refactor: usage

Author: changsheng1239

docs/usage/human-resource/faq.md

@@ -14,7 +14,7 @@ Where to get the appointment letters
 
 **Solution:**
 
-1. Go to **Human Resource | Maintain Employee**..., you can found the following common use employee letters:
+1. Go to **Human Resource > Maintain Employee**..., you can find the following common use employee letters:
 
    - Acceptance of Resignation Letter
    - Appointment Letter

…e/human-resource/additional-functions.md docs/usage/human-resource/guide.mddocs/usage/human-resource/additional-functions.md renamed to docs/usage/human-resource/guide.md docs/usage/human-resource/additional-functions.md renamed to docs/usage/human-resource/guide.md

@@ -10,54 +10,54 @@ tags: ["SQL Payroll", "HR", "Functions"]
 
 :::note
 
-- Not applicable for Export Email Client or Export to PDF
-- For Email Client, 10 records in one PDF, email to 1 recipient, system unable to generate password due to not sure which password should get
+- This feature is not applicable for **Export to Email Client** or **Export to PDF**.
+- If there are multiple records (e.g., 10 records) in one PDF to be emailed to a single recipient, the system cannot generate a password as it cannot determine which password to apply.
 
 :::
 
 ### Prerequisites
 
 :::info
-In order to use this, user’s computer must configure with window email first
+To use this feature, the user's computer must be configured with a Windows email client.
 :::
 
 ### Setup
 
-1. Navigate to **Human Resource** > **Maintain Employee**
+1. Navigate to **Human Resource** > **Maintain Employee**.
 
-2. Key in the PDF password and enter the email address
+2. Enter the PDF password and the email address.
 
    ![des-maintain-employee-1](../../../static/img/usage/human-resource/hr-function-images/maintain-employee-1.png)
 
-3. Next, go to **Payroll** > **Print Payslip**. Choose the month End Payslip, Apply and Preview
+3. Next, go to **Payroll** > **Print Payslip**. Select the Month End Payslip, click **Apply**, and then **Preview**.
 
-4. Click on the 🔽 beside the excel export, click on **Export to Email Client (Batch)**
+4. Click the 🔽 arrow beside the Excel export icon and select **Export to Email Client (Batch)**.
 
    ![des-export-to-email-client-batch](../../../static/img/usage/human-resource/hr-function-images/export-to-email-client-batch.png)
 
    :::tip
-   For Testing purpose, you may activate the module at File > Customize Payroll Module and ticked **Batch Email**
+   For testing purposes, you can activate the module by going to **File** > **Customize Payroll Module** and checking **Batch Email**.
    :::
 
    ![des-batch-email](../../../static/img/usage/human-resource/hr-function-images/batch-email.png)
 
    :::warning Error
-   If you haven't configure your window email, you will see an error message as below. Make sure yo have configure your window email before doing these steps.
+   If you haven't configured your Windows email client, you will see the error message below. Ensure your email client is configured before proceeding.
    :::
 
    ![des-error](../../../static/img/usage/human-resource/hr-function-images/error.png)
 
-### Simple Steps To use IC as PDF Password
+### Steps to Use IC as PDF Password
 
-1. Navigate to **Human Resource** > **Maintain Employee**
+1. Navigate to **Human Resource** > **Maintain Employee**.
 
-2. Click on one employee record, hold the `Shift` key in the keyboard and click on the last record to highlight all
+2. Click on one employee record, hold the `Shift` key on your keyboard, and click the last record to highlight all employees.
 
-3. Click on 🔽 button beside More, select Batch Edit
+3. Click the 🔽 arrow beside **More** and select **Batch Edit**.
 
-4. From the columns, click on field Chooser and select **Name2**, **New IC**
+4. In the columns section, click **Field Chooser** and select **Name2** and **New IC**.
 
-5. Save the structure, copy and paste the New IC value to Name2 column
+5. Save the structure, then copy the **New IC** values and paste them into the **Name2** column.
 
 ![des-ic-as-pdf-password-1](../../../static/img/usage/human-resource/hr-function-images/ic-as-pdf-password-1.png)
 
@@ -70,142 +70,134 @@ In order to use this, user’s computer must configure with window email first
 ## Employee Login
 
 :::info
-This guide explains how to configure and create an account for the employee in SQL Payroll which allow the employee to view their details
+This guide explains how to configure and create an account for the employee in SQL Payroll which allows employees to view their details.
 :::
 
-### Employee Login Setup
+1. In SQL Payroll, navigate to **Human Resource** > **Maintain Employee**.
 
-1. In SQL Payroll, go to **Human Resource** > **Maintain Employee**
-
-2. Click on **Change Password**
+2. Click **Change Password**.
 
    ![des-change-password](../../../static/img/usage/human-resource/hr-function-images/change-password.png)
 
-3. Enter a new password for the employee
+3. Enter a new password for the employee.
 
    ![des-enter-password](../../../static/img/usage/human-resource/hr-function-images/enter-password.png)
 
-4. Next, ask the employee to open SQL Payroll, login into it by using the **Employee Code** and **Password** configured previously. That's it! 🥳
+4. Next, instruct the employee to open SQL Payroll and log in using the **Employee Code** and **Password** configured previously. That's it! 🥳
 
    ![des-login](../../../static/img/usage/human-resource/hr-function-images/login.png)
 
-5. Finally, here's an example of employee view
+5. Below is an example of the employee view:
 
    ![des-employee-view](../../../static/img/usage/human-resource/hr-function-images/employee-view.png)
 
 ## Print Letter
 
 :::info
-This guide explains how to print Appointment, Confirmation, Increment letter
+This guide explains how to print Appointment, Confirmation, and Increment letters.
 :::
 
-### Print Letter Setup
-
-1. Navigate to the **Maintain Employee** panel
+1. Navigate to the **Maintain Employee** panel.
 
    ![des-v](../../../static/img/usage/human-resource/hr-function-images/navigate.png)
 
-2. Select the employee
+2. Select an employee.
 
    ![des-select-employee](../../../static/img/usage/human-resource/hr-function-images/select-employee.png)
 
-3. Click preview reports
+3. Click **Preview Reports**.
 
    ![des-preview-report](../../../static/img/usage/human-resource/hr-function-images/preview-report.png)
 
-4. Select the report you want by double clicking it
+4. Double-click the desired report to select it.
 
    ![des-select-report](../../../static/img/usage/human-resource/hr-function-images/select-report.png)
 
-5. This is the example of the appointment letter
+5. Below is an example of an appointment letter:
 
    ![des-letter-example](../../../static/img/usage/human-resource/hr-function-images/letter-example.png)
 
-#### Increment Letter
+### Increment Letter
 
 :::note
-For increment letter, make sure increment is set in **history** in order for the report to work
+For the increment letter, ensure that an increment is recorded in **History** for the report to generate correctly.
 :::
 
-1. Navigate to **Human Resource** > **Maintain Employee**
+1. Navigate to **Human Resource** > **Maintain Employee**.
 
    ![des-navigate-1](../../../static/img/usage/human-resource/hr-function-images/navigate-1.png)
 
-2. Alternatively, you can click on the **Maintain Employee** available in the homepage
+2. Alternatively, click **Maintain Employee** on the homepage.
 
    ![des-navigate-2](../../../static/img/usage/human-resource/hr-function-images/navigate-2.png)
 
-3. Go to the employee details, click on History from the tab view
+3. Open the employee details and click the **History** tab.
 
    ![des-inc-letter-select-employee](../../../static/img/usage/human-resource/hr-function-images/inc-letter-select-employee.png)
 
-4. Click preview reports
+4. Click **Preview Reports**.
 
    ![des-inc-letter-click-preview](../../../static/img/usage/human-resource/hr-function-images/inc-letter-click-preview.png)
 
-5. Select the report you want to print
+5. Select the report you wish to print.
 
    ![des-inc-letter-select-report](../../../static/img/usage/human-resource/hr-function-images/inc-letter-select-report.png)
 
-#### Increment letter setup in history
+#### Increment Letter Setup in History
 
 ![des-increment-letter-setup](../../../static/img/usage/human-resource/hr-function-images/increment-letter-setup.png)
 
 ## Maintain Employee with MyKad Reader
 
-### MyKad Reader Setup
-
-1. Link your Smart Card Reader to your computer
+1. Connect your Smart Card Reader to your computer.
 
-2. Reader will turn red light when you success link to your computer
+2. The reader's light will turn red when successfully connected.
 
    ![des-reader](../../../static/img/usage/human-resource/hr-function-images/reader.png)
 
-3. Put MyKard into reader
+3. Insert the MyKad into the reader.
 
-4. Reader will show blue light when success read your MyKad
+4. The reader's light will turn blue when the MyKad is successfully read.
 
    ![des-plug-in-mykad](../../../static/img/usage/human-resource/hr-function-images/plug-in-mykad.png)
 
-5. Open your SQL Payroll New Employee Profile > **Read MyKad**
+5. In SQL Payroll, open a **New Employee** profile and click **Read MyKad**.
 
    ![des-read-mykad](../../../static/img/usage/human-resource/hr-function-images/read-mykad.png)
 
-6. Select **Reader Devices** > **Click Read Card**
+6. Select **Reader Devices** and click **Read Card**.
 
    ![des-read-card](../../../static/img/usage/human-resource/hr-function-images/read-card.png)
 
-7. Click **Read MyKad**
+7. Click **Read MyKad**.
 
    ![des-read-mykad-physical](../../../static/img/usage/human-resource/hr-function-images/read-mykad-physical.png)
 
-8. Inside System will auto fill up MyKard Detail
+8. The system will automatically fill in the MyKad details:
 
-   - **(NAME , ADDRESS , ID Number, D.O.B, GENDER)**
+   - **(NAME, ADDRESS, ID Number, D.O.B, GENDER)**
 
    ![des-result](../../../static/img/usage/human-resource/hr-function-images/result.png)
 
 ## Recurring Zakat
 
-### Recurring Zakat Setup
-
-1. Go to **Maintain Employee**:
+1. Go to **Maintain Employee**.
 
    ![des-maintain-employee-button](../../../static/img/usage/human-resource/hr-function-images/maintain-employee-button.png)
 
-2. Select the respective employee and go to Deduction
+2. Select the respective employee and go to the **Deduction** tab.
 
    ![des-deduction](../../../static/img/usage/human-resource/hr-function-images/deduction.png)
 
-3. Enter a deduction and tick Zakat check box. You will notice that the other contribution checkbox will be unticked
+3. Enter a deduction and check the **Zakat** box. Note that other contribution checkboxes will be automatically unchecked.
 
    ![des-check-zakat](../../../static/img/usage/human-resource/hr-function-images/check-zakat.png)
 
-4. Key in Rate and set the period of contribution in the Date From and Date To column.
+4. Enter the **Rate** and set the contribution period in the **Date From** and **Date To** columns.
 
    ![des-key-in-rate](../../../static/img/usage/human-resource/hr-function-images/key-in-rate.png)
 
-5. Save and process your month end. You will see the amount in your Gross Zakat
+5. Save and process the month-end payroll. The amount will appear in **Gross Zakat**.
 
    ![des-result-1](../../../static/img/usage/human-resource/hr-function-images/result-1.png)
 
@@ -217,15 +209,13 @@ For increment letter, make sure increment is set in **history** in order for the
 This is a **Paid Module**
 :::
 
-For company which also provide a loan for their employee(s) that is expected to be paid back by deduct from the salary with interest.
+This module is for companies that provide loans to employees, which are repaid through salary deductions with interest.
 
 ## Maintain Loan
 
-At here allow the user to setting up the loan for the Selected Employee...
-
-### Maintain Loan Setup
+This section allows users to set up loans for selected employees.
 
-Assuming we had the following scenario:
+Assume the following scenario:
 
 | Field Name                  | Properties        |
 |-----------------------------|-------------------|
@@ -235,36 +225,36 @@ Assuming we had the following scenario:
 | Number of Repayment (Months)| 60                |
 | First Repayment Date        | 01 Mar 2013       |
 
-#### Loan Amount & Interest Amount
+### Loan Amount & Interest Amount
 
-1. Click **New** & Enter As Following.
+1. Click **New** and enter the details as follows:
 
    ![des-maintain-loan-step-1](../../../static/img/usage/human-resource/hr-function-images/maintain-loan-step-1.jpg)
 
-2. Click **Schedule | Generate**... Button.
+2. Click the **Schedule | Generate...** button.
 
    ![des-maintain-loan-step-2](../../../static/img/usage/human-resource/hr-function-images/maintain-loan-step-2.jpg)
 
-3. Click **Ok** button to confirm.
+3. Click **OK** to confirm.
 
 4. Click **Save**.
 
-#### Auto Repayment
+### Auto Repayment
 
-1. Go to process as normal at [New Payroll](/usage/payroll/general#create-payroll).
+1. Process payroll as usual (refer to [New Payroll](/usage/payroll/general#create-payroll)).
 
-2. At the Selected Employee Paysheet Click **Loan**.
+2. In the selected employee's paysheet, click **Loan**.
 
    ![des-auto-repayment-step-1](../../../static/img/usage/human-resource/hr-function-images/auto-repayment-step-1.jpg)
 
-#### Advanced Repayments
+### Advanced Repayments
 
-1. At **Transaction** Tab
+1. In the **Transaction** tab:
 
    ![des-advanced-repayment-step-1](../../../static/img/usage/human-resource/hr-function-images/advanced-repayment-step-1.jpg)
 
 ## Print Loan Repayment History
 
-This is to generate/print the Ledger/History of Loan given by company for the selected/All Employees Report...
+This generates/prints the Ledger/History of loans given by the company for selected or all employees.
 
 ![des-loan-repayment-history-step-1](../../../static/img/usage/human-resource/hr-function-images/loan-repayment-history-step-1.jpg)