Leave Cancellation
A man did not go, or came back early. This screen gives the days back to his balance and leaves a document behind saying why. Use it instead of deleting the leave.
What it is for
Leave gets cancelled constantly. A wedding is postponed, a man is called back for a shipment, a week off becomes three days. The days have already left his balance and they need to come back.
There is a quicker looking way to do this, which is to delete or shorten the Employee Leaves record. Do not. A deleted record leaves nothing to explain why a balance changed, and an employee who comes back and asks what happened to his two days has no answer. A cancellation is a document with a date, a reason and an approver on it.
The screen does the whole thing or part of it, and the difference is one field.
All of it. Pick the leave and leave Cancel From Date empty. Every day comes back.
Part of it. Pick the leave and put the date he resumed work in Cancel From Date. The days from that date to the end of the leave come back and the days he actually took stay taken. A man on leave from the 20th to the 24th who came back on the 23rd gets the 23rd and 24th back, so two days.
Underneath, the days come back by reversing the leave record itself, which is the only thing in the module that moves a leave balance. Nothing keeps a separate ledger of cancellations, so a balance and the leaves behind it can never disagree.
A leave that has already been cancelled cannot be cancelled again, and a leave whose leave year has been closed by a Leave Allocation Run cannot be touched at all, because the balance the days would go back to no longer exists.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The document number. | Fills itself. Leave it. | |
| Employee | Whose leave is being cancelled. | EMP-0142 | Required. Pick from the list. |
| Name | Their name. | Imran Shahid | Fills itself. Leave it. |
| Responsible | Who is responsible for the person now he is back. | The shift supervisor | Pick from the list. |
| Responsibility Central | The responsibility centre the cancellation is reported against. | Fills itself from the employee where it is set. | Pick from the list. |
Details
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Leave | Which leave record is being cancelled. | The leave of 20 to 24 April | Required. Pick it from the list, which shows the employee's leaves that can still be cancelled. A leave already cancelled is not in it. |
| Leave Type | What kind of leave it was. | Fills itself from the leave. Leave it. | Annual Leave |
| Date From | The first day of the original leave. | Fills itself. Leave it. | 20-Apr-2026 |
| Date To | The last day of the original leave. | Fills itself. Leave it. | 24-Apr-2026 |
| Cancel From Date | The first day being given back. | Empty to cancel the whole leave, or 23-Apr-2026 for a man who resumed on the 23rd | This one field is the difference between a full and a partial cancellation. It must fall inside the original leave. |
| Cancelled Days | How many days are coming back to the balance. | Fills itself. Leave it. | Read it before you save. It counts the days the leave actually cost, so a weekend inside the cancelled stretch comes back only if it was charged in the first place. |
| Notes | Why the leave is being cancelled. | Called back for the Lahore shipment, agreed with GM Production | Required. The document will not save without it, and it is the whole point of using this screen. |
How to configure it
- Set up the approval so a cancellation reaches the same manager who approves leave. A cancellation nobody approves does not give the days back.
- Open the screen and pick the Employee.
- Pick the Leave from the list. If the leave is not in the list it has already been cancelled, or its leave year is closed.
- For a whole cancellation, leave Cancel From Date empty.
- For a man who came back early, put the date he resumed work in Cancel From Date.
- Read Cancelled Days and check it is the number you meant.
- Write the reason in Notes and save.
- Once approved, check the balance on Employee Leaves or on his entitlement, and remake the Payroll Attendance sheet if it had already been made for that period.
Scenarios
"He took three of his five days and came back"
Cancel From Date is the day he resumed, so the 23rd for a leave running the 20th to the 24th. Two days come back. The three he took stay taken and his attendance for those three days is unaffected.
"The wedding was postponed, he is not going at all"
Leave Cancel From Date empty. The whole leave is reversed and the full cost comes back to the balance.
"Can I just delete the leave instead?"
You can, and you should not. The balance will move either way, but a deleted record cannot be explained to the employee, the approver or an auditor. A cancellation costs one extra field and keeps the history.
"It is not in the list of leaves I can cancel"
Either it has already been cancelled, or the leave year it belongs to has been rolled by a Leave Allocation Run. In the second case the days cannot come back, because the balance they came out of has lapsed or carried forward. If the client insists the days are owed, that is an adjustment on Employee Leave Entitlement with the reason written on it.
"The payslip still shows him on leave"
The Payroll Attendance sheet was made before the cancellation. Delete it and make it again. The sheet is what payroll reads.
What it is connected to
- Employee Leaves is the record being cancelled, and the reversal is done through it, which is why the balance and the leave history can never disagree.
- Employee Request Leave was the application behind that leave. Do not cancel leave by deleting the application.
- The Leave Group decided how many days the leave cost, which is also what decides how many come back.
- Leave Allocation Run closes a leave year, after which a leave in it cannot be cancelled.
- Payroll Attendance counts the leave days it finds when it is made, so a cancellation after the sheet exists needs the sheet remaking.
If something looks wrong
- "It will not save" - Notes is empty, or no Leave was picked. Both are required.
- "The leave is not in the list" - it has already been cancelled, or its leave year is closed.
- "Cancelled Days is fewer than I expected" - the days being given back include rest days or holidays that the leave never charged for in the first place. Read the original leave's Leave Days figure.
- "Cancel From Date is refused" - it is outside the original leave's dates. It has to fall inside them.
- "It was approved and the balance has not moved" - check the leave record itself. If it still shows its original days, the approval did not complete.
- "The days came back but payroll still deducted them" - the period's Payroll Attendance sheet predates the cancellation. Remake it.