Explaining the Employee Leave Days screen
Summary
Description
Each employee has a Leave Days screen (LD) where Leave Days Taken is entered. The four standard Leave Types, according to the Basic Conditions of Employment Act, and any other Leave Lines which have been defined on the Leave Control screen, are shown on each employee’s Leave Days screen.
Resolution
Leave input can be done in various ways and will always be consolidated on the Employee Leave Days screen. Input can be done directly on the Employee Leave Days screen, via Leave Batches, via the Import of Leave Batches, when entering certain information such as Leave Pay directly on the Payslip screen, and globally.
General information, such as Leave Entitlement, Leave Cycle information, Leave History, Leave Brought Forward, Allocated Leave, Taken in the Current Period, Leave to be Carried Forward at the End of the Period and Planned Leave, is displayed on the Employee Control screen. Details of all Leave Transactions are displayed on the Transactions screen.
From the main screen of the company click on the Employee Leave Shortcut button, and select an employee.
On this screen there are three Index tabs indicating that there are three different screens on which input can be done. Click on each of these screens to expand the information on them.
- The Employee Control screen,
- The Transactions screen, and
- The System Generated Transactions screen
Options on the Employee Control screen
General Employee Leave Information, such as Leave Start Date, Leave Category, Number of Days in the work week, etc. and Employee Leave Entitlement Information, such as Entitlement Days, Carry Forward Limit, Leave Due at the Start and the End of the different Leave Cycles, etc. is displayed on the Employee Control screen.
At the top of the Employee Control screen:
| Option | Explanation |
| Number of Days in Work Week | This information enables the system to automatically calculate the number of Leave Days Taken when a Leave Transaction is entered on the Transactions screen. The number of days displayed here defaults from the Leave Control screen, but may be altered for an employee, if necessary. Click on the down arrow to select the number of workdays in the week from the list displayed in the Combo box, e.g. 5 Days for 5 Workdays.
|
| Working Days | The Working Days on this screen defaults from the Leave Control screen where you have specified the applicable Days, but may be altered for an employee, if necessary. In the Tick box next to each field, select tick the applicable Working Days, if it is to be different from the default Working Days. The number of days selected must however match the number of days selected in Number of Days in Work Week explained above. |
| Engaged | The employee’s Date Engaged from the Basic Employee Information screen (IS) is displayed in this field and cannot be changed here. The number of years and months in service, excluding the current period, is displayed in brackets, e.g. (9 yr 5 mth) means that the employee has been in service for 9 years and 5 months, excluding the Current Period. |
| Leave Start Date | The Leave Start Date defaults to the Date Engaged but may be altered, if necessary. |
| Leave Category | This field is used to group employees into different Leave Entitlement The Leave Category may also be linked to an Analysis Code, e.g. Department, on the Leave Control screen. If the Leave Category is linked to an Analysis Code, it will be displayed as a lowlighted/inaccessible field and you will not be able to make changes to this field. |
NOTE: When the Calendar Days field on the Leave Lines screen is set to Y=Yes, this option will be ignored.
Fields in the Summary portion of the Employee Control screen:
| Option | Explanation |
| Description | The descriptive name of the Leave Type as defined on the Leave Control screen is displayed. |
| CD (Calendar Days) | This field indicates whether Calendar Days or Working Days are to be used for the particular Leave Line and defaults from the Leave Control screen. Click in this column on the particular Leave Line to specify Y=Yes or N=No, should it be different to the default. When the field is set to Y= Yes, Calendar Days will be used. |
| Meth (Method) | If the employee is linked to a Method of Calculation for a particular Leave Line, the method number to which the employee is linked will be displayed in this field, e.g. 4 for method number 4. When you click in this field, a list of predefined Methods of Calculation will be displayed. Click here for more information Leave Methods. |
| Ent (Entitlement) | If the employee is linked to a Method of Calculation for a particular Leave Line, the Value that the employee is entitled to, according to the method, will be displayed. If the Entitlement was entered manually, i.e. not via a Method of Calculation, on the Leave Control screen, that Value will default to this field, but may be adjusted if necessary. |
| Cyc Date (Cycle Date) | This field displays the default End Date for the Leave Cycle as defined on the Leave Control screen and may be adjusted if necessary. |
| History | This field displays the Leave Taken in the Leave Cycle, and is updated at the end of every Pay Period. |
| Limit | The Carried Forward Limit will default to what was specified on the Leave Control screen, but may be adjusted if necessary. |
| Due Start | This field displays the Leave Due at the Start of the Current Processing Period (month or week). If you change the Due at Start for some reason, the system will automatically generate an Adjustment Transaction with the Reason Code = ADJ for Adjustment. |
| Allocated | This is the Leave Entitlement for the Current Period. This field is not accessible as the system calculates this Value automatically. The Value is calculated in two ways:
|
| Taken | Leave Taken during the Current Processing Period (month or week) is displayed here. During roll-over, this Value is updated to the History field. |
| Due End | The system automatically calculates the Leave Due at the End of the Current Processing Period. This will become the Leave Due at Start in the next Processing Period. |
| Planned | When you enter a Leave Transaction for a future Processing Period, the days will be reflected in this column. These days will be updated to the Leave Taken field in the Processing Period in which the Leave starts. You cannot access this field. |
| T (Type) | The Leave Type Code for each Leave Line, as entered on the Leave Lines screen, is displayed. Leave Types A, S, F and M will automatically be allocated to the Statutory Leave Lines. |
Options on the Transactions screen
Details of all Leave Transactions are displayed on this screen.
| Options | Explanations |
| Type | The Leave Type Code, e.g. A for Annual Leave, S for Sick Leave, M for Maternity Leave, b for Study Leave, etc. is displayed in this field. |
| Description | The Description of the Leave Type, e.g. Annual Leave or Maternity Leave, is displayed here. |
| From Date | The From Date indicates the date from which Leave is taken, e.g. the first day of the Leave Transaction. |
| To Date | The To Date indicates the date to which Leave is taken, e.g. the last day of the Leave Transaction. |
| First | The first day of the Leave Transaction will displayed, e.g. Wed for Wednesday, etc. |
| Taken | This field displays the number of Leave Days taken. This number is calculated using the Start and End Dates of the Leave Transaction and the number of days in the employee’s Work Week. |
| Code and Reason | The Leave Code and Reason are displayed in these fields, e.g. FLU for Influenza. System Generated Reason Codes PSG and GLB will always display in these fields if no Reason was selected when doing Batch Input, when LTx is used and input is done on the Payslip screen. |
| Note | If you have defined this Type of Leave as requiring a Note on the Leave Control screen, a Y=Yes or N=No will be displayed for the Leave Transaction, where Y indicates that a Note was received and N indicates that a Note was not received. |
| Reference No | If you have defined this Type of Leave as requiring a Reference Number on the Leave Control screen, the applicable Reference Number is displayed for the Leave Transaction. |
| Comment | The Additional Comment for the Leave Transaction is displayed in this field. System Generated Reason Codes PSG and GLB will always display in this field if no Reason was selected when doing Batch Input, when LTx is used and input is done on the Payslip screen, or Global Leave Transactions. |
Options on the System Generated Transactions screen
This screen is similar to the Transaction screen and keeps record of all adjustments made to the Due at Start field. It also keeps record of any Leave that was lost during the Start of Period procedure, due to the Carried Forward Value that was specified.
Information on this screen:
- The From and To Dates will always default to the Period End Date, e.g. 2006/01/31.
- The System Generated Reason Code ADJ is displayed in the Code column.
- The System Generated Reason Description System gen trn is displayed in the Reason column.
- The Note and Reference number columns will not be completed.
- The description in the Comment field will default to: Due at Start Adj – User or Adjusted
during Roll-over.
When the Allow changes to Leave Transactions field has been ticked on the General Leave Control screen and you delete a Transaction that has been Split across Pay Periods or over more than one Line, a System Generated Transaction will be created to show that the Transaction has been deleted. This Transaction will be indicated by the description Multi Line/Period Transaction Deleted in the Comment column.
Solution Properties
- Solution ID
- 200317133508365
- Last Modified Date
- Wed Dec 03 12:54:11 UTC 2025
- Attributes
- Product Details
- Views
- 0