OpenRDA‘s Leave Management module has been enhanced to include a Leave Fiscal file so that leave amounts (beginning balance, used, earned, ending balance) can be easily tracked by fiscal year as well as for reporting purposes. The following new menu items, processes, and reports will be available with the 12/6/2013 programs (please note that you will only use one of the Initial Copy processes, not both).
Initial Copy to Leave Fiscal File: Accessed from Setup; will create the Leave Fiscal masters using the leave job masters; it will only need to be run once for all employees. Thereafter, earned and used amounts in the leave fiscal masters are automatically updated when leave transactions are updated. The fiscal year entered on the range screen should be the fiscal year that the current leave job masters represent. Leave Fiscal Masters will create for employees for that fiscal year and will contain Beginning Balance, Used, Earned, and Ending Balance. Leave liability amounts (if any) will cause a fiscal leave master for the prior fiscal year to create (for example, if you’re doing this initial copy for fiscal year 2014, leave masters for 2013 will create but will only contain the leave liability amounts). This report should be used by customers whose leave year follows their financial management fiscal year.
Initial Copy to Leave Fiscal File Using Transactions: Accessed from Setup; will create the Leave Fiscal Masters using updated used and earned leave transactions; it will only need to be run once for all employees. Thereafter, earned and used amounts in the leave fiscal masters are automatically updated when leave transactions are updated. Beginning balances are automatically populated using the ending balance in the leave job master in conjunction with the earned and used leave transactions for the fiscal year. The fiscal year entered on the range screen should be your current fiscal year (although you can use this process to create leave fiscal masters for a prior fiscal year, the beginning balance can only calculate correctly for the current fiscal year). This should only be used by customers whose leave year does not follow their financial management fiscal year.
Leave Fiscal Masters: Accessed from Query. Links (buttons) to the leave fiscal masters have also been provided in the leave master and leave job masters.
Apply Leave Liability: Accessed from Maintenance, Year End, Leave Liability; will populate the Leave Fiscal masters with the Liability Rate and the Accrued Liability amount (in addition to populating these fields in the Leave Job Master).
Update Leave Fiscal Beginning Balances: Accessed from Maintenance, Year End; is part of the leave year-end process; establishes beginning balances for new fiscal year masters using the beginning balance (beginning balance plus any outside organization amount) from the Leave Job Master. Normally would only be run once during a fiscal year but, since it overwrites the beginning balance in the leave fiscal master, it can be run again if corrections/changes to beginning balances in the leave job masters have occurred.
Export Fiscal Year File: Accessed from Maintenance, Year End; creates a comma-delimited file (csv) that includes leave balances as well as any leave liability accrual rates and amounts from the Fiscal Leave masters. The file is automatically placed in the rda/xpert directory and can be viewed from E-Documents.
Leave Fiscal Year Summary by Employee: Accessed from Reports; uses the Fiscal Leave records and displays beginning balances, leave earned, leave used and ending balances by employee. Can be sorted by work location (as well as an optional page break by work location). A page break by employee is also available if you wish to provide the report to employees.
Leave Fiscal Year Summary by Leave ID: Located in Reports; uses the Fiscal Leave records and displays beginning balances, leave earned, leave used and ending balances for employees by Leave Identification. It can be sorted by work location and also has an optional page break by work location.