Employee Request Leave
The employee applies here. The screen checks his balance, his notice and his limits as he types, and when the application is approved it becomes an Employee Leaves record that actually spends the balance.
What it is for
This is the application. It is not the leave.
Two screens do this job and the difference matters. This screen is what an employee raises and a manager approves, and nothing happens to his balance while it sits unapproved. Employee Leaves is the record of leave actually taken, and that is what moves the balance. When an application here is approved, an Employee Leaves record is made from it automatically and carries a reference back to the application, so the two are joined and neither can be counted twice.
A client who wants leave approved uses this screen. A client who only wants HR to record leave that has already been agreed in a corridor can use Employee Leaves directly, but then there is no approval and no record of who allowed it.
Everything the screen refuses comes from the Leave Group line for the leave type, not from this screen. The notice required, the longest unbroken run allowed, how far back an application may be dated, how far below zero the balance may go. Change the group, not the application, when a client says the rule is wrong.
The calendar on the screen shows the days the application will actually cost, marked in yellow. It is worth looking at before saving, because the rest days and holidays inside the range may or may not be counted depending on the leave type, and the yellow days are the honest answer.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The application number. | Fills itself. Leave it. | |
| Employee | Who is applying. | EMP-0142 | Required. For an employee applying for himself the list shows only himself. |
| Name | Their name. | Imran Shahid | Fills itself. Leave it. |
| Responsible | Who is responsible for the person while he is away. | The shift supervisor | Pick from the list. Useful in a factory where somebody has to cover the machine. |
| 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 is being applied for. | ANN | Required. The list shows only the types his leave group gives him and that he is eligible for. |
| Leave Duration | Whether it is 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, so a type set to full days only offers nothing else. |
| 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 a day of this duration costs in balance. | Fills itself. Leave it. | A full day is 1, a half day 0.5, a short leave the short leave hours divided by the standard day hours. |
| Calendar Days | How many days the range covers. | Fills itself. Leave it. | 20 to 24 April is 5 calendar days. |
| Leave Days | How many days of balance the application will actually cost. | Fills itself. Leave it. | Less than the calendar days where the rest days and holidays inside the range are not counted. This is the figure that matters. |
| Notes | Why the leave is needed. | Family wedding in Multan | Required. The application will not save without it. |
Leave Balances
A read only view of what he holds, so the application can be made with the facts in front of both the employee and the approver.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Entitlement Quantity | What he was given. | Fills itself. Leave it. | |
| Balance | What is left. | Fills itself. Leave it. | A negative figure means he is already overdrawn, which the leave group may allow. |
| 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 of the range with the costed days marked. | Nothing to type. Read it. | Look at it before saving. It is where a sandwich rule or an included weekend becomes visible. |
How to configure it
- Make sure the person has a balance. A man with no allocation cannot apply for anything.
- Set up the approval so the application reaches his manager. An application with nowhere to go stays pending and the leave is never recorded.
- The employee opens the screen, picks the Leave Type and the Leave Duration, and sets Date From and Date To.
- He writes the reason in Notes. It is required.
- He reads Leave Days and the yellow days on the calendar, and checks they are what he expected.
- He saves and sends it for approval.
- The manager approves it. An Employee Leaves record is made from the application and the balance moves at that point, not before.
Scenarios
"He applied for Thursday to Monday and it cost him five days"
The sandwich rule is on, or Include Weekends is ticked on that leave type's Leave Group line. The yellow days on the calendar showed it before he saved. If the client did not mean it, the fix is on the group.
"He has no balance left and needs two days"
If the leave group allows a negative balance, the application goes through and he goes overdrawn by as much as the Negative Balance Limit allows. If it does not, the application is refused and the honest answer is leave without pay, which is its own leave type.
"Sick leave should not need a week's notice"
Leave Minimum Notice (Days) empty on the sick line of the leave group. Notice on sick leave is a configuration mistake, not a policy.
"He wants a month off and the system refuses"
Max Consecutive Days on that leave group line is lower than the run he asked for. Either the client meant that limit, or they did not and it should be raised. Splitting the application into two to get round it is not a solution, because the limit is usually there to stop exactly that.
"He applied twice for the same week"
The second application is refused. Overlapping dates for the same person cannot both exist, whether one is an application and the other already approved.
"The leave was approved and his balance has not moved"
Look for the Employee Leaves record the approval should have made. If there is none, the approval did not complete. The balance is spent by that record, never by the application.
What it is connected to
- The Leave Type decides what sizes may be applied for and who is eligible.
- The Leave Group decides the balance, the notice, the consecutive day limit, the backdate limit, the negative limit and whether weekends and holidays inside the range are counted.
- Leave Allocation Run and Employee Leave Entitlement put the balance there in the first place.
- Approving this application creates the Employee Leaves record. That record is what spends the balance, and it keeps a reference back to this application.
- Leave Cancellation is how an approved leave is given back. Do not delete the application to cancel leave.
- Payroll Attendance counts the approved leave days in the period, and a day on leave is not an absence.
If something looks wrong
- "It says the date to must be later than the date from" - the dates are the wrong way round.
- "It says leave already exists for these dates" - he has another application or an approved leave covering the same days.
- "It will not save and everything looks filled" - Notes is empty, or Leave Duration was never picked. Both are required.
- "It says the application is too far back" - the Leave Backdate Limit on the leave group line refuses it.
- "It says he has not given enough notice" - Minimum Notice (Days) on the leave group line.
- "It says the run is too long" - Max Consecutive Days on the leave group line.
- "It says there is not enough balance" - the balance for that quota period is short and the leave group does not allow him to go that far negative. Check which quota period, because a monthly accrual resets and last month's balance is gone.
- "The leave type is not in his list" - his group does not give it to him, he fails the gender, marital status or minimum service rule on the Leave Type, or the type is blocked.