The spanner button allows SmoothPay to automatically calculate the anniversary balance required to reach a specific to-date balance. This ensures accurate alignment without requiring manual calculations.
This method is used for leave types where the to-date balance is relevant to liability or reporting.
When to Use This Method
Use the spanner button when:
The system’s to-date balance does not match verified records
You have changed the period end and balances no longer align
You corrected an employee’s last anniversary date
Your jurisdiction bases liability on to-date rather than anniversary only
You need to realign balances after system migration
This method is not appropriate when:
The leave type does not use to-date calculations
The correction should only affect the anniversary component of a single event
Before You Begin
The spanner button only appears when:
The selected leave type supports a to-date liability model
The period end is after the last anniversary date
Before adjusting:
Ensure the period end is correctly set
Verify you are editing the correct employee and leave type
Determine the exact to-date balance you want the system to reach
Adjusting the Balance Using the Spanner Button
Go to the Pay dates button on the blue bar
Set the period end field to the date the calculation should be based on
Go to the Staff screen
Select the employee
Select the Leave tab
Select the History tab
Select the leave type you need to adjust
Click the spanner button next to the displayed balance
A window will appear. Enter what the balance should be in the available field
Click Save
SmoothPay will automatically calculate the required anniversary adjustment and insert a transaction in the leave history.
Adding a Comment to the Adjustment
A comment can only be added after the transaction has been created.
Select the adjustment transaction from the list
Click the edit button
Amend the Comment field
Click Save
How the Adjustment Works
When you enter the target to-date balance:
SmoothPay calculates the pro-rated portion based on the current period end
It determines how much the anniversary balance must change
It creates a positive or negative transaction to correct the anniversary balance
The updated anniversary plus the calculated pro-rated amount equals the target to-date value
The transaction will appear in the leave history with Adjust in the batch field.
Example Calculation
You enter a desired to-date balance of 5.5 days, and the employee currently has an anniversary balance of 0.
SmoothPay first determines the pro-rated portion earned since the last anniversary.
In this example, the pro-rated portion is 0.356 days.
To reach a total of 5.5 days, SmoothPay calculates the required anniversary balance:
Desired to-date balance minus pro-rated portion
5.5 minus 0.356 = 5.144 days
SmoothPay inserts an adjustment of +5.144 days into the leave history.
The result is:
Anniversary balance: 5.144 days
Pro-rated portion: 0.356 days
To-date balance:
5.144 + 0.356 = 5.5 days
Important Notes
If the current period end is before the last anniversary date, the spanner cannot be used
Always enter a clear comment for audit integrity