This manual shows the basic settings to check in the ERP system to make sure vacation days and pay are calculated correctly.
To check the settings:
Accruals and Deductions settings-
Go to HR and Payroll > Master Data > Accruals and Deductions.
Here, select the Work Time Type (MV for Annual Leave), set up the WPS file, and review the End of Service Benefits and Basic Accruals options.
Vacation Types settings-
(HR and Payroll section - See Also - Vacation Types), In this form, you need to check the following details:
- Days per year: The number of vacation days allotted annually.
- Work Time Type: Ensure this is set correctly for filling out Time Sheet documents.
- Accrual Type: Choose the appropriate accrual method.
- Accrued Earnings Type: Select either Planned Earnings or Actual Earnings.
- Daily Earning Calculation Method: Pick one of these options:
- By Average Number of Days per Month
- By Number of Calendar Days
- By Number of Working Days
If in Set Annual Vacation duration setting selected As Fixed Duration - it is necessary to fill Days per Year amount.
2. Checklist for addressing missing vacation values:
Verify system settings and data entries if the vacation amount is not automatically calculated.
For example, if the Accumulated Vacation Pay amount for an employee is missing in the Balances of Accumulated Vacation Pay report, as shown in the image below:
The vacation days available for all employees are calculated by the Month Closing document (Calculation of Accumulated Vacation Pay documents). This document determines the days earned in the current month (Currently Earned Days column), the total available days (Available Days column), and the Accumulated Vacation Pay each month based on the vacation type and the employee’s work period as specified in the Employment Contract.
- In the Calculation of Accumulated Vacation Pay documents, you can review the "Accumulate Vacation Pay" attribute for each employee. This attribute is automatically selected if it is marked in the Employment Contract document.
- The calculation of Vacation Pay is also linked to the employee's length of service.
In the Vacation Type settings, the Employment Length in months should be specified. This means that the system will not calculate any amounts for the employee during the first five months of their employment. The first calculation will be included in the Month-End Closing document for the 6th month of employment.
- Basis for Calculation:
You need to verify the Basis for calculating Vacation Pay.
Check this directly in the Vacation Document under the Basis Accruals tab. The accruals listed here should match those specified in the Employment Contract. Only with this alignment can the system accurately calculate the vacation pay amount.
- Additionally, keep in mind the following payroll logic: If an employee is terminated and then rehired, it’s crucial for accurate calculations—including correct accruals and vacation days—to handle their records properly.
In the Termination Dismissal document, make sure to write off any remaining accumulated vacation days. Otherwise, the system will include these unaccounted vacation days in the Balances of Accumulated Vacation Pay report for the dismissed employee.
When creating an Employment Contract document for a new hire, a new employee card should be set up in the Employee master data. Make sure to link it to the original individual in the individual master data.
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