Employee Leave Entitlement

This is where a leave balance is put in by hand. Use it once at go live to carry in the balances the client's old register holds, and afterwards only to correct one person's balance with a reason written beside it.

Where

Time Management › Transactions › Employee Leave Entitlement

Who uses it

HR, and the consultant at go live

When

At go live for every employee, then only for a correction

Needs first

Leave Group and the employee's Employee Policy Profile

What it is for

On the day a client goes live their people already hold leave. The register in the HR cupboard says Imran Shahid has nine and a half days of annual leave left. Nothing in PeopleNest knows that, and no allocation run can work it out, because the years it would have to work it out from happened before the system existed.

This screen is how that figure gets in. One document per employee, one line per leave type, with the number of days and the date the figure is true as at.

After go live the ordinary way a balance grows is Leave Allocation Run, not this screen. What this screen is still for afterwards is the correction: a man was given three days by the general manager for working through Eid and there is no comp off claim behind it, or an allocation was run with a wrong quota and one person was short. Put the correction in here as an adjustment with the reason in Notes, and the balance moves.

Do not use it to take leave. A day off is an Employee Leaves document. A balance put straight in here with a negative figure will reduce the balance, but no leave is recorded and no calendar shows anything, so a month later nobody can say what happened.

Every field, in plain words

Basic Data

Field	What it means	What to put in it	Notes
Employee	Whose balance this document is about.	EMP-0142	Required. Pick from the list. One document per employee.
Name	Their name.	Imran Shahid	Fills itself from the employee. Leave it.
Entitlement Type	Whether the whole document is an opening balance or an adjustment.	OPN at go live, ADJ afterwards	Required. The three values are below.
Entry Date	The date the document is being made.	01-Jan-2026	Required. For an opening balance use the go live date, so the figures are clearly true as at that day.
Notes	Why.	Opening balances from the manual leave register as at 31-Dec-2025	Write something. A balance with no reason beside it is the thing an auditor asks about and nobody can answer.

The Entitlement Type values:

• OPN Opening - a balance carried in from before the system. Use it at go live and then never again for that person.
• ADJ Adjustment - a hand correction to a balance that already exists. Use it for a management grant, a mistake being put right, or a figure agreed with an employee.
• TRN Transaction - a movement the system made itself, from an allocation run, a leave taken or an encashment. You will see it on the lines. Do not choose it by hand.

Details

One line per leave type the employee holds a balance of.

Field	What it means	What to put in it	Notes
Line #	The line number.	Fills itself. Leave it.
Leave Type	Which leave this line is about.	ANN	Pick from the list. The list shows only the types the employee's leave group gives him.
Name	The leave type's name.	Annual Leave	Fills itself. Leave it.
Entitlement Type	Whether this line is an opening figure or an adjustment.	OPN	Fills itself from the header. Leave it unless one line of the document is genuinely a different kind.
Entitlement Quantity	How many days are being put in.	9.5	Half days are allowed. A negative figure takes days away, so use minus 2 to remove two days wrongly allocated.
Entitlement Date	The date the entitlement is treated as earned from.	01-Jan-2026	This is what decides which leave year the days belong to, so it also decides when they lapse.
Balance Date	The date the balance figure is read as at.	01-Jan-2026	Normally the same as the Entitlement Date.
Balance	The balance after this line.	Fills itself. Leave it.	Read it to check the result is what you meant.
Adjusted Quantity	How much of this entitlement has since been adjusted away.	Fills itself. Leave it.
Line Text	A note on the line.	Per manual register page 14	Worth filling on an adjustment, so each line carries its own reason.

How to configure it

1. Finish the Leave Type and Leave Group setup and name a group on every employee's Employee Policy Profile first. The leave type list on the line reads from the group.
2. Get the client's leave register as one list: employee, leave type, days held, as at a stated date. Insist on the stated date. A balance with no date on it cannot be loaded correctly.
3. For each employee, open the screen, pick the Employee, set Entitlement Type to OPN and the Entry Date to the go live date.
4. Add one line per leave type the person holds a balance of, with the days in Entitlement Quantity and the go live date in Entitlement Date and Balance Date.
5. Write in Notes where the figures came from.
6. Save, and check the Balance column reads what the register said.
7. Do a handful first, check them on the employee's leave balance view, and only then work through five hundred people.

Scenarios

"Five hundred people and the old balances are in a spreadsheet"

The screen is one document per employee, so loading five hundred by hand is a week's work. Ask whether the client's data can be loaded rather than typed, and if it cannot, type the balances for annual leave only and let casual and sick start from zero. Casual and sick almost never carry forward, so there is usually nothing to carry in.

"The general manager gave Naveed three days for working through Eid"

Entitlement Type ADJ, one line for the comp off or annual type, Entitlement Quantity 3, and the instruction written in Notes. If the client does this often, stop adjusting and use Comp Off Request instead, which keeps the day worked and the day granted joined together.

"We allocated with the wrong quota and twenty people got four days too many"

Correct the quota on the Leave Group first, or the next run repeats the mistake. Then one adjustment document per affected person with Entitlement Quantity of minus 4 and the reason in Notes. Do not delete the allocation run.

"A man joined on the fifteenth and has no balance at all"

That is not this screen. A joiner's entitlement comes from Leave Allocation Run with Prorate ticked on the leave group line, which gives him a share of the year. Only use this screen for him if the client has agreed to give him something the policy does not.

What it is connected to

• The Leave Group decides which leave types appear on the line and how the entitlement lapses.
• Leave Allocation Run is the ordinary source of entitlement after go live, and it writes lines of its own.
• Employee Request Leave and Employee Leaves spend the balance this screen put in.
• Leave Encashment can turn an unused balance into money, including a balance that came in here.
• Nothing here reaches Payroll by itself. A balance is only money once it is encashed or once an absence is absorbed by it.

If something looks wrong

• "The leave type is not in the list" - the employee's leave group does not give him that type, or his policy profile names no group.
• "The balance did not change" - the Entitlement Date falls in a leave year that is already closed, so the days were added where nothing can reach them. Put the date inside the current leave year.
• "The days lapsed straight away" - the Entitlement Date is in a past leave year. The same cause.
• "I cannot pick Transaction as the entitlement type" - you should not. It is what the system stamps on its own movements.
• "Two opening documents exist for the same man" - the balance has been doubled. Reverse one with a negative adjustment rather than deleting it, so the history stays readable.