Leave Ledger Entry
Overview
Leave Ledger Entry – Business Overview
Leave Ledger Entry is a core business record in Dafater used to track every change in an employee’s leave balance. It acts as the official “movement register” for leave, showing how leave days are added, used, adjusted, or corrected over time. Instead of only showing a current balance, it provides a complete history of leave transactions for audit, payroll, and employee transparency.
What Leave Ledger Entry Is Used For
In day-to-day operations, Leave Ledger Entry is used to:
- Record leave earned through monthly or annual accruals
- Record leave consumed when an employee takes time off
- Capture manual adjustments made by HR (corrections, carry forwards, policy changes)
- Maintain an accurate running balance of each leave type per employee
- Provide a reliable source of truth for leave reporting and payroll validation
It ensures that leave balances are not just calculated, but fully traceable.
Prerequisites and Setup Requirements
Before Leave Ledger Entry can be used effectively, the following should already be in place in Dafater:
- Employees must be set up and active
- Leave types (such as Annual Leave, Sick Leave, Casual Leave) must be defined
- Leave policies and entitlements should be clearly established
- Leave periods or cycles (monthly or yearly) should be defined
- Leave applications and approvals should follow a standard process
Once these foundations exist, Leave Ledger Entry works automatically in the background as leave activity occurs.
Typical Workflow and Business Process Fit
Leave is earned or taken
- When leave is accrued (for example, monthly entitlement) or approved leave is taken, a Leave Ledger Entry is created.
Balance is updated
- The entry increases or decreases the employee’s leave balance based on the transaction.
Ongoing tracking
- Each entry builds on the previous one, maintaining a continuous and chronological record.
Review and reporting
- HR and managers can review Leave Ledger Entries to understand how current balances were calculated.
Leave Ledger Entry works silently in the background but is critical to ensuring that all leave-related processes remain accurate and trustworthy.
Key Business Scenarios Where It Is Essential
- Leave accrual processing: Automatically recording earned leave each period
- Approved leave consumption: Deducting leave days when time off is taken
- Leave balance disputes: Explaining and resolving employee questions about balances
- Year-end carry forward: Recording carry forward or expiry of unused leave
- Payroll validation: Ensuring unpaid leave or excess leave deductions are correct
- Audit and compliance: Providing a clear trail of leave changes for internal or external audits
Without Leave Ledger Entry, leave balances would lack transparency and credibility.
Important Considerations for Users
- Leave Ledger Entry is a system record, not a casual data entry document
- Manual adjustments should be done carefully and only by authorized HR users
- Each entry has a direct impact on employee leave balances and payroll outcomes
- Historical entries should not be changed without understanding downstream effects
- Regular reviews help detect inconsistencies or policy issues early
In Summary
Leave Ledger Entry is the backbone of leave balance management in Dafater. It ensures every leave-related action is documented, traceable, and aligned with company policy. While employees see only their available balance, HR relies on Leave Ledger Entry to guarantee accuracy, fairness, and compliance across the organization.
Basic Information
- Module: HR
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| employee | Employee | Link | Employee | Employee linked to this leave ledger transaction in Dafater. | |
| employee_name | Employee Name | Data | - | Employee full name for reference and reporting. | |
| leave_type | Leave Type | Link | Leave Type | Category of leave applied or adjusted. | |
| transaction_type | Transaction Type | Link | DocType | Source document type generating this leave entry. | |
| transaction_name | Transaction Name | Dynamic Link | transaction_type | Specific source document reference for this entry. | |
| company | Company | Link | ✓ | Company | Company under which the leave transaction is recorded. |
| leaves | Leaves | Float | - | Number of leave days credited or debited. | |
| from_date | From Date | Date | - | Leave period start date for this entry. | |
| to_date | To Date | Date | - | Leave period end date for this entry. | |
| holiday_list | Holiday List | Link | Holiday List | Holiday list considered while calculating leave days. | |
| iscarryforward | Is Carry Forward | Check | - | Indicates if leave balance is carried forward. | |
| is_expired | Is Expired | Check | - | Marks whether the leave balance has expired. | |
| is_lwp | Is Leave Without Pay | Check | - | Identifies leave without pay affecting salary calculations. | |
| amended_from | Amended From | Link | Leave Ledger Entry | Reference to the previous leave ledger entry amended. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| HR User | ✓ | ✓ | ✓ | ✓ | ✓ | |
| HR Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| All | ✓ | ✓ | ✓ | ✓ | ✓ | |
| System Manager | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Company | Links to | Setup |
| Employee | Links to | Setup |
| Holiday List | Links to | Setup |
| Leave Ledger Entry | Links to | HR |
| Leave Type | Links to | HR |