Balance management

Created On

Last Updated On

bySafaa AF

How can I open balance for employees?

Please go to Time Attendance>>Leave>>Open Balance>>Select the employees (or select all employees)>>Select the Leave Regulation Type and click on “Open Leave”>>Once done, please check the log in the bottun of the page.
In addition, you can create a Timer to open the balance automatically. for more information, please check the how you can create a timer.

how can i delete balance for employees

How can I update balance for employees?

Please go to Time Attendance>>Leave>>Employee Balance>>Select the employees>>Select the date range and click on “Show Balance”>>Edit any Opened records to change any value

How can I check the employee balance?

Please go to Time Attendance>>Leave>>Employee Balance>>Select the employees>>Select the date range and tick then click on “Show Balance”>>System will display the accumulated balance during the chosen date range.
In addition, you can generate the report “Balance History” or “Leave Balance” for more details.

How can I check the Tracked Hours balance?

Please go to Time Attendance>>Leave>>Tracked Hours>>Select the employees>>Select the Tracked Hours Status>>Select the date range and you can filter the data by Maturity Date if you click on “Filter By Maturity Date”>>Click on Show Tracked Hours.
Records will be grouped by Status. you can expand the record to check the leave date.

How can I delete a Tracked Hours record?

How can I update a Tracked Hours record?

Please go to Time Attendance>>Leave>>Tracked Hours>>Select the employees>>Select the Tracked Hours Status>>Select the date range and you can filter the data by Maturity Date if you click on “Filter By Maturity Date”>>Click on Show Tracked Hours>>Edit the records you want to change the Maturity Date or Equivakent Hours.

How can I check the validity date of the Annual, Sick and Official balance?

Please go to Time Attendance>>Leave>>Employee Balance>>Select the employees>>Select the date range and click on “Show Balance”>>System will display the “Opening” along with different transactions occurred in the date range chosen. The validity date of each Opening transaction is available in the last column “Valid Until”

How can I make sure that the system opens the balance correctly?

You have to take into account the below Factors:

1) Hire Date
2) Levae Regulation linked to the employee
3) Leave Regulation Details (Granted Days and Brought Forward)
4) Taken Leaves

Example 1:
Suppose that the employee was hired on 01/01/2010, linked to Annual Leave Labor Law, which opens on Calendar Year and have the below ranges:
Granted Days = 15 in the first 5 years, then 17 in the next 5 years…
Employee can carry forward his balance up to 2 years.
Taken in 2011 (end year total) = 10 Days
Taken in 2012 (end year total) = 5 Days

Balance on 01/01/2011 = Balance of 2010 + Balance of 2011 = 30
Balance on 31/12/2011 = Balance of 2010 + Balance of 2011 – Taken in 2011 = 15 + 15 – 10 = 20
Balance on 01/01/2012 = Carried Balance of 2010 + Carried Balance of 2011 + Opened Balance in 2012 = 5 + 15 + 15 = 35 OR equals to the balance on 31/12/2011 + Opened Balance in 2012 = 20 + 15 = 35

Note that the taken leaves of any year (ex: 2011) will be deducted from the available balance of the previous years (ex: 2010).in this case, the taken leaves in 2011(10 days) were deducted from the balance of 2010.

Balance on 31/12/2012 = Carried Balance of 2010 + Carried Balance of 2011 + Opened Balance in 2012 – Taken in 2012 = 5 + 15 + 15 -5 = 30 OR equals to the balance on 31/12/2011 + Opened Balance in 2012 – Taken in 2012 = 20 + 15 – 5 = 30

Note that the taken leaves in 2012 were deducted from the balance of 2011

Balance on 01/01/2013 = Carried Balance of 2012 (Balance on 31/12/2012 = Carried Balance of 2011 + Opened Balance of 2012 – Taken Leaves in 2012) + Opened Balance of 2013 = 30 + 15 = 45
Any remaining balance from 2010 will be valid until 31/12/2012, and the taken leaves of 2012 were deducted from the balance of 2010

How can I check the Brought Forward Balance?

Go to Reports>>Time Reports>>Leave>>Balance History
Choose the Leave Type (Annual Leave), Date range, and employees
Brought Forward works on the Date From chosen>> it takes yesterday’s balance.
If you want to check the carried balance from 2018 to 2019, Date From must be 01/01/2019.
If you want to check the carried balance from 2019 to 2020, Date From must be 01/01/2020.

How can I check the Expired Balance?

Go to Reports>>Time Reports>>Leave>>Balance History
Choose the Leave Type (Annual Leave), Date range, and employees
Report will show you the expired balance up to Date To:
Date Range: 01/01/2020 til 05/05/2020>> Report will show you the expired balance up to 05/05/2020

How can I adjust employee balance?

Please go to Time Attendance>>Leave>>Adjust Balance>>Select the employees>>Select the date range and click on “View Employee Balance Adjust”>>System will show you by default the adjusted records within the date range. Click on Add new record to add an adjustment.
1) Adjustment Date: Indicates the date the adjustment of the employee’s leave balance should take place
2) Leave Type: Allows you to select the leave type from which you would like to deduct or add leave days for the employee
3) Sign: Indicates the sign for the adjustment. If you select the + sign it indicates that you are adding leave days to the employee’s leave balance whereas if you select – it indicates that you are deducting leave days from the employee’s leave balance
4) Adjust Days: Allows you to specify the number of days that should be deducted or added to the employee’s leave balance
5) Adjust Hours: Allows you to specify the number of hours that should be deducted or added to the employee’s leave balance
6) Generate Date: Indicates the date that you want to generate the specified amount to the payroll. make sure to use this field only when you want to affect the salary
7) Remarks: An alphanumeric text indicating any extra information about the employee’s leave balance
once done, please click on Adjust>>System will display a summary. Click on save if you wish to save the adjustment.

How can I delete adjusted balance?

How can I update adjusted balance?

What is the difference between Balance Open Date and Date From?

Balance Open Date: Indicates the date the balance was opened
Date From: Indicates the starting date of the period to be opened
Example: The balance of they year 2019 (From Date: 01/01/2019, To Date: 31/12/2019) was opened on 01/01/2020 (Balance Open Date)

What is the difference between Up to Date and Date To?

Balance Up to Date: Indicates that the balance was opened till the specified date
Date To: Indicates the ending date of the period to be opened
Normally, the Balance Up to Date and Date To are equal.