Leave Records {PLOP-10}

This option may be used to keep record of the leave taken by or granted to employees. Leave is recorded in the form of "Debit" transactions for leave taken, or "Credit" transactions for leave granted. Credits calculated by the Leave Credit Calculation {PLOP-2} will also show here as transactions.

Fields in this option:

Block 1: Personnel Detail

This block is used to record transactions in respect of the leave type for the employee. When credits are calculated by the system, these are also shown as transactions.
All fields except “Comments” and the Reason field are mandatory and cannot be updated after entry.

Field	Type & Length	Description
Number	N9	Personnel Number.
Leave Type	A3	Only valid Leave Types may be selected as per Leave Package {PLCS-3} that is linked to the person in the Service Records {PBOP-2}.
Start Date	(DD-MON-YYYY)	The date on which the Credit or Debit was raised, or on which the periods of leave commenced.
End Date	(DD-MON-YYYY)	The date on which the period of leave ended.
Debit/Credit	A1	Enter a “C” for credit, a “D” for debit, "S" for leave days sold or "A" for a leave cancellation. When the Leave Balance for a person is calculated, records with an "A" will be treated as credit records and records with an "S" will be treated as debit records. The system will default to (D)ebit.
Reason Code	A4	A Reason Code for Leave taken, as set up in Reasons for Leave {PLCS-4}, may be entered here. Note that this field may appear in the Leave Application of the Personnel iEnabler as "Reason" for Leave Types {PLCS-2} where the Request Leave Reason is (Y)es.
Days	N6,2	Enter the number of effective leave days to be debited or credited, to two decimal places. In the case of credits, the system attempts no calculation based on the dates supplied and the user must supply the correct number of days. In the case of debits, one of two cases can apply : If “Auto / Manual Debiting” is set to (M)anual in the Leave Package Structure {PLCS-3} for this leave package / leave type combination, the system will prompt the user with a number of days, which can be changed before <SAVE>ing the record. If it is set to (A)uto, the system will calculate the number of days and will not allow the user to change it; please ensure that the dates are correct before <SAVE>ing a record, since no deletion is possible and a correcting journal will have to be created in the case of an error. A user may also able to apply for a half days leave on two occasions on the same day. This is providing the leave types are not the same and the total applied for does not exceed one day.providing the leave types differ
Monetary Value	N17.2	For the Selling of Leave, this is the amount to be paid to the person. The amount will automatically be calculated, based on the Monetary Value of Leave Days Sold. The value in the field is automatically populated by "Copy iEnabler Leave Applications into Leave Records" {PLOP-8} It is updateable for Leave "S"old - records where the field "Copied to Payroll" is not entered This value is used by "Create Leave Selling Earnings" {FPRI-12} to create Individual Earnings {FPRI-2} that will be paid through the Payroll System.
Copied to Payroll	DD-MON-YYYY	This field is not updateable and indicates the date on which an Individual Earning {FPRI-2} based on the record was inserted with "Create Leave Selling Earnings" {FPRI-12}
Comments	A40	This optional field may be used to record the reference to a particular leave approval document, or any other comment that needs to be kept with the record. System Calculated Records are identified as follows: Leave Credits Calculation {PLOP-2} - “* LEAVE EARNED IN ARREARS ” or “ LEAVE EARNED IN ADVANCE ”. Leave Credit Adjustments {PLOP-4} - “ LEAVE BALANCE ADJUSTMENT ”. Consolidate Leave Records {PLOP-3} -“ BALANCE BROUGHT FORWARD *”. Any comment starting with an asterisk is reserved for programmatic use and can be neither changed nor inserted by the user. Note: It is not possible to delete any leave records in this option, or to change any record (except for comments other than the above). An erroneous entry must be rectified by creating a contra record with a suitable description to indicate why the correction was necessary, followed by the creation of the correct record. Should a leave balance go into debit, a warning message is provided and the user may indicate to continue (Y/N).

Example:

Processing
Rules

The program will allow the user to apply for multiple leave records on the same day, but only for different leave types providing the total of the leave applied does not exceed 1 day.

Rules are as follows:

If user captures multiple portion of days on the same date for different leave types the program will allow these leave applications to be saved, providing the hours does not exceed 1 day (8 hours).
If total leave applied for exceeds 1 day, the program will not allow the user to commit. An error message will be displayed plus details of existing records that will include the following details:

Leave Type
Leave Start Date
Leave End Date
Number of Days

Date	System Version	By Whom	Job	Description
07-Jan-2009	v01.0.0.0	Allie de Nysschen	t155374	New development.
28-May-2012	v03.0.0.0	Frans Pelser	t181123	Selling
22-Jul-2013	v03.0.0.1	Frans Pelser	f192522	Spelling of Monetary
03-Mar-2020	v04.1.0.0	Philip Patrick	t232804	Update leave application same day, not same day, not exceed 1 day.