There are two ways to register the remaining number of days and the time when this system is introduced. Each procedure is explained below.
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Checklist
About "paid leave grant function"
The " paid leave grant function " is applied to paid holidays that occur on or after the next day you set. If you want to give it retroactively, please use the method in this article.
In addition, if "Calculate the prescribed number of working days per week based on the annual working days and all working days" is set in the "Paid leave granting function", the number of granted days will be calculated based on the work record of the past year.
Therefore, the number of days granted will not be calculated correctly in the first year of introduction of this system . In this case as well, please use the method in this article.
1. Register for each employee
* This operation requires "View / Edit" permission for employee settings.
1. All menus ＞ Leave management ＞Select [Details] of the target person.
2. Click the gray bar labeled "Paid holidays (subtraction type)" to open the input field.
3. Enter the "Grant Date" and "Grant Days" and click [Save]. * If you are using hourly leave, also enter the "grant time".
| title | explanation |
|---|---|
| Grant date | Enter the actual paid holiday "grant date". |
| Number of days granted | If you do not use or use the " Obligation to take paid holidays 5 days a year " function, but do not manage the status of taking paid holidays before the introduction of this system: Enter the number of days left before the introduction and the number of days left after deducting the acquisition time. When using the "Obligation to take paid holidays 5 days a year" function to manage the status of taking paid holidays before the introduction of this system: Enter the actual number of days of paid holidays. Also, register the paid holiday "acquisition record" ( Click here for how to register the "acquisition record"). * Attendance more than one year ago is restricted so that it cannot be edited. When registering the "acquisition record" that is more than one year old, please request the support center to cancel the "editing restriction for one-year attendance". |
| Grant time | * Enter only if you are using hourly leave. 「If you do not use or use the " Obligation to take paid holidays 5 days a year " function, but do not manage the status of taking paid holidays before the introduction of this system: Enter the number of days of paid leave before installation and the "remaining time" after deducting the acquisition time. When using the "Obligation to take paid holidays 5 days a year" function to manage the status of taking paid holidays before the introduction of this system: No input required. |
When the carry-over of the previous year remains
If the paid holiday is valid for 2 years and the carry-over from the previous year remains, you need to enter it twice for each year.
For example, in the following cases
- Introduced this system from December 1, 2021
- Grant date: April 1st
- Current number of days left on holidays: 40 days
As shown below, it is necessary to grant twice.
First grant: Granted 20 days on April 1, 2020
Second grant: Granted 20 days on April 1, 2021
↓↓↓↓
Result: 40 days off
2. CSV import
* This operation requires "View / Edit" permission for employee settings for all division and employee types .
Create an input layout (first time only)
When importing the remaining vacation data for the first time, select the following layout from All menus> Export / Import> Data entry (import) category> Employee data [CSV] "Create input layout"> [+ New] Create.
| title | explanation |
|---|---|
| Layout name | Set a layout name such as "Register the number of paid holidays left". |
| Applied type | Select "Update only". |
| Entry items: Selectable items | Select "Employee Code", "Vacation Grant Date (YYYY / MM / DD)", and "Number of Paid Leave Grant Days". * If you are using hourly leave, also select "Hours with paid leave". |
Import vacation balance data
1. Click All Menus> Export / Import> Data Entry (Import) Category> "Employee Data [CSV]" .
2. Select the appropriate layout and click [Download Template for Input].
3. Open the downloaded template file and create the data according to the template。
| title | explanation |
|---|---|
| Employee code | Enter the target person's employee code. |
| Vacation grant date (YYYY / MM / DD) | Enter the actual paid holiday "grant date" in YYYY / MM / DD format. Example: April 1, 2021 → 2021/04/01 |
| Number of Paid Leave Grant Day | 「If you do not use or use the " Obligation to take paid holidays 5 days a year " function, but do not manage the status of taking paid holidays before the introduction of this system: Enter the number of days left before the introduction and the number of days left after deducting the acquisition time. When using the "Obligation to take paid holidays 5 days a year" function to manage the status of taking paid holidays before the introduction of this system: Enter the actual number of days of paid holidays. Also, register the paid holiday "acquisition record" ( Click here for how to register the "acquisition record"). * Attendance more than one year ago is restricted so that it cannot be edited. When registering the "acquisition record" that is more than one year old, please request the support center to cancel the "editing restriction for one-year attendance". |
| Number of Paid Leave Grant hour | * Enter only if you are using hourly leave. "If you do not use or use the " Obligation to take paid holidays 5 days a year " function, but do not manage the status of taking paid holidays before the introduction of this system: Enter the number of days of paid leave before installation and the "remaining time" after deducting the acquisition time. When using the "Obligation to take paid holidays 5 days a year" function to manage the status of taking paid holidays before the introduction of this system: No input required. |
4. Select the saved file on the "Employee Data [CSV]" screen and click [Upload] to display the confirmation screen. Click [Register] to start importing.
Handling of data when the input item is empty
In the input CSV file, if a certain item (for example, "Number of days of paid holidays") is blank , you can select [Leave] or [Delete] the existing grant data of the same grant date.
[Leave] If you want to "Leave the registered value as it is" , [ Delete], select "Delete registered value".
If there are no blank items in the CSV file, it doesn't matter which one you choose.
When the carry-over of the previous year remains
If the paid holidays are valid for two years and the carry-over from the previous year remains, you need to create and import the remaining vacation data for each year.
For example, in the following cases
- Introduced this system from December 1, 2021
- Grant date: April 1st
- Current number of days left on holidays: 40 days
Import the two files as follows.
First grant: Granted 20 days on April 1, 2020
Second grant: Granted 20 days on April 1, 2021
↓↓↓↓
Result: 40 days off