On this tab, you can enter general information about vacations requested by an employee: particular dates, vacation types, and whether the employee will actually use the vacation days or only will get paid for unused vacation days.
The required fields are: Employee, Department, Currency, Transaction Type, and Entity.
The "Vacation (create)" form. The Main tab
In the Employee field, select the employee who takes a vacation. If the Department field is not auto-populated, select the department where the employee works.
<Auto> in the Number field indicates that a unique code will be assigned to document when you save it. You can edit this number if needed. The From field is populated with the current date, which you can change if needed.
In the Entity field, select the legal entity of your company whose employee takes vacation. The Entity field is available if the Multi-Company Accounting option is selected on the Administration > Settings > General Settings form. The default entity for all users can be selected on the General Settings form. Also, you can specify your personal default entity, for details refer to Personal Settings.
In the Transaction Type field, you can select how the vacation payout must be calculated:
- Vacation Calculation: To calculate the vacation pay for the vacation days, which the employee will actually use.
- Compensation Calculation: To calculate the payment for the unused vacation.
The Currency field is auto-populated with the national currency; if needed, you can select another currency. Make sure, that you use the correct exchange rate and factor for conversion of the vacation pay amount to the currency of the document.
In the Responsible field, select an employee who is responsible for this document.
Use the Comment field to provide any relevant information.
Specify whether this document is created for main vacation, any additional vacation or both by using the following options:
- Provide a Main Vacation: This brings up the Main Vacation and Base Accruals tabs, where you can provide the details on main vacation and view the details of calculation.
- Provide an Additional Vacation: This makes the Additional Vacation tab available, where you can specify the dates of the additional vacations and view the details of calculation.
The document totals and other Information
At the bottom of the form, the Total Vacation Payout field shows the vacation payout total, that is, the resulting amount to be paid to the employee. The Total Amount from Accumulated Vacation Pay field shows the amount removed from the accumulated vacation pay. The Remaining Payout Amount field shows the amount to be paid from expenses. This amount is calculated automatically as the difference between the amount in the Total Vacation Payout and the Total Amount from Accumulated Vacation Pay fields.
Also, at the bottom of the form, you can view who created the document and the current status of the document, which can be one of the following:
- New (document was created, but not recorded)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
The toolbar buttons
After filling out the form, click the Save button to save your work, or Post to save and post the document, or the Post and close button to save the document, post it, and close the form.
To create a payroll sheet with the payment to the employee for the vacations, click the Generate button and select Payroll Sheet.
For description of other buttons, refer to Document toolbar.