Leave ledgers track the accumulated leave balances for an employee.
Examples
Leave ledgers can track:
Vacation leave
Sick leave
Personal leave
Comp time off
Saturday holiday (when a holiday occurs on a non-work day such as Saturday)
Personal holiday (when someone works a holiday and earns that holiday off in the future)
Hours worked
Months worked
Number of events someone worked as a volunteer rather than as an employee
You can think of an employee's leave ledger as a book of positive and negative entries. If you add all an employee's accruals (typically, positive entries) and subtract all an employee's usage (typically, negative entries), the result is the ledger balance.
A few facts about ledger balances in ActivityHD:
Ledger balances can have any unit; e.g., hours, weeks, months.
Ledger balances can be evaluated to dollars using a custom evaluation function.
Ledger activity and balances can be printed on check stubs and pay statements.
While a salaried employee is not paid "by the hour", the employee will report vacation usage by some means. That vacation usage can be entered into a time sheet so that the salary on the pay check is adjusted downward by the amount of vacation pay.
Note
If you track vacation time separately from regular time in General Ledger, use time sheets and the automatic salary adjustment to post the dollars to the correct accounts.
Create a leave ledger
In the Navigation pane, highlight the Payroll/Human Resources > Setup > Leave Ledgers folder.
Click . The New Seniority & Leave Ledger window opens.
Enter a unique Code for the leave ledger.
Enter a Description of the leave ledger.
In the Scale field, enter the number of digits (0-4) to allow to the right of the decimal in ledger entries.
From the Rate Function drop-down list, select the valuation rate function for the ledger. Use this field if you need to convert ledger balances to dollars.
The following functions are available by default:
PRPLeaveRate_Hourly. This function references the Type:Pay:Rate parameter to determine an employee's pay rate for evaluating leave ledger dollars.
PRPLeaveRate_HourlyOrSalary. This function references the Type:Pay:Rate or Type:Pay:Salary parameter to determine an employee's pay rate for evaluating leave ledger dollars.
PRPLeaveRate_HourUnitOfPay. This function returns the value of the "Hour" unit of pay for an employee's primary position to use for evaluating leave ledger dollars.
In the Rate Scale field, enter the number of digits (0-4) to allow to the right of the decimal in valuation amounts.
If you want to print ledger amounts on check stubs and pay statements, mark the Print checkbox. If your company has an ActivityHD employee Self-Serve web portal, this checkbox also controls whether balances for this leave ledger are displayed there.
Note
Leave balances are only shown in Self-Serve for leave ledgers with the Print checkbox marked.
If you mark the Print checkbox, the Sort Order field is enabled. Enter the order in which to print the ledger amount on check stubs and pay statements. If you leave this field blank, ActivityHD assigns the next available order number when you save the ledger.
Save the new leave ledger.
Ledgers Listing
Purpose
The Leave Ledgers Listing provides a list of leave ledgers defined in Payroll.
Content
For each leave ledger included on the report, the listing shows:
description
scale
rate function
rate scale
sort order.
In addition, you can include one or more of the following:
timestamps
memos
custom fields.
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the Payroll/Human Resources > Setup > Leave Ledgers folder.
Start the report set-up wizard.
To report on all or a filtered subset of leave ledgers:
Right-click the Leave Ledgers folder and select Select and Report > Ledgers Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected leave ledgers:
In the HD view, select the leave ledgers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular leave ledger from the Seniority & Leave Ledger window:
In the HD view, locate and double-click the leave ledger to report on. The Seniority & Leave Ledger window opens with the leave ledger loaded.
Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
Timestamps
Memos
Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
Leave ledgers
Leave Ledger Record ID
Code
A unique code for the leave ledger.
Ledger tab
Description
A description of the leave ledger.
Scale
The number of digits (0-4) to allow to the right of the decimal in ledger entries.
Rate Function
The valuation rate function for the ledger. Use this field if you need to convert ledger balances to dollars.
Rate Scale
The number of digits (0-4) to allow to the right of the decimal in valuation amounts.
Print
If this checkbox is marked, ledger amounts will print on check stubs and pay statements. If your company has an ActivityHD employee Self-Serve web portal, this checkbox also controls whether balances for this leave ledger are displayed there.
Note
Leave balances are only shown in Self-Serve for leave ledgers with the Print checkbox marked.
Sort Order
This field is enabled if you mark the Print checkbox. This is the order in which the ledger amount prints on check stubs and pay statements. If you leave this field blank, ActivityHD assigns the next available order number when you save the ledger.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Reference
From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Employees tab
The Employees pane shows the Employees HD view filtered to show all employees that the leave ledger is assigned to.
Double-click a row in the pane to drill down to its record in the Employee window.
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Attachments
The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.
Preview pane
If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.
Other tab
Memo tab
To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.
Timestamps tab
This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.
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Seniority and leave ledgers security
Common accesses available on seniority and leave ledgers
Access
A user with this access can...
Change
Use the mass change action on seniority and leave ledgers.
Custom Fields
Create and edit custom fields for seniority and leave ledgers.
Data
Have read-only access to seniority and leave ledgers from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete seniority and leave ledgers.
Edit
Edit seniority and leave ledger records.
Export
Export seniority and leave ledger records from ActivityHD.
Import
Import seniority and leave ledger records into ActivityHD.
New
Create new seniority and leave ledger records.
Read
Have read-only access to seniority and leave ledger records.
Report
Run reports with seniority and leave ledger information.
Report Designs
Create and edit report designs with seniority and leave ledger information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit action profiles and report profiles related to seniority and leave ledgers.
Shared Filters
Create and edit shared filters on seniority and leave ledgers.
Visible
View the Leave Ledgers folder in the Navigation pane.
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Report Email dialog
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
A rule used to automatically create accrual entries or to create usage entries from time sheets. Leave plans update one or more leave ledgers.. Leave plans can also create usage entries from time sheets (regardless of whether an accrual is accumulated).
. The New Seniority & Leave Ledger window opens.
.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).