exit interview held 16-May-2026 by HR Manager. | Free text |
How to configure it
- Check the employee's notice period and notice unit on Employee Basic Information before you start. The last working day comes from it and cannot be typed over here.
- Open the screen, create a new record and pick the employee.
- Enter the Resignation Date: the day the letter was accepted, not the day you are entering it.
- Pick the Resignation Reason and write the circumstances in Resignation Detail.
- Save, and read back the Resign Date. If the last working day is wrong, the notice period on the employee record is wrong. Correct it there and the date here follows.
- Raise the Employee Clearance with that last working day, and once every department has cleared its line, hand over to Final Settlement.
Scenarios
A man resigned on the fifteenth and wants to leave on the twentieth
Record the resignation date as the fifteenth. The last working day the system produces is the fifteenth plus his contractual notice, normally one month. If the company agrees to release him early, that is a notice shortfall, which is a money question for the final settlement and not a change to this record. Do not back date the resignation to make the dates come out.
A worker simply stopped coming
This screen is for resignation. Where the company ends the employment, whether for absence, for misconduct or at the end of a contract, use the Termination Date on Employee Basic Information instead, and raise a Disciplinary Case where there was a process to run.
The attrition report groups everybody under Other
The reason list is too thin, or HR is not picking a reason. Build a short reason list the client will actually use, six or eight entries, and make the reason a habit. The detail field is for the story, the reason field is for the report.
What it is connected to
- Employee Basic Information carries the same resignation fields and supplies the notice period the last working day is calculated from. The status on the employee record moves to Resignation, then Notice Period, then Resigned, from these dates.
- Employee Clearance is the departmental sign off, raised with the last working day.
- Final Settlement pays the person out, and the pending amounts from the clearance are what it recovers.
- Leave Encashment reads the remaining leave balance at the last working day.
- BlackList is separate. Record a leaver who must not be rehired there as well.
If something looks wrong
- "The last working day is a month out" - the notice period or the notice unit on the employee record is wrong. Enter notice in whole months where you can.
- "The last working day is blank" - there is no notice period on the employee record, so there is nothing to add to the resignation date.
- "It saved with nothing in it" - nothing on this screen is mandatory. Open it again and fill in the resignation date, or the clearance and the settlement will have no dates to work from.
- "The employee still shows as Confirmed" - the resignation date has not been recorded, or it is in the future. The status is read off the dates.