Company: Link Technologies
Case No: L12875. Project: 14.70: LinkSOFT Version 14.70 - May 2023
Logged By: Vineshwar Prasad (Edge Business Solutions) on behalf of Sanjay (Link Technologies) on 12 Apr 2023 09:25AM
Priority: Low
Product: Payroll & HR
Group: Change Request
Time Taken: 31.00 (Weight: 40.00)
Assigned To: Sanjay (Link Technologies)
Circulation: Development, Sanjay, Sitla Sharma, Vineet, Vineshwar Prasad
Resolve By: Friday, 21 April 2023 09:23 AM [384 days since logged date]
Status: Closed
Subject: Leave Accrual & Pay Rate change recalculates Leave Liability and sends the difference into FMIS Integration
Summary:    
Scenario 1: Pay Rate change recalculates Leave Liability and sends the difference into FMIS Integration

When the pay rate is changed, we want the leave liability to be calculated and sent to FMIS for leave codes that have ''Rollover'' enabled with ''Allowable Carry Over'' greater than zero. For Example;
  1. For Annual Leave (AAL), the difference should be sent to Liability as this is set to ''Rollover'' enabled with ''Allowable Carry Over'' greater than zero
  2. For Sick Leave (ASL), and Bereavement Leave (ABEAV), the difference should not be sent to Liability as this is set to  ''Rollover'' enabled with ''Allowable Carry Over'' equal to zero
Scenario 2: Leave Accrual is sent into FMIS Integration for Leave that is Not Carried Forward (Expense)

When the leave is Accrued, we want the leave liability to be calculated and sent to FMIS for leave codes that have ''Rollover'' enabled with ''Allowable Carry Over'' greater than zero. For Example;
  1. For Annual Leave (AAL), the Accrual should be sent to Liability as this is set to ''Rollover'' enabled with ''Allowable Carry Over'' greater than zero
  2. For Sick Leave (ASL), and Bereavement Leave (ABEAV), the difference should not be sent to Liability as this is set to  ''Rollover'' enabled with ''Allowable Carry Over'' equal to zero
Scenario 3: Leave Taken should be sent to FMIS Integration for all Leave types

When the leave is Taken, we want the leave to be sent to FMIS Integration for all Leave types. or Example;
  1. For Annual Leave (AAL), Leave taken should be sent to FMIS Integration
  2. For Sick Leave (ASL), and Bereavement Leave (ABEAV), Leave taken should be sent to FMIS Integration
Note
  1. Rollover Enabled
  2. Allowable Carry Over greater than zero - send to FMIS
  3. Allowable Carry Over equal to zero - don't send to FMIS
Environment Details
  1. Link: https://linktechnologies.com.au/DEMO-LinkSOFT-EDGE
  2. Version: 14.60.0327.GA
  3. Company: 1001
Test Plan

Task 1: Create Normal Pay
  1. Created Employee: LEV001
    1. Pay Rate: $5 Hourly
    2. Pay Team: MTH - Monthly
  2. Allocated Leaves
    • AAL: Annual Leave
    • ABEAV: Bereavement Leave
    • ASL: Sick Leave
  3. Created Pay No 1: 569 [Pay No 1: 01-2026]
Table 1: Journal Entry (Correct)

Line

Employee

Territory

Branch

Cost Centre

Paycode

GL Account

Line Description

Creditor No

DR

CR

1

James Chand [LEV001]

1004

1200

13

Normal Hours [ANHRS]

4140-200-00

LEV001|1|31-01-2026|ANHRS

 

  800.00

          -   

2

James Chand [LEV001]

1004

1200

13

Superannuation Employee [FSUPE]

4160-200-00

LEV001|1|31-01-2026|FSUPE

             1.00

          -   

    56.00

3

James Chand [LEV001]

1004

1200

13

Bank South Pacific [BSP]

6010-200-00

LEV001|1|31-01-2026|BSP

 

          -   

  744.00

4

James Chand [LEV001]

1004

1200

13

Accrued Leave Expense [AAL]

8350-000-00

LEV001|1|31-01-2026|AAL

 

    33.33

          -   

5

James Chand [LEV001]

1004

1200

13

Accrued Leave Provision [AAL]

8350-000-00

LEV001|1|31-01-2026|AAL

 

          -   

    33.33

6

James Chand [LEV001]

1004

1200

13

Government Levy Expense [HGOVL]

9999-000-00

LEV001|1|31-01-2026|HGOVL

 

      8.00

          -   

7

James Chand [LEV001]

1004

1200

13

Government Levy Provision [HGOVL]

9999-000-00

LEV001|1|31-01-2026|HGOVL

 

          -   

      8.00

8

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

3820-200-00

LEV001|1|31-01-2026|HSUPE

 

    56.00

          -   

9

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

4160-200-00

LEV001|1|31-01-2026|HSUPE

 

          -   

    56.00

 

 

 

 

 

 

 

 

 

  897.33

  897.33

 

Task 2: Create Normal Pay with Rate Change
  1. Changed Pay Rate to $6
  2. Created Pay No 2: 570 [Pay No 2: 02-2026]
Table 2: Journal Entry (Incorrect)

Line

Employee

Territory

Branch

Cost Centre

Paycode

GL Account

Line Description

Creditor No

DR

CR

 

1

James Chand [LEV001]

1004

1200

13

Normal Hours [ANHRS]

4140-200-00

LEV001|2|28-02-2026|ANHRS

 

     960.00

             -   

 

2

James Chand [LEV001]

1004

1200

13

Superannuation Employee [FSUPE]

4160-200-00

LEV001|2|28-02-2026|FSUPE

             1.00

             -   

       67.20

 

3

James Chand [LEV001]

1004

1200

13

Bank South Pacific [BSP]

6010-200-00

LEV001|2|28-02-2026|BSP

 

             -   

     892.80

 

4

James Chand [LEV001]

1004

1200

13

Accrued Leave Expense [AAL]

8350-000-00

LEV001|2|28-02-2026|AAL

 

       40.00

             -   

 

5

James Chand [LEV001]

1004

1200

13

Accrued Leave Provision [AAL]

8350-000-00

LEV001|2|28-02-2026|AAL

 

             -   

       40.00

 

6

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Expense [AAL]

8350-000-00

LEV001|2|28-02-2026|AAL

 

         6.67

             -   

 

7

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Expense [ABEAV]

8350-000-00

LEV001|2|28-02-2026|ABEAV

 

       24.00

             -   

Remove

8

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Expense [ASL]

8350-000-00

LEV001|2|28-02-2026|ASL

 

       80.00

             -   

Remove

9

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Provision [AAL]

8350-000-00

LEV001|2|28-02-2026|AAL

 

             -   

         6.67

 

10

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Provision [ABEAV]

8350-000-00

LEV001|2|28-02-2026|ABEAV

 

             -   

       24.00

Remove

11

James Chand [LEV001]

1004

1200

13

Leave Liability Adjustment Provision [ASL]

8350-000-00

LEV001|2|28-02-2026|ASL

 

             -   

       80.00

Remove

12

James Chand [LEV001]

1004

1200

13

Government Levy Expense [HGOVL]

9999-000-00

LEV001|2|28-02-2026|HGOVL

 

         9.60

             -   

 

13

James Chand [LEV001]

1004

1200

13

Government Levy Provision [HGOVL]

9999-000-00

LEV001|2|28-02-2026|HGOVL

 

             -   

         9.60

 

14

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

3820-200-00

LEV001|2|28-02-2026|HSUPE

 

       67.20

             -   

 

15

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

4160-200-00

LEV001|2|28-02-2026|HSUPE

 

             -   

       67.20

 

 

 

 

 

 

 

 

 

 

  1,187.47

  1,187.47

 

 

Task 3: Create Normal Pay with Leave Transactions
  1. Created Pay No 3: 571 [Pay No 2: 03-2026
  2. Leave Transaction: AAL - HRL000137 - 8 Hrs
  3. Leave Transaction: ASL - HRL000138 - 8 Hrs
Table 3: Journal Entry (Correct)

Line

Employee

Territory

Branch

Cost Centre

Paycode

GL Account

Line Description

Creditor No

DR

CR

1

James Chand [LEV001]

1004

1200

13

Normal Hours [ANHRS]

4140-200-00

LEV001|3|31-03-2026|ANHRS

 

     864.00

             -   

2

James Chand [LEV001]

1004

1200

13

Sick Leave [ASL]

8350-000-00

LEV001|3|31-03-2026|ASL

 

       48.00

             -   

3

James Chand [LEV001]

1004

1200

13

Superannuation Employee [FSUPE]

4160-200-00

LEV001|3|31-03-2026|FSUPE

             1.00

             -   

       67.20

4

James Chand [LEV001]

1004

1200

13

Bank South Pacific [BSP]

6010-200-00

LEV001|3|31-03-2026|BSP

 

             -   

     892.80

5

James Chand [LEV001]

1004

1200

13

Annual Leave [AAL]

8350-000-00

LEV001|3|31-03-2026|AAL

 

       48.00

             -   

6

James Chand [LEV001]

1004

1200

13

Accrued Leave Expense [AAL]

8350-000-00

LEV001|3|31-03-2026|AAL

 

       40.00

             -   

7

James Chand [LEV001]

1004

1200

13

Accrued Leave Provision [AAL]

8350-000-00

LEV001|3|31-03-2026|AAL

 

             -   

       40.00

8

James Chand [LEV001]

1004

1200

13

Government Levy Expense [HGOVL]

9999-000-00

LEV001|3|31-03-2026|HGOVL

 

         9.60

             -   

9

James Chand [LEV001]

1004

1200

13

Government Levy Provision [HGOVL]

9999-000-00

LEV001|3|31-03-2026|HGOVL

 

             -   

         9.60

10

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

3820-200-00

LEV001|3|31-03-2026|HSUPE

 

       67.20

             -   

11

James Chand [LEV001]

1004

1200

13

Superannuation Employer [HSUPE]

4160-200-00

LEV001|3|31-03-2026|HSUPE

 

             -   

       67.20

 

 

 

 

 

 

 

 

 

  1,076.80

  1,076.80


Audit Notes:Edited by sanjay on 19/04/23 15:43. Edited by sanjay on 18/04/23 11:33. Edited by vineshwar on 14/04/23 12:48. Edited by sanjay on 14/04/23 08:53. Edited by sanjay on 13/04/23 16:53. Edited by sanjay on 13/04/23 16:42. Edited by sanjay on 13/04/23 08:37. 
13 Apr 202308:37AM Comment 1 by Sanjay (Link Technologies) Case L12875 added to project 14.70
13 Apr 202305:45PM Comment 2 by Sanjay (Link Technologies) Assigned To: Vineshwar Prasad (Edge Business Solutions) Followup Date: 20-04-2023 04:53 PM Time Taken: 1.00 Notes: Edited by sanjay on 13/04/23 17:48. 

Hi Vineshwar/Sitla, in the environment provided, Why is ASL set to "Rollover = Y" if the Rollover amount is 0, is there a reason for this?

Also, The case header says the Accrual is an issue for Sick and Bereavement Leave, however, the test case doesn't have the Leave Accrual Journal for Sick Leave and Bereavement Leave. Can you add that?

Can you make the corrections to leave types in the environment so we can test this thoroughly? I noticed many leave types have "Rollover=Y" with Rollover amount = 0.

14 Apr 202308:41AM Comment 3 by Sanjay (Link Technologies) Assigned To: Sitla Sharma (Edge Business Solutions) Followup Date: 20-04-2023 08:40 AM
Hi guys, can I get an update on this? thanks.

14 Apr 202308:53AM Comment 4 by Sanjay (Link Technologies) ETC was changed from 13/04/2023 to 21/04/2023
14 Apr 202312:53PM Comment 5 by Vineshwar Prasad (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 20-04-2023 12:46 PM Time Taken: 1.00
Hi Sanjay, Sick Leave (ASL) is set to ''Rollover = Y'' because this needs to be Allocated to the Employee in the following years as well. However the "Allowable Carry Over = 0'' because we forfeit the balance. Zero is carried to the Brought Forward column in the following year.

Annual Leave (AAL) is set to ''Rollover = Y'' because this needs to be Allocated to the Employee in the following years as well. However the "Allowable Carry Over = 999'' maximum so that all of the Balance is carried Forward to the following year.

14 Apr 202302:32PM Comment 6 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 20-04-2023 01:59 PM Time Taken: 2.00

Teams: Sitla, Vineshwar, Sanjay

Agreed to make the following changes:

  1. FMIS Accrual and Pay Rate changes are based on "Rollover = 'Y'" and Allow Carryover > 0
  2. "Allow Carry Over" should be >= 0. Do not allow negative

14 Apr 202302:54PM Comment 7 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 20-04-2023 02:47 PM Time Taken: 12.00 Notes: Edited by sanjay on 14/04/23 15:28. Edited by sanjay on 14/04/23 15:27. 
PART A - Development work for this case has been completed.

1. The change will be available in version: 14.70 and Patch: 14.60.0414

2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

  1. Changed Leave Accrual and Pay rate adjustments to occur only when "Rollover='Y'" and "Allowable Carry Over > 0"

3. Affected Areas:

  1. FMIS Integration  for Leave Transactions

4. The issue was caused by:

  1. Making leave accruals based on liability rules around standard accounting practices

5. Other Relevant Notes: 
6. Next Step (Review and System Test (Developer) -> UAT (Quality) -> Documentation): UAT


14 Apr 202305:35PM Comment 8 by Vineshwar Prasad (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 20-04-2023 02:55 PM Time Taken: 3.00 Notes: Edited by vineshwar on 14/04/23 17:38. Edited by vineshwar on 14/04/23 17:37. 
The following tests were performed:

Test Setup Instructions:
  1. Test Environment is continued from the case header
Table 1 - Test Results
NoTest CaseExpected ResultPass/FailComments
1Create Normal Pay No: 4

1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration

Pass

2Create Normal Pay No: 5 with Pay Rate Change (Increase) & New Leave Allocation

1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
3. Adjustment Annual Leave (AAL) accrual should flow into FMIS Integration for Pay Rate change (Balance x Rate difference)
4. New Leave Allocation should not flow into FMIS Integration

Pass

3Create Normal Pay No: 6
1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
Pass

4Create Normal Pay No: 7 with Pay Rate Change (Decrease)
1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
3. Adjustment Annual Leave (AAL) accrual should flow into FMIS Integration for Pay Rate change (Balance x Rate difference)
Pass

5Create Normal Pay No: 8 with Leave Transactions - Annual Leave, Bereavement Leave & Sick Leave
1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
3. Leave Taken should flow into FMIS Integration for Annual Leave, Bereavement Leave & Sick Leave		Pass

6
Create Normal Pay No: 9, 10, 11 & 12
1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
Pass

7
Create Normal Pay No: 1 (New Year)
1. Standard Journal Entry.
2. Normal Annual Leave (AAL) accrual should flow into FMIS Integration
3. Leave should Rollover correctly and should not flow into FMIS Integration
Pass

8

When creating Leave Codes the "Max Accrue" amount should allow for rounding otherwise the system will pass an Adjustment and remove the Leave Codes that are marked as "One Time Accrual"


Fail

Environment Details

  1. OS version: Win11
  2. Application version: 14.60.0414.GA
  3. Setup on:
    1. Server: LinkAD
    2. Database: DEMO-LinkSOFT-EDGE
    3. LinkSOFT URL: https://linktechnologies.com.au/DEMO-LinkSOFT-EDGE
  4. Login Details: Standard username and password for user "admin"

Next Step: Closure


17 Apr 202303:33PM Comment 9 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 20-04-2023 02:25 PM Time Taken: 4.00

Teams discussion with Vineet:

  1. Ok to use "Rollover = Y" and "Allowable Carry Over > 0" to determine "Accrual" and "Pay Rate Change" Adjustments for Version 14.70
  2. For Version 15, we should:
    1. Add a flag "Create GL Accrual Transactions = Y/N". This will determine if FMIS Accruals are created.
    2. Add an "Accru GL Account" as some leave is "Provisioned" instead of "Accrued". If blank, use the account from Configuration, otherwise use the account from this field.
    3. Change the "One-time accrual" caption to "Allocate at beginning of the Period"
    4. Add a check box next to "One-time Accrual" called "Allocate Leave every Period". This will determine if the leave will be allocated once, or every Year/Period
  3. When "Rollover" is NOT ticked, we do not show "Rollover Method" and "Allowable Carry Over"

18 Apr 202309:18AM Comment 10 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 21-04-2023 09:17 AM Time Taken: 8.00
Could not reproduce item 8 of comment 8. UAT is completed so will close this case and monitor leave allocation.

If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12875 in the subject line of all emails regarding this issue.

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