Leave Entry

Leave Entry is under Leave.

The "Leave Entry" feature in HRPro allows HR managers to manually record and update leave taken by employees, especially for leave entries that cannot be captured by the Employee Portal or when the Employee Portal is not enabled.

This feature helps maintain accurate leave records and ensures compliance with company policies and statutory requirements.

Leave Entries have their Serial Number, which is distinct from the Serial Number of Leave Applications. These two tables store different information.

In the Leave Module Setup, General tab, and Leave Entry panel, there is an option called "Maximum Number of past periods to display in Leave Entry". This setting allows you to control how many past periods are loaded into Leave Entry. If you have a large volume of Leave Entries, limiting the period can improve loading performance.

Click the Import button to import leave entries. See How to Import Leave Entry from Excel File?

Click the Print button to print Word or Excel documents. See Merge Code for Leave Entry

Click Show Active to show the leave entries for active employees. Click the Show Inactive to show the leave entries for inactive employees. Click Show All to show all the leave entries.

Total Leave Days Calculation: The total leave days are calculated automatically based on the Saturday and Public Holidays settings, as well as the defined roster table. For more details, refer to the "How to Calculate Leave Days in Leave Entry and Leave Application" section.

Leave Days From Time Calculation: When HRPro calculates leave days from time, the total leave days are rounded up to hours by default (e.g., 1 hour, 2 hours, 3 hours). If the working hours per day are 8 hours, the calculation will be 0.125, 0.25, 0.375, etc. This default can be changed by enabling the "Return exact time when calculating leave days from time" option in the Leave Module Setup, General tab.

Manual Overwrite: If you manually overwrite the total leave days, it will switch to Manual Overwrite mode, provided the "Enable Leave Days Overwrite" option is turned on in the Leave Module Setup, General tab. In this mode, you can input the leave days manually, but the system won't automatically allocate proper leave days/leave hours.

For example:

If the Leave-From is 2024/06/01 and the Leave-To is 2024/06/30, and the leave days are overwritten to 20 days, HRPro won't know which specific dates are on leave, affecting the accuracy of related attendance records and leave information for those dates.
If the Leave-On is 2024/06/01 AM and the leave days are overwritten to 0.25, HRPro won't know which hours are on leave, impacting the employee's attendance (e.g., lateness).

Manual overwriting is recommended only when attendance is not a concern, and leave reports for specific dates are not crucial.

Enable Real-Time Validation in Leave Entry: If this option in Leave Module Setup, General Tab is turned on, validation will be performed on every change in the new Leave Entry screen, without pressing the Create button, and the validation message will be displayed immediately.

Disallow Amend Leave Entry/Adjustment Generated by Employee Portal: Leave Entries created via the Employee Portal are non-editable and non-deletable to preserve data integrity unless the "Disallow Amend Leave Entry/Adjustment Generated by Employee Portal" option in Leave Module Setup under the General tab is disabled.

Input Leave Entries for Terminated Employee: To input a Leave Entry for a terminated employee, first select the leave date, then choose the Employee No. Ensure the leave date is within the employee’s employment period.

It's important to note that changes made to Leave Entry details won't affect the corresponding Leave Application, as they exist in separate tables. To maintain data integrity, applicants must follow the cancel request/rejection, reapply, and reapprove process.

Attachment tab

If the Leave Entry is created by WebLeave's approved leave application and has an attachment, it can be viewed by clicking the Attachment tab.

If the Leave Entry Required Attachment in Leave Type is turned on, an attachment is required for that Leave Type before saving the Leave Entry. However, the checking can be bypassed when the Missing Attachment checkbox is checked.

If the Leave Entry Required Attachment in Leave Type is not turned on, the Missing Attachment checkbox is a reference only.