Manual leave transactions allow you to directly increase or decrease an employee’s anniversary leave balance. This method is best for small, isolated corrections that need clear audit documentation.
This article explains:
When to use a manual adjustment
How to add a manual leave transaction
How each field behaves
How the adjustment affects leave balances
When to Use This Method
A manual transaction is appropriate when:
An accrual or leave usage was missed in a prior pay run
A one-off correction is required
An isolated balance error has been identified
An adjustment is needed after reconciling records
A single employee’s balance needs correction without affecting others
Important
Always include a clear comment explaining the reason for the adjustment. This becomes part of the employee’s leave history and is essential for auditing.
Adding a Manual Leave Transaction
To add a manual transaction:
Go to the Staff screen
Select the employee
Select the Leave tab
Select the Entitlement tab
Select the leave type you need to adjust
Click the + button at the bottom of the leave history column
A transaction entry form will appear. Fill out the details as follows:
Date field: Leave as today’s date unless a specific correction requires another date
Comment field: Enter a clear explanation of the reason for the adjustment, including dates or context
Units field: Enter a positive value to increase the balance, or a negative value to decrease it. Units correspond to the leave type’s measurement (hours, days, or weeks)
Click Save
The new entry appears immediately in the leave history column and updates the anniversary balance.
How Manual Transactions Affect Balances
Manual transactions affect anniversary balance only
They do not affect to-date calculations beyond the impact of the updated anniversary
They appear in the history list as:
Accrued (positive entries)
Consumed (negative entries)
The batch number will show Adjust, confirming it was not created during a pay process
Use manual adjustments sparingly to maintain calculation integrity.