The Last year vacation balance counter shows how many days of last year’s vacation an employee still has. Each day of annual leave reduces the balance by 1. On the vacation transfer date, the remaining vacation from the previous year is carried over to the counter, and when the deadline for using it is reached, unused days are reset to 0.
Note: This counter is part of the default configuration and is available as soon as a new account is created. The steps below describe its settings so that you can check them or set up the counter again.
1. Calendar events
Go to Settings › Calendar Groups, open the calendar group assigned to your employees and check that it has two calendar events with yearly recurrence:
Vacation transfer – on the date vacation is transferred to the new year (for example 1 January),
Last year vacation limit – on the date last year’s vacation expires (for example 30 June).
To change the expiry date, edit the Last year vacation limit event in the calendar group (Last year’s vacation balance validity).
2. Counter settings
Go to Settings › Global Time Rules and select the Counters tab. Next to the Last year vacation balance counter, click ⋯ and select Edit. If the counter does not exist, create it with Add.
The counter must have these settings:
Calculate as – accrual,
Counting – Number of days with instance.
In the Configuration section, click the edit icon and set up the source and action events as described below. The complete configuration looks like this:
3. Sources
Under Sources, click Add, select the source Absence, the name Annual leave and the method Subtract, and click Save.
4. Action events
Under Action Events, add three action events. Leave Use yesterday value unselected for all of them.
Action event 1 – reset at expiry. Unused days from last year are reset to 0 on the expiry date:
Execution point – Calendar event type, Last year vacation limit,
Action – Cut if greater,
Value type – Value, 0,
Track result – Last year vacation cut.
Action event 2 – vacation transfer. On the transfer date, the remaining vacation from the previous year is carried over to the counter:
Execution point – Calendar event type, Vacation transfer,
Action – Add if lower,
Value type – Calculation result yesterday value,
Get value from – Vacation balance.
Action event 3 – prevent a negative balance. Once last year’s vacation has been used up, the source keeps subtracting annual leave, so this action event returns the balance to 0 every day:
Execution point – Every day,
Action – Add if lower,
Value type – Value, 0.
5. Saving
Click Save at the bottom of the page. In the Period selection window, choose from when the settings apply and click Save.
Related articles: How to configure the Vacation balance counter?, Vacation balance, Creating a new calendar.