The History nested tab displays the leave transactions recorded for the leave type currently selected in the Leave type data column.
It can be used to:
review the transactions that make up the leave balance
view transactions created by completed pay processes
review manual leave-balance adjustments
add or amend manual leave-history transactions where required
Making changes
Changes are made using the interaction bar beneath the Leave history data column
+ button: Opens a new manual leave transaction for the selected leave type.
− button: Removes the selected leave-history transaction where removal is available.
Edit button: Opens the selected transaction for editing where editing is available.
Most leave-history transactions are created automatically through completed pay processes. Manual balance adjustments also appear in this data column.
Manual adjustments should generally only be made where a genuine correction or migrated balance is required; it is not a substitute for processing leave.
For more information about making adjustments and processing leave, refer to:
<Adjusting leave balances><Processing leave and terminations>
Leave history data column
The Leave history data column displays the transactions associated with the selected leave type.
It contains three columns:
Date: Displays the date associated with the leave transaction.
Accrued: Displays leave that was added to the employee’s balance.
Consumed: Displays leave that was used or deducted from the employee’s balance.
Selecting a transaction updates the detail panel with the information recorded against that entry.
Options, settings and fields
Leave transaction details
This area provides a summary of details associated with the selected transaction from the Leave history column.
Date
Type: Date or date-range fields
Purpose: Records the date, or period, associated with the selected leave transaction.
Dependency: Depends on the selected leave-history transaction.
Other functionality: Some transactions may contain only one date, while others may cover a date range.
Comment
Type: Multi-line text field
Purpose: Provides context or calculation information for the selected transaction.
Dependency: Depends on the selected leave-history transaction.
Other functionality: Transactions created through a pay process may contain automatically generated calculation details or a transaction description. Manual adjustments display the comment entered when the adjustment was created.
Batch
Type: Numeric display
Purpose: Identifies the pay-process batch associated with the transaction.
Dependency: Depends on how the transaction was created.
Other functionality: A batch number of 0 indicates that the transaction was entered manually.
$
Type: Currency display
Purpose: Displays the dollar value associated with the selected leave transaction.
Dependency: Depends on the selected transaction and the calculation rules applied to that leave type.
Other functionality: None.
Units
Type: Numeric field or display
Purpose: Records the quantity of leave accrued or consumed by the transaction.
Dependency: The unit depends on the selected leave type, such as hours, days or weeks.
Other functionality: Positive and negative values affect the leave balance in opposite directions when creating a manual adjustment.
Balances
The History nested tab displays both the employee’s anniversary balance and a to-date balance (if available) for the selected leave type.
For more information about leave balances, refer to:
<How leave balances work><Reviewing & reading leave balances>
Balance
Type: Calculated balance display
Purpose: Displays the employee’s current anniversary balance for the selected leave type.
Dependency: Depends on the selected leave type and the sum of the recorded leave transactions
Other functionality: The anniversary balance is updated by accruals, leave consumption and manual balance adjustments.
To-date balance
Type: Calculated balance display
Purpose: Displays the anniversary balance together with any pro-rated entitlement calculated since the employee’s last anniversary.
Dependency: Depends on the selected leave type, accrual method, last anniversary date and current period end.
Other functionality: The to-date balance appears in green beneath the anniversary balance. It is indicative and does not reflect a cap applied to the leave type.
Additional functionality
Spanner button
The Spanner button may appear beside the anniversary balance.
It can be used to enter a required to-date balance. SmoothPay then calculates the adjustment needed to the anniversary balance to produce that value.
The button is only available where the selected leave type supports a to-date liability calculation. It may also be unavailable where the current period end is earlier than the employee’s last anniversary date.
For the full adjustment process, refer to:
<Adjusting leave balances>
Print button
The Print button appears on the interaction bar beneath the Leave history data column.
Clicking the Print button produces a Leave transactions report for the selected leave type.
