Initializing Employee's Time Accounts
You can initialize the Time Account for a user by opening the user settings in Administration/User.
In ‘Working Time’ you can choose the Work Schedule Model for the employee as well as the corresponding vacation per year and the yearly start of vacation. Normally the yearly start of vacation begins with 01.01. or the date the employee started working for the company.
You can now choose the unit of the vacation account. Attention: The chosen unit can't be changed after the Time Account was initialized!
If you have chosen hours as a unit the vacation per year still will be displayed in days. However, vacation will be booked in hours depending on the daily average of the weekly working time. For example, if an employee works five days a week, 8:30 hours from Monday to Thursday and 6 hours on Friday, the daily average of 8 hours is the basis for calculation. This means if an employee has 25 days of vacation timr will initialize the vacation balance with 25x8 = 200 hours.
1. Initializing Time Account for an already existing timr user
To initialize an already existing timr user you choose a Work Schedule Model. Afterwards you enter the dialogue 'Initialize Time Account'. Choose the end of the last period, for example the end of the last month, for initialization.
At ‘Balance by’ you enter the date before the initialization. At ‘Work balance’ you enter the hours balance of the employee at the date of initialization. At ‘Vacation balance’ you enter the remaining vacation of the employee.
To have an example you can now finish the last period in Reports/Time Account for the chosen employee. If everything works out to your satisfaction initialise the Time Account for the rest of your employees.
2. Initializing Time Account for an existing employee who didn't use timr before
In order to initialize the Time Account for an already existing employee who until now wasn’t using timr first choose the preferred Work Schedule Model. Afterwards the window will be extended and you can now see the field “Initialize Time Account”. Here you choose “Existing Employee” and enter the date before the initialization (“Balance by”) as well as the current hours balance in “Work balance” and remaining vacation in “Vacation balance”.
3. Initializing a new employee
If you want to initialize a totally new employee you choose “New Employee”. Then you can enter the date of the first day at work and enter the necessary data in “Vacation days start balance".
4. Reset time account initialization
If after setting up the time account you notice that you did not correctly enter the work hours or vacation balance, you can cancel the initialization of the time account.
Go to "Reports / Time Account" and to the edit icon next to the initialization. Here you choose "Delete".
Note: If you have already created a month-end closing, you must undo (= delete) this too in order to delete the initialization.
Note: Deleting the initialization has no direct effect on time entries already entered, but is necessary for changing the information on the work hours and vacation balance, etc., for starting the time account.
Then you can set up the time account again in the menu "Administration / User" - as described under 1. - 3. above.