Setup Initial Leave Balance

Why set up the initial leave balance

You are about to start using Backstage to record the leave of your staff. Some staff has been working for years and previous leave details are not available. As such you will need to set up an initial leave balance for these staff.

You can just adjust the B/F balance, or you can adjust the Current balance by adding or deducting the sum of the days.

What you need

• Specify a "cut-off date"
• Prepare the leave balance of staff as of the "cut-off date", usually would be the last day of the common leave year
• Leave Type and Leave Entitlement are set and assign the Leave Entitlement to the Staff Placement
• Template file if you would like to do it through importing
  • Go to Attendance -> Leave Adjustment / Ending Leave Balance -> Export the file
• Define whether you would like to use Leave Adjustment or Ending Leave Balance to adjust the B/F balance

How to Setup Initial Balance?

1. Manually - One by One

• Check the leave balance of a particular staff in Backstage
  • Go to Analytic -> Leave Balance Report -> Generate the report with As of Date of the "cut-off date"(last day of the common leave year)
• Compare the leave balance of Backstage with your balance
• Calculate the number of days that have to be adjusted (deducted or added)
• Go to Leave Adjustment / Ending Leave Balance
• Add a Leave Adjustment / Ending Leave Balance record

2. Importing - In Batch

• Generate Leave Balance Report as of "cut-off date"
  • Go to Analytic -> Leave Balance Report -> Generate the report with As of Date of the "cut-off date"(last day of the common leave year)
• Make use of Excel formula to calculate the number of days that have to be adjusted (deducted or added) for each of them
• Go to Leave Adjustment / Ending Leave Balance Export the template file
  • We suggest you create some samples manually before you export the file
• Fill in the days adjusted and other information needed
• Import the file

What is the difference between Leave Adjustment and Ending Leave Balance?

Take the below balance as an example, if the staff B/F balance = 5 days

• Leave Adjustment: -90 days with Effective Date 31 Dec 2021 (95-90=5 days)
• Ending Leave Balance: 5 days with Effective Date 31 Dec 2021

Leave Adjustment can input a lump sum of the leave taken, and add forfeited days with the Effective Date in 2022 but Ending Leave Balance cannot.

What's Next?

• Check and Confirm the leave balance is now adjusted to the correct balance
  • Go to Analytic -> Leave Balance Report -> Generate the report with the same As of Date