Leave

Year-End
Procedure
Every reasonable effort has been made to ensure the accuracy of all information at time of publication.
However, information contained within does not represent a commitment on the part of Unit4 Asia
Pacific Ltd and is subject to change without prior notice. If you find any problems in the documentation,
please report them to us in writing. This document is not warranted to be error-free. The software,
which includes information contained in any databases, described in this document is furnished under
a license agreement or nondisclosure agreement and may be used or copied only in accordance with
the terms of the agreement. It is against the law to copy the software except as specifically allowed in
the license or non-disclosure agreement. No part of this manual may be reproduced or transmitted in
any form or by any means, electronic or mechanical, including photocopying and recording, for any
purpose without the express written permission of Unit4 Asia Pacific Ltd.

The Programs may provide links to Web sites and access to content, products and services from third
parties. Unit4 Asia Pacific Ltd is not responsible for the availability of, or any content provided on,
third-party Web sites. You bear all risks associated with the use of such content. If you choose to
purchase any products or services from a third party, the relationship is directly between you and the
third party. Unit4 Asia Pacific Ltd is not responsible for: (a) the quality of third-party products or
services; or (b) fulfilling any of the terms of the agreement with the third party, including delivery of
products or services and warranty obligations related to purchased products or services. Unit4 Asia
Pacific Ltd is not responsible for any loss or damage of any sort that you may incur from dealing with
any third party.

Unit4 Asia Pacific Ltd takes no responsibility for its use or distribution of any open source or shareware
software or documentation and disclaims any and all liability or damages resulting from use of said
software or documentation.

Companies, names, and data used in the examples herein are fictitious unless otherwise noted.
Table of contents
1. Preparing for leave Closing ..................................................................................... 4
2. Backup Database ................................................................................................... 5
3. Performing Year-End Closing ................................................................................. 6
4. After Year-end Closing............................................................................................ 8
5. Update The Scheduled Job (Leave)........................................................................ 9
6. Copy Public Holidays from Current to Next Year .................................................. 10
1. PREPARING FOR LEAVE CLOSING
Please ensure the following are performed before the
proceeding to the next step:
1. Perform Leave Processing as at the end of the current leave (usually 31-Dec)
Go to System -> Processing -> Leave.

2. Ensure that all leave records for the current year has been entered and
approved in the system.

3. Print Annual Leave Status Report and confirm that the annual leave balances
for all employees are correct.

4. Ensure that the Year-End policy has been set in accordance to the company’s
policy.

Page |4
2. BACKUP DATABASE
Prior to performing the Year-End Closing, please perform
backup on the database:
1. Go to System – System Utilities – Backup Database

2. Ensure that the backup filename and location is correctly specified.

Note: The backup file location is a directory in the server. Kindly confirm with
your IT personnel.

3. Click on the Backup Now:

Page |5
3. PERFORMING YEAR-END CLOSING
1. From the System Menu, select the Leave option under Processing.

2. Ensure that the Leave Groups is shown as * (All Leave Group).

System will prompt an Exception Listing if there are leave records that are still
pending for approval. If this happens, please get the records approved. HR needs
to make sure that there is no pending leave transaction. Otherwise HR will not be
able to proceed with the year-end closing.

3. Input the intended year to do closing on the Year-End Period.

Page |6
4. Click on the Closing button to close the Leave records for the year.

Page |7
4. AFTER YEAR-END CLOSING
1. Run Leave Processing for the first month of the new leave period (usually 31-
Jan).

2. Print Annual Leave Status (Up to Processing Date).

3. Check through the Leave Status records to ensure that the Year-End process
has been done correctly – either through the Leave Status form or from Leave
Reports.

Note: If Process As At date was specified at the Scheduled Job (Leave System),
do remember to update to a new date after the closing is done. Refer to 5.

Page |8
5. UPDATE THE SCHEDULED JOB (LEAVE)

a. After Leave closing, at the Leave system, go to Setup > Settings > Scheduled
Job.
b. At the Scheduled job form, update Process As At date to a new date, as
shown:

Page |9
 6. COPY PUBLIC HOLIDAYS FROM CURRENT
TO NEXT YEAR
Following are the steps to duplicate some of the public holiday
dates from the current to next year.

1. Click onto the Copy Record button.

2. There will be a prompt box to input the Source and Target year.

- Source Year
This is to input the year that you want to copy from.
- Target Year
This is to input the year that you want to be copied to.

3. Click Copy if confirmed.

P a g e | 10
4. There will be a pop-out box prompting for confirmation. Click OK to proceed else
click Cancel.

5. If click OK, system will copy the dates and names of the Public Holiday, Full Day
Eve settings and the Employee Range.

6. Modify the dates of the Public Holiday according to the stated year calendar as some
of it falls on a different day.

7. Click the Save button after modifying.

P a g e | 11
P a g e | 12