This article explains how to create leave reports on Personnel Leave Report. The screen appears in the menu of users with the REPORTS_REPOR_READ permission.
Before you start
The employees, leave rules and leave types to report on must be defined.
Step by step
In the left menu, go to Reports > Leave report.
Click Create Report and choose the report type:
Leave: leave used in the selected date range. Status filter: All, Waiting (on admin approval or waiting for a document), Approved, Rejected.
Leave Entitlement: entitlement movements (Entitlement, Handover, Loss, Overtime).
Leave Balance Report: total entitled, used and current balance per employee and leave type. Remaining balances on old (inactive) rule assignments are included.
Leave Agreement Form: a ready-to-sign form for a single employee with seniority information, balance per leave type and the list of used leave.
In the window that opens, select the Title, Leave Group (leave rule), Leave Type, date range and employees. Rule, type and employee selections are mandatory.
Save. The report appears in the list as Creating; when ready it becomes Created. The tabs above the list (All, Creating, Created) split the reports by status and show their counts. The search box searches the report title; the Report type filter narrows the list, and Sort or a click on a column header sorts it.
Click View Details in the row menu. The applied filters and the result table are shown; export to Excel with Download, or to PDF with Download PDF on the agreement form.
Result
Leave, Leave Entitlement and Leave Balance reports are prepared in the background; with many employees this can take a few minutes. The Leave Agreement Form is created immediately. Remove reports you no longer need with Delete in the row menu.
The agreement form lists only leave that affects the balance; rejected leave is not shown. The declaration on the form reads: "I accept and undertake that my remaining leave days stated above are correct and that I have used all the leaves listed."
Common problems
Symptom: A report stays Creating for a long time.
Cause: Many employees and a long date range were selected.
Solution: Refresh the page after a few minutes; if needed, create a new report with a narrower range.
Symptom: "No data was found that met the specified criteria."
Cause: There are no records for the selected combination of employee, rule, type and dates.
Solution: Widen the filters.