Employee Leaves
This is the leave itself. A record here is what takes the days out of the balance, what the calendar shows and what Payroll Attendance counts. An approved application makes one of these by itself.
What it is for
Nothing else in the module takes days out of a leave balance. Not the application, not the cancellation, not an encashment on its own. Every movement goes through a record on this screen, which is why it is worth understanding even on a client where nobody opens it by hand.
Most records are made for you. When an Employee Request Leave is approved, one of these appears carrying a reference back to the application that caused it, and the balance moves at that moment. The reference is what stops the same application being recorded twice.
The screen is also open to HR directly, and there are two honest reasons to use it that way. One is a client who does not run leave approval at all and simply wants a register of who was off. The other is leave that was agreed before the system existed or outside it entirely, where there is no application to approve.
What it should not be used for is getting round a rule. The balance checks, the notice, the consecutive day limit and the backdate limit are all applied here too, exactly as they are on the application, so there is nothing to be gained by coming in this way.
Two things are harder here than people expect, and both are deliberate. A leave whose quota has already been reset at a year end cannot be edited or deleted, because the days it spent came out of a balance that no longer exists. And an approved leave should be given back through Leave Cancellation rather than deleted, so the return of the days has a document behind it.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The record number. | Fills itself. Leave it. | |
| Employee | Who was on leave. | EMP-0142 | Required. Pick from the list. |
| Name | Their name. | Imran Shahid | Fills itself. Leave it. |
| Internal Reference | The Employee Request Leave this record came from. | Fills itself when the record came from an approval. | On a record HR is entering directly it stays empty, and that is how you tell the two apart. An application can only be referenced once. |
| Responsible | Who covered for him. | The shift supervisor | Pick from the list. |
| Responsibility Central | The responsibility centre the leave is charged against for reporting. | Fills itself from the employee where it is set. | Pick from the list. |
Duration
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Leave Type | Which leave was taken. | ANN | Required. The list shows only the types his leave group gives him. |
| Leave Duration | Whether it was a full day, a half day or a short leave. | FD | Required. The values come from the Leave Duration Type lines on the Leave Type. |
| Date From | The first day of leave. | 20-Apr-2026 | Required. |
| Date To | The last day of leave. | 24-Apr-2026 | Required. It must be the same as or later than Date From. |
| Leave Duration Multiplier | What one day of this duration costs in balance. | Fills itself. Leave it. | 1 for a full day, 0.5 for a half day. |
| Calendar Days | How many days the range covers. | Fills itself. Leave it. | |
| Leave Days | How many days of balance this leave costs. | Fills itself. Leave it. | This is the figure that comes out of the balance. |
| Notes | Why the leave was taken. | Family wedding in Multan | Worth filling always, and the only explanation a record entered directly will ever carry. |
Leave Balances
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Entitlement Quantity | What he was given. | Fills itself. Leave it. | |
| Balance | What is left after this leave. | Fills itself. Leave it. | Read it to check the result is what you meant. |
| Entitlement Date | When the entitlement was earned from. | Fills itself. Leave it. | |
| Balance Date | The date the balance is read as at. | Fills itself. Leave it. |
Calendar
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Days marked in yellow on this calendar are considered leave days. | A month view with the costed days marked. | Nothing to type. Read it. | The yellow days are what the balance pays for, so look at them when a client disputes the figure. |
How to configure it
- On a client running approvals, do nothing here. Records arrive from approved applications and HR only reads them.
- On a client not running approvals, HR opens the screen, picks the Employee, the Leave Type and the Leave Duration, sets Date From and Date To, writes the reason in Notes and saves.
- Read Leave Days and the Balance before saving. They are the two figures the employee will argue about later.
- To put a mistake right, change the record if the leave year is still open. Once the quota has been reset, it cannot be touched and the correction is an adjustment on Employee Leave Entitlement.
- To give approved leave back, use Leave Cancellation. Do not delete the record.
- Finish the month's leave before making the Payroll Attendance sheet, because the sheet counts the leave days it finds at the time it is made.
Scenarios
"Leave was approved last week and HR cannot find it here"
The approval did not complete. The application is still an application and no balance has moved. Approval is what creates the record, nothing else does.
"I need to change the dates of a leave taken last year"
If the leave year has been rolled with a Leave Allocation Run, the record is closed and the screen will refuse it. That is correct, because the days came out of a balance that has since lapsed or carried forward. Make the correction as an adjustment on Employee Leave Entitlement with the reason written down.
"He came back three days early"
Leave Cancellation for the three days. The days come back to the balance and there is a document saying why. Shortening the original record by hand leaves nothing behind.
"An allowance should stop the month a man goes on long leave"
That is not decided here, although this record is what makes it visible. An allowance that depends on attendance is handled where the allowance is defined, and the attendance allowance rule is on Payroll Attendance. A man on leave for a whole period has leave days in it, so he does not qualify for an attendance allowance that requires no leave.
"HR entered the same leave twice"
Overlapping dates for one person are refused, so the second one did not save. Where both really exist they must be for different ranges, and one of them is wrong.
What it is connected to
- Employee Request Leave is what creates most of these records, and the Internal Reference joins the two.
- The Leave Group supplies the balance, the limits and whether weekends and holidays inside the range are counted.
- Leave Allocation Run and Employee Leave Entitlement are where the balance came from.
- Leave Cancellation reverses a record and gives the days back. It works through this screen rather than keeping a ledger of its own.
- Payroll Attendance counts the leave days in the period, paid and unpaid separately, and Payroll pays from that sheet.
- A day covered by a leave record is not an absence on Employee Attandance.
If something looks wrong
- "It says the record cannot be edited because the leave quota has already been reset" - the leave year has been rolled. Correct it with an adjustment on Employee Leave Entitlement instead.
- "It says the record cannot be deleted for the same reason" - the same cause. Nothing in a closed leave year can be unwound here.
- "It says this transaction has already been referenced in Employee Leave" - the application has already produced a record. There is nothing missing.
- "It says the leave duration is not known" - an old duration is on the record. Pick one of the durations the leave type offers.
- "The balance did not move" - look at Leave Days. A leave whose days are all rest days or holidays that the group does not count costs nothing, which is sometimes right and sometimes a configuration mistake.
- "Payroll did not see the leave" - the Payroll Attendance sheet was made before the record existed. Remake it.