Company: Link Technologies
Case No: L13130. Project: 15.70: LinkSOFT Version 15.70
Logged By: Sitla (Edge Business Solutions) on behalf of Sanjay (Link Technologies) on 30 Mar 2025 01:54PM
Priority: Medium
Product: Payroll & HR
Group: Enhancement
Time Taken: 29.00 (Weight: 36.00)
Assigned To: Sanjay (Link Technologies)
Circulation: Development, Sanjay, Sitla, Vineshwar Prasad
Resolve By: Thursday, 22 May 2025 12:23 PM [89 days since logged date]
Status: Closed
Subject: Additional Controls for managing Leave Application
Summary:    

Can we have the following controls to improve leave application:

  1. When applying for leave, Approving or Marking as Taken, the leave dates must be in the "Current Leave Allocation" "Date Range"
  2. When leave is marked as "taken", we reduce the Leave allocation balance and do not allow editing.
  3. When the next pay is processed, we take the leave in processing and pay it out
  4. We do not allow the period to close if there are leave with Status < "TAKEN" in the current Allocation period
Audit Notes:Edited by sanjay on 16/05/25 13:22. Edited by sanjay on 15/05/25 09:35. Edited by sanjay on 08/05/25 14:19. Edited by sanjay on 08/05/25 11:10. Edited by sanjay on 06/05/25 09:34. Edited by sitla on 03/04/25 15:46. 
30 Mar 202501:55PM Comment 1 by Sitla (Edge Business Solutions) This comment has been removed
03 Apr 202511:18AM Comment 2 by Sanjay (Link Technologies) Case L13130 added to project 15.70
03 Apr 202503:46PM Comment 3 by Sitla (Edge Business Solutions) This comment has been removed
01 May 202511:45AM Comment 4 by Sanjay (Link Technologies) Case L13130 removed from project 15.70
06 May 202509:34AM Comment 5 by Sanjay (Link Technologies) Case L13130 added to project 15.70
08 May 202511:19AM Comment 6 by Sanjay (Link Technologies) This comment has been removed
08 May 202511:33AM Comment 7 by Sanjay (Link Technologies) This comment has been removed
08 May 202512:53PM Comment 8 by Sitla (Edge Business Solutions) This comment has been removed
08 May 202501:24PM Comment 9 by Sanjay (Link Technologies) This comment has been removed
08 May 202501:45PM Comment 10 by Sanjay (Link Technologies) This comment has been removed
14 May 202505:33AM Comment 11 by Sitla (Edge Business Solutions) This comment has been removed
14 May 202503:19PM Comment 12 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 22-05-2025 11:30 AM Time Taken: 2.00 Notes: Edited by sanjay on 15/05/25 10:40. Edited by sanjay on 14/05/25 16:21. 
Teams meeting - Sitla and Sanjay

Leave processing rules to enforce data accuracy:

The design below is to ensure that leave values are correctly reflected in the Leave Allocation.

  1. New Leave application - Status is PLANNED
    1. All leave Applications must be in the leave allocation period including future allocation period
  2. Changing Status to Applied
    1. All leave Applications must be in the leave allocation period
  3. Approving Leave
    1. All leave Applications must be in the leave allocation period
  4. Mark as Taken
    1. All leave Applications must be in the leave allocation period
    2. Update Leave Allocation values - similar to what Pay processing used to do
  5. Processing Payroll 
    1. Pick up any leave marked as TAKEN and marks it as PAID
  6. Close Period
    1. Add a validation to stop Period Close if there are any leave with Status: <> Taken" before the period close end date

Test cases

  1. If you have a planned date in January 2025, period close for DEC 2024 should be ok as the leave date is in the future
  2. If you have a Planned leave for DEC 2024, period close for Dec 2024 should be blocked. You must VOID or change the Planned leave dates to > 31/12/2024. Or mark it as Taken before closing dec 2024.
  3. Let's say we have AAL on Anniversary. 01/07/2023 to 30/06/2024. If you need to take leave from 15/06/2024 to 15/07/2024, you will need to create two leave entries, one for 15/06/2024 to 30/06/2024 and another for 01/07/2025 to 15/07/2024

Future feature:

  1. When creating a leave application that overlaps Leave Allocation dates, automatically create the two leave applications.

15 May 202511:02AM Comment 13 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 22-05-2025 10:40 AM Time Taken: 26.00 Notes: Edited by sanjay on 16/05/25 12:11. Edited by sanjay on 16/05/25 12:11. Edited by sanjay on 16/05/25 12:10. 
PART A - Development work for this case has been completed.

1. The change will be available in version: 15.70

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

  1. Added the following validation rules to Leave Application process:
    1. Planned leave START DATE must be after the Current Leave Allocation "Start Date"
    2. Applied and Taken Leave - Both the START and END dates needs to be within the current Leave Allocation
  2. When Leave is marked as TAKEN, we update the Leave Allocation "Taken" amount
  3. When Leave is Processed in Payroll, we mark the leave as PAID
  4. Once leave is Marked as TAKEN, it cannot be edited.

3. Affected Areas:

  1. Leave Application
  2. Submit Leave
  3. Approve Leave
  4. Process Leave
  5. Pay Processing

4. The issue was caused by:

  1. Improvements to Leave Processing to avoid User errors

5. Other Relevant Notes: 

  1. You can use this script to VOID all unprocessed leave entries for INACTIVE/TERMINATED Employees

    -- Start of Script 

    UPDATE HR_LEAVE_HIST SET LEAVE_STATUS = 'V', COMMENTS = dbo.LT_SYS_AppendNotes_fx(COMMENTS, 'VOID Leave as Employee is Inactive/Terminated')

    FROM HR_LEAVE_HIST l

    JOIN HR_EMPLOYEE e ON e.COMPANY_ID = l.COMPANY_ID AND e.EMPLOYEE_ID = l.EMPLOYEE_ID

    WHERE e.EMP_STATUS NOT IN ('A','L')

    AND l.LEAVE_STATUS NOT IN ('V','T')
    -- END of Script 


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


16 May 202501:21PM Comment 14 by Sitla (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 22-05-2025 12:23 PM Notes: ETC extended from: 15/05/2025 to 22/05/2025

Hi, Sanjay tested the following:

  1. Current Leave allocation range 1/7/2025 to 30.06.2026
    1. Applied Leave on 16.05.2025 - Did not Allow  - Validation shows the leave range to be applied from.- "Date From" [16/05/2025] must be within the Leave Allocation Period [01/07/2025 - 30/06/2026].
    2. Applied Leave on 02.07.2026 - Application was saved as status planned - cannot submit as the leave is not in the leave date range   - Validation shows in the log
    3. Applied Leave 29.06.2026 to 2/7/2026 - validation says - Leave dates overlap with an existing leave application. Leave: AAL Date: 29/06/2026 08:00AM to 02/07/2026 02:00PM Hours: 30.00. [Company-Employee:1006-LTE00001, Leave: AAL]
      1. Can the validation in 1.1 be shown here? Otherwise leave application will become too draining for normal users.
    4. Applied leave from 1/8/2025 to 10/8/2025 - Leave was saved as status planned - allowed to submit and mark as Approved.
    5. Marked Leave taken - Further Editing on leave is not allowed - Leave balance reduced from allocation
    6. Processed Pay - Leave got paid.
  2. Case Passed

Sitla



22 May 202510:22AM Comment 15 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 29-05-2025 10:22 AM Time Taken: 1.00
closing case.

If you have any queries regarding this support incident, please email Support@LinkTechnologies.com.au and include the Case No: L13130 in the subject line of all emails regarding this issue.

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