Employee Leave Transactions File

From Polygon Back Office,

Access the Employees file by clicking the Employees button on the toolbar,

Highlight the Employee whose annual/sick leave transactions you wish to view or edit,

Click the Leave Transactions button at the bottom of the form.

Most Recent Records

When this form loads, the transaction list will automatically display a page of the most recently added leave transactions.  Older transactions can be viewed by, entering a date in the To and/or From text box (see below).  The number of items which are automatically displayed can be increased or decreased by changing the Auto-Load Transaction Threshold setting in the Polygon POS Management application settings.  See section Polygon POS Management Application Settings > Polygon POS Management > General - Transactional Browse Forms for more information about this setting.  

Filtering by Date

Entering a date in the From text box only will exclude records from before this date.  Entering a date in the To text box only will to exclude records after this date.   Entering both a From date and a To date will display records which are dated within this period.  Leaving the From and To text boxes blank will display a page of the most recently added items (described above).  The To and From date boxes also provide right click pop-up menus for quick access to commonly used date ranges.  See section Navigation > Quick Entry of Commonly Used Dates for more information on this topic.

Leave Type - This form can be used to manage annual leave or sick leave for the selected employee.  Select the leave type you wish to view from the Leave Type drop down list box.  

Filtering by Transaction Type

From the Transaction Type list box, select All, Payroll Payment or Leave Adjustment. To reset the transaction type filter, right click on the Transaction Type list box and then click Reset.

Use Current Base Pay Rate for Dollar Balance Calculations - When this tick box is ticked Cost/Hour values and Balance ($) values will be shown at this employee's current rate of pay.  When this tick box is un-ticked transaction will use the rate of pay or cost per hour at the time of the transaction.

Note: Remember to click the Get Records button to update the transaction list after filters have been changed.

Get Records

Once you have entered your filtering options, click the Get Records button to apply the filters and display the requested data.  

The leave balance can be increased or decreased by creating a new leave transaction or editing an existing transaction.

•New Transactions - Select the leave type from the Leave Type drop down list at the top of the form, then click the New button.  This will load the Employee Leave Transaction Details form where you can enter the details of this transaction, or,

•Editing Existing Transactions - Select the transaction which you wish to edit, then click the Change button.  This will load the Employee Leave Transaction Details form where you can adjust the details of this transaction. Note: Payroll Payments are added when creating a Employee Payslip, these transactions are read only and can't be edited.

When records are loaded by selecting filtering options and clicking the get records button, totals for selected time frame are displayed at the bottom of the form.  These include:

•Total Debits (in hours) - This shows the total debits (decreasing the balance) in the selected time frame;

•Total Credits (in hours) - This shows the total credits (increasing the balance) in the selected time frame;

•Movement (in hours) - This shows how much the balance for this period has increased or decreased in total.  This figure is calculated by subtracting Total Debits for the selected period from Total Credits for the selected period;

•Brought Forward - When employee leave transactions are filtered with a From date which excludes records before this date, a Brought Forward entry is added.  This shows the totals for all the transactions leading up to the From date.  The brought forward entry includes the Total Taken, Total Earned, Balance(hrs) and Balance ($) for all recorded data until immediately before the beginning of the search filter.  The Brought Forward entry is identified as "Brought Forward" in the Transaction Type and Description columns.  When the data is filtered by date ascending, the Brought Forward entry will be shown at the top of the list.