⏹️New Leave Accounting Year
New Leave Accounting Year
How to configure a new leave accounting year and transfer leaves along with balance into new financial year?
Introduction
This page will help you configure a new leave accounting year and transfer leaves to the next financial year.
There are three steps to be followed once the leave financial year gets transferred, shown below are steps in details.
Update Weekly Off
Update shifts for all employees
Update Holiday list
The Above mentioned steps are explained in details in step 3: The steps to be followed after the leave financial year
Step 1: Pre-requisites:
✔️ Admin credentials
✔️User rights
Note - Kindly contact your Admin/ HR for rights if you are not able to perform the steps below.
Please note-
✔️ Once we transfer the leave calendar year then we will not be able to make further changes to last year's leave calendar.
✔️Before beginning, please ensure that the leaves for the current financial year have been cleared so that you can run the year-end processing.
✔️Before doing yearly transfer, make sure all the leaves of previous year are approved or rejected. Please check the leave configuration settings (Leave carry forward and default leave opening balance). Also, kindly download leave summary for your reference. Path: Analytics> Reports. Leave> Report wizard.
✔️For your reference, kindly download the Leave Summary Report from the following Path.
Path: 'Analytics' > 'Reports' > 'Leave' > 'Report Wizard'.
Step 1: Log into the cloud portal, go to the ‘Analytics’ menu and click on the ‘Reports’ submenu.
Step 2: Under the ‘Leave’ tab click on the ‘Report Wizards’ subtab and select ‘Category’.
Step 3: From the ‘Type of Leave Report’ dropdown select the leave type option such as, opening, used, Enter the ‘Leave type Value’, give 'Order numbers' like 1, 2, 3 to the leave types and master fields as required. Then, click on the ‘Download PDF’ or ‘Download Excel’ button to get the leave balance report in the respective format.
Note:
If you want to download leave balance report for individual employee select them from ‘Employee Code’ field or else leave the field vacant.
You can also download various types of leaves such as opening, used, credit or all leaves in a single report using the summary option.
Path: Cloud Portal>Analytics>Reports>Leave>Report Wizard>select details>select ‘Type of Leave Report’ as ‘Balance’>Download PDF/Excel
Link https://cloud.pockethrms.com/Reports/Report/Index?module=leave&submodule=ReportWizard
✔️Alternately, you can also search for 'Report Wizard' on smHRt searcHR.
Note: Before doing the leave, transfer check the below points
1. Check if the leave carried forward configuration is done for all the leave type under leave configuration. Follow the process below:
Path: Settings> Leave> Leave Configuration> Leave > ‘This leave can be carried forward upto (enter maximum leave days to be carry forwarded) days>Save
Step 1: Log into the cloud portal, and go to the ‘Settings’ menu. Under the ‘Leave’ tab click on the ‘Leave Configuration’ subtab.
Step 2: Select the ‘Leave Type’ and in the the ‘d) This leave can be carried forward upto ____ Days’ field, enter the value for maximum number of leaves to be carry forwarded. Scroll down and click on the ‘Save’ button. The leaves will be carry forwarded accordingly.
Note:
If you want to set carry forward option of multiple leave types, repeat the process by selecting various leave types.
After saving the leave carry forward settings, ensure that the pending leaves for all employees are cleared and proceed to do Leave Year Transfer.
You can explore leave related settings, here.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=leave&submodule=leaveconfiguration
2. Check the employee leave balance is correctly calculated for all leave type and employee categories. Follow the process below:
Path: Cloud Portal>Analytics>Reports>Leave>Report Wizard>select details>select ‘Type of Leave Report’ as ‘Balance’>Download PDF/Excel
Step 1: Log into the cloud portal, go to the ‘Analytics’ menu and click on the ‘Reports’ submenu.
Step 2: Under the ‘Leave’ tab click on the ‘Report Wizards’ subtab and select ‘Category’.
Step 3: From the ‘Type of Leave Report’ dropdown select the leave type option such as, opening, used, Enter the ‘Leave type Value’, give 'Order numbers' like 1, 2, 3 to the leave types and master fields as required. Then, click on the ‘Download PDF’ or ‘Download Excel’ button to get the leave balance report in the respective format.
Note:
If you want to download leave balance report for individual employee select them from ‘Employee Code’ field or else leave the field vacant.
You can also download various types of leaves such as opening, used, credit or all leaves in a single report using the summary option.
Link https://cloud.pockethrms.com/Reports/Report/Index?module=leave&submodule=ReportWizard
3.Check if all employee leave/on duty/Regularization is approved/rejected by manager for the current leave year, the same pending entries will not be viewed in transfer leave year
Step 2: Transfer the leave financial year:
How to transfer leaves to the next financial year?
Path: Cloud login > leave > Utilities > Yearly transfer > yearly transfer button
Step 1: Login to cloud portal, go to 'Leave' menu.
Step 2: Select 'Utilities' and click on 'Yearly Transfer'.
Step 3: Select the button 'Yearly Transfer'.
Link: https://cloud.pockethrms.com/Leave/transaction/yearlytransfer
Step 3: The steps to be followed after the leave financial year:
Update Weekly Off
To update weekly off for the new year, for updating weekly off employee wise you can follow the path below:
Path: Cloud Portal>Settings>Leave>Weekly Off>From Date, To Date range>Search>Tick on the week off days>Process>select dates>Save
Step 1: Log into the cloud portal, to the ‘Settings’ menu and under the ‘Leave;’ tab click on the ‘Weekly Off’ subtab.
Step 2: Select the date range from the respective fields and click on 'Search'. Select checkboxes for the ‘Week Days’ you want to set as ‘Week Off’ and click on the ‘Process’ button.
Note: Select the checkbox in the ‘Half Day’ column if you want to provide half day off for the respective day.
Step 3: A list of dates according to selected date range and the ‘Week Days’ will appear on the right-hand side. Select the checkboxes of dates for which you want the apply this week off settings and click on the ‘Save’ button. The week off will be set accordingly.
You can select checkboxes for the ‘Half Day’ in this section too, if required.
Note:
‘WeekOff Dates’ for which week off is already processed appear in the yellow coloured background and the week off for these days cannot be edited.
‘WeekOff Dates’ which appear with no background colour is not yet processed. You can edit the week off for these days can be processed.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=leave&submodule=leaveweeklyoff
OR
To update weekly off through roaster, follow the path:
Path: Cloud Login>Settings>Attendance>Shift Schedule Multi>Month/Year>Select Employee>View>tick ‘Employee Code’>select roster as required>Save
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Attendance’ tab, click on the ‘Shift Schedule Multi’ subtab. Select ‘Month/Year’ and click on the ‘View’ button.
Step 2: From the ‘Employee Code’ column tick the checkbox for the employee for whom you want to update the roster. Select the required shift for the respective dates and click on the ‘Save’ button.
Note: To update the schedule for a particular employee use the ‘Select Employee’ dropdown.
For any queries, contact [email protected]
You can also do it in bulk import option. refer the process below:
Path: Cloud Portal>Attendance>Import>Weekly Off Import>enter details>map components to Excel column>Save Settings>Import Template>Upload
Step 1: Log into the cloud portal, go to the ‘Attendance’ menu and under the ‘Import’ submenu click on the ‘Weekly Off Import’ option.
Step 2: Download the ‘Sample Week Off Import’ file from the upper right-hand corner of the screen and prepare the Excel sheet accordingly.
Step 3: ‘Select Settings’ and fill in the details such as, Starting-Ending Row, From Date and To Date in the respective fields.
Step 4: Map the Section Name components to the Excel Column according to the sheet you prepared to upload.
Step 5: Unselect the check box of 'Insert without replacement' to remove old weekly off and upload updated weekly off and click on the ‘Save Settings’ button.
Note: If the settings are employee wise, the employee codes should be in the ‘Column A’ of the Excel sheet.
Step 5: Upload the file in the ‘Import Template’ field and click on the ‘Upload’ button. The weekly off details will be uploaded.
Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.
Link: https://cloud.pockethrms.com/Leave/Setting/LeaveImport?import=41
Update Shifts
To update shifts of the employees for new leave year, for updating shift employee wise you can follow the path below:
Path: Cloud Portal>Settings>Attendance>Shift Schedule Multi>Month/Year>Select Employee>View >tick checkbox for the employee>select ‘WEEKOFF’ for the respective date>Save
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Attendance’ tab and click on the ‘Shift Schedule Multi’ subtab.
Step 2: Select Employee, Month and Year in the respective fields and click on the ‘View’ button.
Step 3: Select the checkbox for the employees. Select the ‘WEEKOFF’ option from the dropdown for the respective date and click on the ‘Save’ button. The Week off will be assigned to the employee accordingly.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=attendance&submodule=shiftschedulemulti
For bulk import option, kindly refer the process below:
Path: Cloud Portal>Attendance>Import>Shift Schedule Import>download sample>fil in details>Map the components to excel columns>select other required details>Save Setting>Import File>Upload File
Step 1: Log into the cloud portal, go to the ‘Attendance’ menu, click on the ‘Import’ submenu and select the ‘Shift Schedule Import’ option.
Step 2: Download the ‘Sample Shift Schedule Import’ template from the upper right-hand corner of the screen and prepare the sheet to upload accordingly.
Step 3: ‘Select Setting’ or new, select ‘Starting Ending Row’ and ‘Employee Code Column Name’ from the respective fields.
Step 4: Map the ‘Component Name’ to the ‘Excel Column’ according to the sheet to be uploaded.
Step 5: ‘Save Settings’, ‘Import Template’ in the respective field and click on the ‘Upload File’ button. The shifts will be imported accordingly.
Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.
Link: https://cloud.pockethrms.com/Attendance/Settings/AttendanceImport?import=29#
Update Holiday
To update holidays for the new leave year, you can update the holiday list from the path below:
Path: Cloud Portal>Settings>Leave>Holiday>click ‘+’ Icon>Select Date>Description>If want the restricted/optional holiday (Yes)/if not select(no)>Save
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under ‘Leave’ tab click on the ‘Holiday’ subtab. Click on the ‘+’ icon towards the upper right corner of the screen.
Note: If the holiday is configured in your company category, location or cost centre wise kindly select the required option from the respective dropdown on the Holiday Settings page.
Step 2: Select Date, Description and choose ‘Yes’ or ‘No’ for the ‘Restricted/Option Holiday’ option as required and click on the ‘Save’ button. Holiday will be added accordingly.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=leave&submodule=holiday
For bulk import option, kindly refer the process below:
Path: Cloud Login > Attendance > Import > Holiday Upload > Download Sample > Select Settings & Dates > Upload File > Map Columns > Save Settings > Upload.
Step 1: Log into the cloud portal, go to the ‘Attendance’ menu and click on the ‘Import’ submenu and then select ‘Holiday Upload’ option.
Step 2: Download the ‘Sample Holiday Import’ file from the upper right-hand corner of the leave import page and prepare file for the upload accordingly.
Step 3: ‘Select Settings’ from the respective drop-down. Select ‘Starting - Ending Row’ as well as the ‘From Date’ & ‘To Date’ from the respective fields and upload the file you prepared in the ‘Import Template’ field.
Once you upload the sheet the system will fetch the file name in the ‘Sheet Name’ filed.
Step 4: Map the ‘Section Name’ to the ‘Excel Column’ according to the Excel file.
Step 5: Select checkbox fir the ‘Insert Only’ if required. Click on the ‘Save Settings’ button and then click on the ‘Upload’ button. The Holiday list will be uploaded.
Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.
For any queries, contact [email protected]
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