Leave Ledger
Overview
Below is a business‑focused explanation of the Leave Ledger report in Dafater, written for managers, HR teams, and business decision‑makers.
Leave Ledger – Business Explanation
What Business Information This Report Provides
The Leave Ledger report gives a complete, chronological record of how employee leave balances change over time.
It shows every leave-related movement — allocations, leave taken, adjustments, carry-forwards, and encashments — for each employee and leave type.
This report acts as the official leave accounting statement for the organization, similar to a bank ledger but for employee leave.
When and Why to Use This Report
You should use the Leave Ledger when you need to: - Verify current leave balances and how they were calculated - Audit leave usage for compliance or payroll accuracy - Investigate employee queries or disputes about leave balances - Review historical leave movements during audits or inspections - Support payroll, final settlement, or leave encashment decisions
It is especially useful at: - Month‑end and year‑end HR reviews - Payroll processing periods - Employee exit or transfer situations - Internal or external audits
Key Columns and Their Business Meaning
| Column | Business Meaning |
|---|---|
| Employee | Identifies which employee the leave transaction belongs to |
| Employee Name | Makes the report easier to read for managers and HR teams |
| Leave Type | Type of leave affected (e.g., Annual, Sick, Casual) |
| Posting Date | The date on which the leave transaction is recorded |
| Transaction Type | Explains why the balance changed (allocation, leave taken, adjustment, carry forward, encashment) |
| Leaves Allocated | Number of leave days added to the employee’s balance |
| Leaves Taken | Number of leave days deducted due to usage |
| Balance | Remaining leave balance after the transaction |
| Reference Document | Links the entry to its business reason (leave request, allocation, adjustment, etc.) |
Available Filters and Their Business Purpose
| Filter | Business Purpose |
|---|---|
| Company | View leave data for a specific legal entity |
| Employee | Analyze leave history for a single employee |
| Leave Type | Focus on a specific type of leave |
| From Date / To Date | Review leave movements within a defined period |
| Department | Analyze leave trends at a departmental level |
| Employee Status | Separate active and inactive employees for reporting |
These filters help managers focus on relevant data only, saving time and improving decision accuracy.
How to Interpret the Results for Business Decisions
- Rising balances indicate leave accumulation and potential future absences
- Frequent deductions may signal workload pressure or health issues
- Negative or low balances highlight policy violations or approval gaps
- Unexpected adjustments may indicate manual corrections requiring review
- High unused balances can impact financial liabilities (encashment or carry forward)
Managers and HR teams can use these insights to: - Plan workforce availability - Control leave liabilities - Improve leave policy compliance - Ensure fairness and transparency
Common Use Cases and Scenarios
Employee Query Resolution
When an employee questions their leave balance, the Leave Ledger shows exactly how it was calculated.Payroll and Final Settlement Support
Confirms remaining leave for encashment or deduction during exit processing.HR Audits and Compliance Checks
Provides a traceable record of all leave movements for audit purposes.Leave Policy Review
Helps HR analyze whether current policies lead to excessive accumulation or misuse.Management Planning
Department heads can anticipate staffing gaps by reviewing leave usage trends.
Summary
The Leave Ledger in Dafater is the single source of truth for employee leave balances.
It ensures transparency, supports audits, strengthens payroll accuracy, and helps management make informed workforce planning decisions.
Report Information
- Module: HR
- Related DocType: Leave Ledger Entry
- Report Type: Script Report
- Standard: Yes