Introduction to the Leave Application register
If an Employee wants to apply for leave or vacation, they should create a new record in the Leave Application register.
Before an Employee can apply for leave, you should have defined at least one holiday allowance scheme in the Leave Schemes setting. In a Leave Scheme record, you should specify an annual holiday allowance i.e. number of holidays per year (and if necessary allowances for other types of leave). You should also specify whether bank holidays (i.e. public holidays) and specific days of the week are included or excluded in the allowances.
When entering a Leave Scheme, you should assign a different Activity Type to each type of leave. In other words, each type of leave should be represented by a different Activity Type. In the example illustrated below, we have only one type of leave, represented by the "HOL" Activity Type:

Illustrated below are flips B, C, H and I of the Leave Scheme). Flip B shows that the Scheme offers a 28-day holiday allowance and that bank holidays are included in the allowance, while the other flips show that week days are included in the allowance, but weekends are not. As weekends are not included, there is no need to specify Start and End Times for them.

At the end of the Leave Application process, the Employee will usually create Activities for the leave period. These Activities will appear in the Employee's Calendar, to make colleagues aware that the Employee will not be available for the leave period. The Start and End times in these Activities will be taken from flips C-I of the Leave Scheme (09:00 to 17:00 in the example above).
After creating your Leave Schemes, you should then assign a Leave Scheme to each Employment Contract (or Employment Contract Change) (i.e. as you enter each Contract before marking it as OK).

If you specified in at least one Leave Scheme row that bank holidays will be excluded from an allowance, you should list the holidays in the
Bank Holidays setting in the System module. This will allow them to be excluded from holiday allowance calculations.
Having carried out this preparation work, an Employee will be able to apply for leave using the following process:
- The Employee should create a record in the Leave Application register for the period of leave. They should specify a Leave Type (e.g. vacation or sick leave), which should be one of the Leave Types listed in their Leave Scheme. In the example illustrated above, the only Leave Type available is "HOL".
If you specified in the relevant Leave Scheme that bank holidays will be included in the leave allowance, Employees should create Leave Applications for those holidays.
- Usually, a Leave Application should be approved by the Employee's manager. You can ensure that only Managers can approve Leave Applications using Access Groups (by limiting access to the "OK Leave Applications" Action), or you can configure an Approval process using the Approval Rules register in the Business Alerts module.
- When a Leave Application has been marked as OK and saved, the Employee should use the 'Activities' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to create Activities for the period of leave. These Activities will appear in the Employee's Calendar to make colleagues aware that the Employee will not be available for the leave period. The Activities will also bring the Leave Balance report up-to-date.
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The Leave Application register in Standard ERP:
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Entering a Leave Application
To enter a Leave Application, follow these steps:
- First, ensure you are in the Human Resources Management module. Then, if you are using Windows or Mac OS X, click the [Registers] button in the Navigation Centre and then double-click 'Leave Applications' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Leave Applications' in the 'Registers' list.
The 'Leave Applications: Browse' window will be opened, listing the records that have already been entered.

- Select 'New' from the Create menu (Windows/Mac OS X) or from the + menu (iOS/Android), or select a Leave Application record similar to the one you want to enter and select 'Duplicate' from the same menu.
The 'Leave Application: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted Leave Application record.

- Complete the record as follows:
- No.
- Paste Special
Select from another Number Series
- The unique identifying number of the Leave Application. The default will be chosen as follows:
- It will be taken from the first valid row in the Number Series - Leave Applications setting.
- It will be the next number following on from the last Leave Application entered.
You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Leave Applications setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Leave Application if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Transaction Date of the Leave Application falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year.
- If you are working in a multi-user system, the Leave Application Number will be assigned when you save the Leave Application for the first time, chosen as described above and providing you have not already specified a number yourself.
- Trans. Date
- Paste Special
Choose date
- The date the Leave Application was made. This will default to the date when you saved the Leave Application for the first time.
- Employee
- Paste Special
Employees in Employee/Contact register
- Specify here the Employee who is applying for leave. Use 'Paste Special' to choose the Employee from the Employee/Contact register.
- Name
- The Employee's Name will be brought in automatically when you enter the Employee Number.
- Leave Type
- Paste Special
Activity Types setting, CRM module
- Use this field to specify the type of leave that you are applying for, such as paid leave, unpaid leave, etc. Each type of leave should have a corresponding Activity Type. Specify the Activity Type in this field.
- Comment
- The Activity Type Comment will be brought in automatically when you enter the Activity Type.
- Start Date
- Paste Special
Choose date
- Specify the first day of the leave period here.
- End Date
- Paste Special
Choose date
- Specify the last day of the leave period here.
- Days
- The leave period, expressed as a number of days. This will be calculated automatically when you enter a Leave Type and Start and End Dates above.
- The number of days will exclude any days that you have specified to be non-working days in the relevant Leave Scheme.
- Fwd. Bal. Days
- This field will display the holiday allowance that is available on the Start Date. This will be calculated from the annual Allowance for the Leave Type specified in the L Leave Scheme in the Employee's Contract.
- For example if the Employee has 28 days' annual leave from January 1 and applies for leave beginning June 1, this field will display the proportion of 28 days for the period January 1 - June 1 (i.e. 11.67). If the Employee has already taken two days' leave, this will be taken into consideration (11.67 - 2 = 9.67). The figure will also include any unused allowance from previous years.
- This figure will be recalculated each time you save the Leave Application.
- Rem. Days
- This field displays the allowance that will remain after the current Leave Application (i.e. Fwd. Bal. Days - Days). This figure will also be recalculated each time you save the Leave Application.
- Approval Status
- You can use the Approval Rules register in the Business Alerts module to configure an approval process that Leave Applications must pass through. If you are using such an approval process, this field will display the stage in the process that a particular Leave Application has reached.
- If a Leave Application needs to pass through an approval process, the following functions will be disabled until the approval process has been completed:
- Creating Activities from the Leave Application using the 'Activities' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android).
- Marking the Leave Application as OK.
In brief, the Approval Status of a Leave Application can be any of the following:
- Not Required
- The Leave Application does not need to pass through an approval process, so the functions listed above will be available immediately.
- Not Requested
- The Leave Application does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Operations menu (Windows/MAc OS X) or Tools menu (iOS/Android).
- Pending
- The Leave Application has been entered into the approval process, and is waiting to be approved or rejected. If you need to check the progress of the approval process, select 'Leave Application Status' from the Operations or Tools menu.
- If the Status of the Leave Application is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the ‘Change Record Header when Approval Status is Pending’ Action.
- Approved
- The approval process has been completed and the Leave Application has been approved. The functions listed above will be available (the Leave Application may have been marked as OK automatically, depending on how you have configured the approval process).
- Rejected
- The approval process has been completed and the Leave Application has been rejected.
Please refer here for full details.
- OK
- When the Leave Application has been approved by the Employee's manager, the Employee or the manager should mark it as OK and save. No further changes to the Leave Application will be possible.
- You can use Access Groups to prevent certain users from marking Leave Applications as OK. To do this, deny them access to the 'OK Leave Applications' Action.
- If you need Leave Applications to pass through an approval process before you can mark them as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field immediately above for brief details about the approval process and here for full details.
- Once the Leave Application record is complete, save it by clicking the [Save] button (Windows/Mac OS X) or by tapping √ (iOS/Android). You can return to it at any time if you need to make changes, providing you have not marked it as OK.
- As a final step, the Employee should select 'Activities' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to register the leave in their Calendar and in the Leave Balance report.
- If you need to cancel a Leave Application, open it and select 'Invalidate' from the Record menu.
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The Leave Application register in Standard ERP:
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Cancelling a Leave Application
If for some reason you need to cancel a Leave Application, you can do so by opening the Leave Application record and selecting 'Invalidate' from the Record menu (which has a 'cog' icon if you are using iOS or Android). Red lines will be drawn through all the fields in the Leave Application. These red lines will also be shown in the 'Leave Applications: Browse' window.

If you have created Calendar Activities for the leave period specified in the Leave Application using the
'Activities' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android), these Activities will be invalidated as well.
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The Leave Application register in Standard ERP:
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Operations Menu

The Operations menu for the 'Leave Application: New' and 'Leave Application: Inspect' windows is shown above. There is no Operations menu for the 'Leave Applications: Browse' window. If you are using iOS or Android, you can access the Operations menu functions through the Tools menu (with 'wrench' icon).
Note that in Standard ERP version 8.0, some functions that were previously on the Operations menu were moved to the Create menu (Windows/Mac OS X) or + menu (iOS/Android). This menu is described here.
Please follow these links for details about each function on the Operations menu:
The Leave Application register in Standard ERP:
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Operations Menu - Leave Application Status
The 'Leave Application Status' command will be useful when a Leave Application needs to go through an approval process before you can mark it as OK. If you need to monitor the approval process for a particular Leave Application, open the Leave Application in a record window and then select 'Leave Application Status' from the Operations menu (or Tools menu if you are using iOS or Android). A report will be printed to screen, listing any Approval Request Activities that have been created from the Leave Application and the status of each one. Please refer to the description of the Approval Status field in the Leave Application window
here for brief details about the approval process and
here for full details.
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The Leave Application register in Standard ERP:
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Operations Menu - Request Approval
If a Leave Application has to pass through an approval process before you can mark it as OK (and before you can create Activities from it), use this function to begin that approval process. Please refer to the description of the Approval Status field in the Leave Application window
here for brief details about the approval process and
here for full details.
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The Leave Application register in Standard ERP:
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Operations Menu - Cancel Approval Request
If a Leave Application needs to go through an approval process before you can mark it as OK (and before you can create Activities from it) and you have started that approval process by selecting
'Request Approval' from the Operations menu (or Tools menu if you are using iOS or Android), you will no longer be able to modify the Leave Application. So, if you realise the Leave Application contains an error, you must cancel the approval process before you can correct the error. To do this, open the Leave Application and choose 'Cancel Approval Request' from the Operations or Tools menu. You will now be able to amend the Leave Application and then restart the approval process by once again choosing 'Request Approval'.
If you cannot cancel the approval process, the probable reasons are:
- The Approval Status of the Leave Application is not Pending.
- You may have configured the approval process (using the Approval Rules register in the Business Alerts module) so that it does not allow cancellation.
- You cannot cancel the approval process if at least one Approval Person has approved the Leave Application.
Please refer to the description of the Approval Status field in the Leave Application window
here for brief details of the approval process and
here for full details.
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The Leave Application register in Standard ERP:
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Create Menu

The Create menus for Leave Applications are shown above. On the left is the Create menu for the 'Leave Applications: Browse' window. On the right is the Create menu for the 'Leave Application: New' and 'Leave Application: Inspect' windows. If you are using iOS or Android, you can access the Create menu functions through the + menu.
'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Leave Application register. Please follow these links for details about the other functions:
The Leave Application register in Standard ERP:
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Create Menu - Workflow Activity
The Workflow Activity function allows you to create individual Activities from Leave Applications. This can be useful if, for example, you need to schedule a reminder to yourself to check on the progress of a Leave Application.
When you select the function, the following screen appears, where you can create a new Activity:

The new record will be opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking. No default Activity Type will be offered, while the Task Type will be To Do, and the Symbol will be Other. The Start Date of the Activity will be the current date, and the Person will be the current user. As the Task Type will be To Do, the Activity will be placed in the current user's
Task Manager.
After amendment if necessary, save the record in the Activity register by clicking the [Save] button (Windows/Mac OS X) or by tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Leave Application window.
The Leave Application and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Leave Application quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Leave Application using the Workflow Manager.
You must save a Leave Application record at least once before you can create an Activity from it. This is to ensure that the links mentioned in the previous paragraph can be established.
Note that each time you use this function, a single To Do Activity will be created with no Activity Type. You can then add an Activity Type and change other details as required. The purpose of the function is to place an Activity in your Task Manager. You could use this Activity to remind yourself to check the progress of your Leave Application. If you need to create Calendar Activities for the leave period, use the 'Activities' function, also on the Create menu (Windows/Mac OS X) or + menu (iOS/Android).
Please refer here for full details about the 'Activity: Inspect' window.
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The Leave Application register in Standard ERP:
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Create Menu - Activities
The Activities function allows you to create Calendar Activities for the leave period specified in a Leave Application. Creating these Activities has two purposes:
- Providing the Employee specified in the Leave Application runs this function, the resulting Activities will appear in their Calendar to make colleagues aware that the Employee will not be available for the leave period.
- The Activities will be used to calculate the Days Taken figure in the Leave Balance report. You should therefore always create Activities from Leave Applications to ensure the Leave Balance report is up-to-date.
When you select the function, the relevant Activities will be created in the Activity register, one for each day in the leave period (except non-working days and public holidays if you have excluded them in the relevant
Leave Scheme). The Activities will not be opened, but you can open them yourself through the Leave Application's
Workflow Manager or the
Calendar if you want to check them.
The details in the new Activities will be as follows:
- The Activity Type in each Activity will be taken from the Leave Type in the Leave Application.
- The Comment from the Activity Type will be copied to the Text field in the header of each Activity.
- The Contact Number of the Employee and their Name will be copied to the fields on the 'Contact' card of the Activity.
- The Task Type will be Calendar.
- The Calendar Type, Alarm and Alarm Type will be taken from the Activity Class to which the Activity Type belongs.
- The Symbol will be Other.
- The Person will be the current user (so the function will be most useful when it is run by the Employee that is applying for leave).
- If you create the Activities from a Leave Application that has been marked as OK, the Activities will be marked as Done.
You can only create Activities once from a particular Leave Application. Therefore, it is recommended that you do so after marking the Leave Application as OK and saving. Otherwise, there is a risk that the Activities will not correspond to the Leave Application (for example, if you create Activities from a Leave Application and then change the dates in the Application).
The Leave Application and the Activities will be connected to each other through the Link Manager and Workflow Manager. When reviewing one of the Activities, you can return to the Leave Application quickly and easily using the Link Manager in the Activity, while you can open any of the Activities from the Leave Application using the Workflow Manager.
If you invalidate a Leave Application after creating Activities, the Activities will be invalidated as well. However, if you invalidate the Activities, the Leave Application will not be invalidated.
If the function does not create Activities when expected, the probable reasons are—
- The Employee does not have an Employment Contract.
- The Employee does not have a Leave Scheme (i.e. no Leave Scheme has been specified in the Employee’s Employment Contract).
- The Leave Type in the Leave Application is not one of the Leave Types listed in the Employee’s Leave Scheme.
- The Leave Application does not have Start and End Dates.
Please refer
here for full details about Activities.
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The Leave Application register in Standard ERP:
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