Close Leave Year

Use this screen to close the last leave period of the current leave year and open the first leave period of the next leave year for the selected leave cycle. Costpoint allows only one leave period per leave cycle to be open at any time. You must close one leave period before any activity for the next period can take place. Executing this process updates the data in the Employee Leave Beginning Balances screen (People\Maintain\Employee) with beginning leave balances for the next leave year.

This program determines if excess leave has been accrued which is greater than the leave year ceiling.

When you execute this process, the system performs a number of validations and checks to ensure that the leave year can be closed without issue.

If the leave type being computed has a year option of "Anniversary Year," the system will not apply year ceiling amounts. The application functionality allows maximum ceiling hours and amounts up to 9,999,999,999.99.

You can select the Preview Default Report icon to print the report output to your screen, or you can select the Print Default Report icon to send the report to a printer. You should review the report to ensure the validity of your selections.

If you are satisfied with the report output, you must select the Action icon to execute this process.

When should I use this screen?

You can close the leave year only when you close the last leave period of the current leave year, and the next leave year has been added to the Leave Periods table.

You must establish leave periods for the new year, using the Leave Periods screen (People\Configure\Leave) prior to executing this process.

Field Descriptions

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.

Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.

Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

This option includes only one record. This field is non-editable.

Enter, or use Lookup to select, the leave cycle you want to close. The description of the selected leave cycle displays in adjacent, non-editable field.

Leave Period Data

This group box displays non-editable fields inclusive of the leave period to be closed for the current year as well as the leave period to be opened for the next leave year.

This non-editable field displays the current open leave period start date to be closed when you execute this process.

This non-editable field displays the current open leave period end date to be closed when you execute this process.

This non-editable field displays the current open leave period to be closed when you execute this process.

This non-editable field displays the leave period start date to be opened when you execute this process.

This non-editable field displays the leave period end date to be opened when you execute this process.

This non-editable field displays the year for the leave period to be opened when you execute this process.

Sort By

Use the drop-down box to make a selection. Your choices include "Employee ID" and "Employee Name."

Employee ID - Select this option to sort the report by employee ID. Both the employee name and ID display on the report.

Employee Name - Select this option to sort the report by employee name, as entered in the Employee User Flow screen (People\Maintain\Employee).