To show leave balances on pay advices to the end of the current period, update leave before producing.
Update Leave before printing the pay advices
This will update the leave balances with the leave accruals from the current period. Leave Taken is updated as part of the End of Pay process.
Go to Payroll, Transactions, General, Update Leave Entitlement.
Select the parameters Payroll company, Pay Frequency, etc.
Click OK.
Produce Pay Advices with Leave balances
Go to Payroll, Reports, Transactions, Pay Advices.
Select the required parameters on the Report tab.
Click the Leave tab.
Select either Hours or Days for Display in.
Tick Show Leave Dates to include the start and end date of Leave taken.
Under Show Leave Balances, tick Current Leave Transactions, to reduce the leave balance by the leave taken in the current transactions.
In the grid, tick the fields to include Entitlement, Pro Rata, Taken and/or Total for each required Leave Type. You can select a combination.
If you tick Total only, then the employees' Total balance will display as one value.
If you tick Entitlement, Taken and Total, all three will display and Total will calculate as Entitlement minus Taken. Pro Rata hours on the employee record will be omitted.
User Defined Leave can be selected if Include on Pay Advice is set to Yes on the Termination/Pay Advice Rules tab of the User Defined Leave (Payroll, Maintenance, Leave).
To save the selection for the next period, tick Default.
Click Produce or Preview.
Tip: If your employee is attached to an hours worked leave class and they aren't attached to Contract Hours, select Hours for Display in. If you select Days, leave won't show on the Pay Advice.
Leave and 'As At' Date
Leave Balances appear on Pay Advices with an 'as at' date, which is the Pro Rata date from the employee record. This indicates the date leave has been updated to when the pay advices are originally produced. The date will be for:
Leave based on Contract Hours, the date entered into the Leave Entitlements Date on either the Update Leave Entitlement or End of Pay process
Leave based on Hours Worked, the Period End Date
Note: For leave based on Hours Worked, where you have changed the Period End Date (e.g. for an Adjustment Pay Run or at the End of Financial Year), the leave will be accrued to the adjusted Period End Date and this is what will display as the 'as at' date.
If you update leave after producing pay advices, the 'as at' date will relate to the previous pay period. If you update leave before producing pay advices, it will relate to the current pay period.
When you reprint pay advices, the 'as at' date and leave balances will be the same as the original pay advice. They are not updated to the current employee balance.
Trouble-shooting
If leave is not appearing correctly on Pay Advices, there are a couple of scenarios.
Pay Advices didn't show the correct leave balance:
There are several causes:
The Update of Leave Entitlement was performed after producing Pay Advices.
Current Leave Transactions wasn't ticked in Pay Advice.
The date or Pay Frequency selected in Update Leave Entitlement was incorrect.
Use Message Log Viewer to identify what occurred in the following logs.
Payroll Update Leave Entitlement
Usage Details
Log in as an Administrator.
Go to Access MicrOpay Evo Administration, System Tools, Message Log Viewer.
Under Log select:
Payroll Update Leave Entitlement to show when leave was updated.
Usage to show the date and selection used when Pay Advices were produced.
User Defined Leave is not included in Pay Advices
To display User Defined Leave balances on pay advices, you need to select either Yes, Annual, Sick or LSL in Include on Pay Advice. If you select Annual, Sick or LSL, the User Defined Leave won't show as a separate line on the pay advice but included in the selected leave type.
To do this:
Select Payroll, Maintenance, Leave, User Defined Leave.
Edit the User Defined Leave.
Select Termination/Pay Advice Rules.
Under Pay Advice, select Include on Pay Advice.
If Yes is selected, enter a Balance Description.
If an employee has multiple User Defined Leave classes and not all User Defined Leave classes are nominated to appear on pay advices, nominated User Defined Leave classes may not appear on the Pay Advice.
This is because the Balance Description in User Defined Leave is used to order the Leave on the pay advice. If a User Defined Leave is not included on the pay advice, then any User Defined Leave where the Balance Description is alphabetically after won't appear on the Pay Advice either.
To resolve, change the Balance Descriptions on the Terminations/Pay Advice Rules tab so any User Defined Leave you need to show is first alphabetically and anything you want to exclude is later.
For example, change 'Accrued Public Holiday Leave' to 'zAccrued Public Holiday Leave'. This makes Time in Lieu first alphabetically, and when Accrued Public Holiday Leave isn't ticked on the Pay Advice, Time in Lieu will still appear.