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Absence balance list report
Menu path
HR ➔ Reports ➔ Absence balance list
Introduction
This screen displays the absence balance. In this screen, you can choose to view the absence balance list on a yearly, quarterly, or monthly basis. The balance list report shows the duration, details of the opening balance of the absence entitlement from the previous year, number of absence days entitled, total absence days taken, outstanding balance of the absence days for the current year, and expiry date for the current year.
What version are you using?
The information in this document is based on product update 404.
How do I view the details of the absence entitlements or absences taken?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Select an absence entitlement under the Entitled column, or absence taken under the Taken column.
- Click Zoom. You can delete the absence entitlement or absence taken by selecting the absence entitlement or absence taken in the overview, and then clicking Delete.
Keep in mind:
- The Zoom button is enabled only if an absence entitlement under the Entitled column, or absence taken under the Taken column is selected.
- If a record in the Entitled column is selected, the information of the absence entitlement for the person for the entire year will be displayed.
- If a record in the Taken column is selected, the information of the absence taken will be displayed.
How do I view the absence card of the person?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Select Person at Group by.
- Select a person under the Person column.
- Click Absence card. For more information, see Introduction to person absence.
Keep in mind: The Absence card button is enabled only if a person is selected.
How do I view the details of the person?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Select Person at Group by.
- Select a person under the Person column.
- Click Person. For more information, see Creating and maintaining people.
Keep in mind: The Person button is enabled only if a person is selected.
How do I generate the absence entitlement for people?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Select Person at Group by.
- Select a person under the Person column.
- Click Generate. For more information, see Generating absence entitlements.
How do I edit the absence entitlement for the person?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Select Person at Group by.
- Select a person under the Person column.
- Click +/- Entitlement. For more information, see Adjustments on absence entitlement.
Keep in mind: The Person button is enabled only if a person is selected.
How do I define the default value of the total absence entitlement for all the people, and specific number of absence entitlement for the person?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Click +/- Entitlement. For more information, see Overview of absence entitlements.
How do I export the absence balance list report to a Microsoft Excel sheet?
- In the Absence balance list screen, define the search criteria.
- Click Display.
- Click Export.
Fields
Layout
Select Yearly, Quarterly, or Monthly to display the absence balance list according to the selected layout type.
Show
Select the required option to display the absence balance list by Duration or Amount. Select Duration to display the absenteeism in days or hours for the selected absence type, or Amount to display the monetary value of the absenteeism.
Group by
Select Person or Absence type to display the results according to the selected grouping.
Person
This column displays the ID of the person.
Note: This column is displayed only if Person is selected at Group by.
Full name
This column displays the full name of the person.
Note: This column is displayed only if Person is selected at Group by.
Absence type
This column displays the absence type for the person if Person is selected at Group by, or available absence types if Absence type is selected at Group by.
Opening
This column displays the balance days, hours, or amount that the person brought forward from the previous year if Person is selected at Group by, or total balance days, hours, or amount brought forward from the previous year if Absence type is selected at Group by.
Entitled
This column displays the absence days, hours, or amount the person is entitled to if Person is selected at Group by. If Absence type is selected at Group by, this column will display the total absence days, hours, or amount that each absence type is entitled.
Taken
This column displays the absence days, hours, or amount the person has taken if Person is selected at Group by. If Absence type is selected at Group by, this column will display the total absence days, hours, or amount for each absence type.
Balance
This column displays the balance for the entire period. This is calculated based on Opening balance + Entitled – Taken.
Expiry date
This column displays the expiry dates of the absence entitlements for the current year. The balance vacation days which will be expiring based on the expiry dates will be displayed in the column header for each person or absence type. However, this will depend on the selection at Group by. You can also view the historical data of the balance entitlements for the previous year which have expired but were not utilized.
For example, a person’s absence entitlement will expire on June 30, and December 31. The Balance list report will display the following:
The balance entitlements will be as follows:
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Absence balance list report
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Year selection: 2011
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Remarks
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Current year:
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2011
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Expiry date:
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Date of request
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Date of absence
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30/6/2011
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31/12/2011
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Start of the year:
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n/a
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n/a
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2
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4
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Balance entitlements which will expire in 2011 will be displayed.
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During the year:
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1/5/2011
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15/6/2011
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1
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4
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Balance entitlements which will expire in 2011, and have not been utilized will be displayed.
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1/5/2011
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1/7/2011
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1
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3
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1/8/2011
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31/12/2011
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1
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2
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Current year:
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2012
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Year selection: 2011
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Date of request
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Date of absence
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30/6/2011
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31/12/2011
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During the year:
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n/a
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n/a
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1
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2
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Balance entitlements which have expired in 2011, and were not utilized will be displayed.
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Current year:
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2012
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Year selection: 2012
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Date of request
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Date of absence
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30/6/2012
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31/12/2012
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Start of the year:
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n/a
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n/a
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2
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4
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Balance entitlements which will expire in 2012 will be displayed.
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During the year:
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31/12/2011
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1/2/2012
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1
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4
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Balance entitlements which will expire in 2012, and have not been utilized will be displayed.
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Buttons
Refresh
Click this to update the search results according to the defined criteria.
Zoom
Click this to view the details of the selected absence entitlements or absence taken.
Absence card
Click this to view the absence card of the selected person. The Absence card screen allows you to view the absence, work schedule, and summary of the absence for the selected person. For more information, see Introduction to person absence.
Person
Click this to view the information of the person related to the selected absence. For more information, see Creating and maintaining people.
Generate
Click this to generate the absence entitlements for the selected person. For more information, see Generating absence entitlements.
+/- Entitlement
Click this to edit the absence entitlement of the selected person. You can increase or decrease the value. For more information, see Adjustments on absence entitlement.
Entitlement
Click this to define the default value of the total absence entitlement for the people. You can also define a specific number of absence entitlements for a person. For more information, see Overview of absence entitlements.
Export
Click this to export the generated absence balance list to a Microsoft Excel sheet.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
13.503.906 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
| Release: |
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Attachment: |
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| Disclaimer |
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