Leave Module Tutorials

How to Specify Holidays for Leave Calculations

ℹ️ This procedure is used to specify public (bank) holidays that do not count as leave days. It helps BOS Enterprise calculate the number of leave days correctly by excluding the public holidays.

If a public holiday falls on a Sunday and consequently the Monday is automatically a public holiday, you must manually enter the Monday as the public holiday.

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).

2. Click Edit (button) on the top row of buttons.

3. Type Leave in the search block.

4. Next to the setting: Leave > Holidays click Edit... in the Value column.

   1. • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.

5. On the popup:

   1. Click Add (button) and complete the fields as follows:

   2. Description = Type the name of the holiday.

   3. Date = Select a date from the calendar.

   4. Click Save (button).

   5. Repeat Steps 5.1 to 5.4 to add additional days.

   6. Close the popup by clicking the X in the top right corner.

How to Create a Leave Type

ℹ️ A leave type should be created for every leave granted by your country's regulations. In South Africa these will typically be: Annual Leave, Sick Leave, Maternity Leave, Family Responsibility Leave, and any other as specified by a bargaining council or trade union (e.g. Paternity leave).

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).

2. Click Edit (button) on the top row of buttons.

3. Type Leave in the search block.

4. Next to the setting: Leave > Leave Types click Edit... in the Value column.

   1. • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.

5. On the popup:

   1. Click Add (button) and complete the fields as follows:

   2. Description = Type the name of the leave type (e.g. Annual Leave).

   3. Note = Click the arrow in the Note column and enter a note (optional).

   4. Click Save (button).

   5. Repeat Steps 5.1 to 5.4 to add additional days.

   6. Close the popup by clicking the X in the top right corner.

How to Create a Leave Rule

ℹ️ A leave rule must be created for every leave type. Only leave rules can be selected when leave is recorded. 

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).

2. Click Edit (button) on the top row of buttons.

3. Type Leave in the search block.

4. Next to the setting: Leave > Leave Rules click Edit... in the Value column.

   1. • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.

5. On the popup:

   1. Click Add (button) and complete the fields as follows:

   2. Status = Check the checkbox if the rule is active.

   3. Leave Types = Select a type from the dropdown list.

   4. Cycle = Type how long the leave cycle is in months (e.g. type 12 for Annual Leave or 36 for Sick Leave).

   5. Allowed = Type the number of days that are allowed for the leave type (e.g. 15 for 3 weeks).

   6. Position = Select the position that the leave type belongs to (e.g. if managers get 20 days leave, but other staff get 15 days leave, you can differentiate it here). 

      • Note: Positions are created here: ... My Organisation > Menu (button) > Edit Positions. Positions are added to staff members by double clicking a record on My Organisation's Staff tab and selecting a position from the dropdown list in the header.

   7. Gender = Select whether the leave applies to all, or only a specific gender (e.g. maternity leave).

   8. Valid From = Type the period in months after which the leave becomes valid. For example, annual leave is applicable after 1 month, but paid maternity leave might be a benefit that is granted after 12 months (as opposed to unpaid maternity leave that is a legal requirement).

   9. Minimum = Type the minimum number of working days that can be included (e.g. 1).

   10. Accumulate = Check the checkbox if the leave can be accumulated (e.g. annual leave). Leave the checkbox unchecked if leave is forfeited when it is not used (e.g. Family Responsibility leave).

   11. Paid = Check the checkbox if the leave is paid leave. 

   12. Note = (optional) Click the arrow in the Note column and enter a note.

   13. Click Save (button).

   14. Repeat Steps 5.1 to 5.13 to add additional leave rules.

   15. Close the popup by clicking the X in the top right corner.

How to Specify Weekend Days

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).

2. Click Edit (button) on the top row of buttons.

3. Type Leave in the search block.

4. Next to the setting: Leave > Weekend Days click the arrow in the Value column and check the checkboxes next to weekend days (e.g. those days that should be disregarded when the number of leave days are calculated).

   1. • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.

How to Create a Leave Record

1. Navigate to the Leave Module (e.g. Main Menu > Office > Leave).

2. Select a specific staff member from the dropdown list next to Staff in the filter row.

3. Click New (button) on the top row of buttons.

4. Complete the newly opened row as follows:

   1.  Status = Leave Pending if the leave must still be approved else select the status that applies from the dropdown list (e.g. Approved or Declined).

   2. Staff = This field is automatically filled in with the name selected in Step 2 (above).

   3. Leave Rule = Select the applicable Leave Rule from the dropdown list.

   4. Date Start = Select the first day of leave from the calendar.

   5. Date End = Select the last day of leave from the calendar.

   6. Total Days = This field is calculated after you click Save (button).

   7. Proof = Check the checkbox if proof has been provided, or if you require proof. However, you wish to use this field.

   8. Attachment = Click inside the block and paste (Ctrl + V) the link to any file inside the block.

   9. Note = Type a note in the block provided (optional)

   10. Click Save (button).

How to Display a Summary of Leave Records

1. Navigate to the Leave Module (e.g. Main Menu > Office > Leave).

2. Set the filters as needed.

3. Click View (button).

4. Right click an entry on the list and click Open Staff Summary on the context menu.

5. Click Leave (tab) if it is not already open.

   • Note: Do not click View (button) on the Leave Tab because it only applies to the search function and opens that tab.

Related Topics

• Reference: Leave Module