The Bulk Leave Create program allows to you generate leave records for multiple staff members. Leave records can be created in bulk for Time Accrued, for Time Taken or both. The program allows you to filter by individual employee or by Staff Category.
To Run the Bulk Leave Create Program
- Click the Drop-down list to select whether you wish to process Bulk Leave Create for Staff Codes or Category Codes.
THEN
Make your selection in the Staff or Category field.-
If Staff Leave this field blank to run the Bulk Create for all Staff members
OR
Click the Picklist iconto select a single Staff ID.- If opting to leave the field blank, then running this program will create Leave records for all Staff members.
- If opting to select a Staff ID, then running this program will create Leave records for the for that Staff member only.
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If Category Leave this field blank to run the Bulk Create for all Staff members
OR
Click the Picklist iconto select a single Staff Category Code.- If opting to leave the field blank, then running this program will create Leave records for all Staff members.
- If opting to select a Staff Category Code, then running this program will create Leave records for the for all Staff Members linked to the Code selected.
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If Staff Leave this field blank to run the Bulk Create for all Staff members
- Expand the Drop-down list for Payroll Code to select the Payroll Code that corresponds to the type of Leave for which these records are being created. This is a mandatory field for the standard VSI Design. Your Design may vary.
- Click the Picklist icon for Accrual Code to select the Accrual Code you wish to use for staff members to accrue time for the selected Payroll Code under these Leave records. This is a mandatory field for the standard VSI Design. Your Design may vary.
- If you are creating records for Time Taken, then enter a value in the Time Taken field.
THEN
Expand the Drop-down list for Unit and select the appropriate code. Time Unit Codes are maintained in Unit Management. Type = Length. - If you are creating records for Time Accrued, then enter a value in the Time Accrued field.
THEN
Expand the Drop-down list for Unit and select the appropriate code. Time Unit Codes are maintained in Unit Management. Type = Length.Note: The system uses the values enter values in both fields regardless. This program simply overwrites existing Leave balances with new values OR it creates new records for Staff Members where none exist. This program DOES NOT add or subtract to existing Leave balances for employees.
- Select the Overwrite Existing Recordsoption as desired. This program simply overwrites existing Leave balances with new values OR it creates new records for Staff Members where none exist. This program DOES NOT add or subtract to existing Leave balances for employees.
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Option Selected - When this option is selected, then any Staff without a Leave record of the Payroll Code/Accrual Code selected will have one added, and any Staff who already has an existing Leave record for Payroll Code/Accrual Code selected will have that record overwritten with the Time Taken and Time Accrued values you enter here.
For Example: Your Staff Category Code is "Supervisor." Your Payroll Code is "Holiday." Your Accrual Code is "Holiday." You enter "0.00" in Time Taken. You enter "8.00" in Time Accrued. When you process the Bulk Leave Create, any Supervisor who does not already have a Holiday Leave record will have one created. Any Supervisors who already have a Holiday Leave record will have that record overwritten with "0.00" Taken and "8.00" Accrued. Any existing balances for those Staff will be wiped and replaced with the new values you enter here. -
Option De-Selected - When this option is de-selected, then any Staff without a Leave record of the Payroll Code/Accrual Code selected will have one added, and any Staff who already has an existing Leave record for Payroll Code/Accrual Code selected will skipped.
For Example: Your Staff Category Code is "Supervisor." Your Payroll Code is "Holiday." Your Accrual Code is "Holiday." You enter "0.00" in Time Taken. You enter "8.00" in Time Accrued. When you process the Bulk Leave Create, any Supervisor who does not already have a Holiday Leave record will have one created. Any Supervisors who already have a Holiday Leave record will be skipped. Those values will remain as they were upon processing the Bulk Leave Create.
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Option Selected - When this option is selected, then any Staff without a Leave record of the Payroll Code/Accrual Code selected will have one added, and any Staff who already has an existing Leave record for Payroll Code/Accrual Code selected will have that record overwritten with the Time Taken and Time Accrued values you enter here.
- Click Process when ready. The process runs on the AppServer. The Notification Center will alert you when the process completes.
From the bottom of the screen….
Click Process to run the Bulk Leave Crate program. The process runs on the AppServer. The Notification Center will alert you when the process completes.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
BulkLeaveCreate_Tab1
Restrict To (BulkLeaveCreate_RestrictOption)
Click the Drop-down list to select whether you wish to process Bulk Leave Create for Staff Codes or Category Codes.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Staff Code (BulkLeaveCreate_StaffCode)
Leave this field blank to run the Bulk Create for all Staff Members
OR
Click the Picklist icon to select a single Staff ID.
- If opting to leave the field blank, then running this program will create Leave records for all Staff members.
- If opting to select a single Staff ID Code, then running this program will create Leave records for that Staff Member only.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Category (BulkLeaveCreate_Category)
Leave this field blank to run the Bulk Create for all Staff Category Codes
OR
Click the Picklist icon to select a single Staff Category Code.
- If opting to leave the field blank, then running this program will create Leave records for all Staff members.
- If opting to select a Category Code, then running this program will create Leave records for the for all Staff members linked the Code selected.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Payroll Code (BulkLeaveCreate_PayCode)
Expand the Drop-down list to select the Payroll Code that corresponds to the type of Leave for which these records are being created. This is a Mandatory field for the standard VSI Design. Your Design may vary.
DeleteAccrual Code (BulkLeaveCreate_AccrualCode)
Click the Picklist icon to select the Accrual Code you wish to use for staff members to accrue time for the selected Payroll Code under these Leave records. This is a Mandatory field for the standard VSI Design. Your Design may vary.
DeleteOverwrite Existing Records (BulkLeaveCreate_OverWriteExisting)
Select this option as desired. This program simply overwrites existing Leave balances with new values OR it creates new records for Staff Members where none exist. This program DOES NOT add or subtract to existing Leave balances for employees.
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Option Selected - When this option is selected, then any Staff without a Leave record of the Payroll Code/Accrual Code selected will have one added, and any Staff who already has an existing Leave record for Payroll Code/Accrual Code selected will have that record overwritten with the Time Taken and Time Accrued values you enter here.
For Example: Your Staff Category Code is Supervisor." Your Payroll Code is "Holiday." Your Accrual Code is "Holiday." You enter "0.00" in Time Taken. You enter "8.00" in Time Accrued. When you process the Bulk Leave Create any Supervisor who does not already have a Holiday Leave record will have one created. Any Supervisors who already have a Holiday Leave record will have that record overwritten with "0.00" Taken and "8.00" Accrued. Any existing balances for those Staff will be wiped and replaced with the new values you enter here. -
Option De-Selected - When this option is de-selected then any Staff without a Leave record of the Payroll Code/Accrual Code selected will have one added and any Staff who already has an existing Leave record for Payroll Code/Accrual Code selected will skipped.
For Example: Your Staff Category Code is "Supervisor." Your Payroll Code is "Holiday." Your Accrual Code is "Holiday." You enter "0.00" in Time Taken. You enter "8.00" in Time Accrued. When you process the Bulk Leave Create any Supervisor who does not already have a Holiday Leave record will have one created. Any Supervisors who already have a Holiday Leave record will be skipped. Those values will remain as they were upon processing the Bulk Leave Create.
Time Taken (BulkLeaveCreate_TimeTaken)
If you are creating records for Time Taken, then enter a value in the Time Taken field.
THEN
Expand the Drop-down list for Unit and select the appropriate code. Time Unit Codes are maintained in Unit Management. Type = Length.
Note: The system allows you to enter values in both fields if desired. For Example: You could enter "8.00" in the Time Taken field and "16.00" in the Time Accrued field and the system would update Leave records in both "buckets" accordingly.
Refer to the field definition for Overwrite Existing Records.
Time Accrued (BulkLeaveCreate_TimeAccrued)
If you are creating records for Time Accrued, then enter a value in the Time Accrued field.
THEN
Expand the Drop-down list for Unit and select the appropriate code. Time Unit Codes are maintained in Unit Management. Type = Length.
Note: The system allows you to enter values in both fields if desired. For Example: You could enter "8.00" in the Time Taken field and "16.00" in the Time Accrued field and the system would update Leave records in both "buckets" accordingly.
Refer to the field definition for Overwrite Existing Records.
Unit (BulkLeaveCreate_Unit)
Once you have populated the Time Taken field or the Time Accrued field or both, expand the Drop-down list here and select the appropriate code. Time Unit Codes are maintained in Unit Management. Type = Length.
Note: The system allows you to enter values in both fields if desired. For Example: You could enter "8.00" in the Time Taken field and "16.00" in the Time Accrued field and the system would update Leave records in both "buckets" accordingly.
Refer to the field definition for Overwrite Existing Records.