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ERPX Documentation — Your complete guide to the ERPX platform
ModulesHuman ResourcesLeave

Leave

Go to: HR → Leave

Operational leave management: assign policies, manage balances (allocations), and process applications.

Configure leave types and policies first under Leave Setup. Ensure an HR Period is marked Is Current.

What’s on the tiles

Allocation

TileWhat it does
Leave AllocationEntitlement and balances per leave type
Leave Policy AssignmentAttach a policy to one employee
Bulk Leave Policy AssignmentAttach a policy to many employees

Application

TileWhat it does
Leave ApplicationRequest and approve time off

Quick links also open Leave Ledger and Leave Balance reports.

1. Leave Policy Assignment

Go to: HR → Leave → Leave Policy Assignment

FieldWhat it means
EmployeeWho receives the policy
Leave PolicyWhich bundle of leave types
Assignment Based OnLeave period or joining date
Leave Period / Effective datesWhen the assignment applies

Status: Draft → Approved → Inactive

Approving a Leave Policy Assignment creates Leave Allocations for each leave type in the policy. Unapproving reverses them. You usually do not need to create allocations manually first.

Use Bulk Leave Policy Assignment for onboarding batches.

2. Leave Allocation

Go to: HR → Leave → Leave Allocation

Shows how many days an employee has for a leave type in a date range.

FieldWhat it means
Employee / Leave TypeWho and which leave
From / ToValidity window
New Leaves AllocatedDays granted
Carry Forward / UnusedRollover context
Total / Used / RemainingBalance picture

Status: Draft → Active → Cancelled (Active cannot return to Draft)

Where the balance comes from

A leave balance is a running total, not a stored number

Leave ledger · Annual Leave · one employeeApproved allocations createdLeave Policy Assignment+18.00Carried forward from last periodLeave Allocation+4.00Approved · 3 daysLeave Application−3.00Approved · 5 daysLeave Application−5.00Unused days expired at period endLeave Allocation−2.00Balance right now0.0018.0022.0019.0014.0012.00daysNot an editable fieldIt is the sum of every rowon the left, in date order.
Nothing on this diagram was typed into a balance field. Approving a Leave Policy Assignment writes the allocation rows; approving a Leave Application writes the deduction rows; period-end expiry writes its own. That is why fixing a wrong balance means finding and correcting the document that wrote the row and why the Leave Ledger report, not the balance, is the place to start any dispute.

A balance is never edited directly. To change one, find the document that wrote the row (the policy assignment, the allocation, or the approved leave application) and correct that. Read the Leave Ledger report before touching anything.

3. Leave Application

Go to: HR → Leave → Leave Application

FieldWhat it means
Employee / Leave TypeWho is applying and for which leave
From / ToLeave dates
Half DayPartial day when needed
ReasonWhy the leave is requested
Total DaysCalculated duration

Workflow: Draft → Pending → Approved / Rejected / Cancelled

Approving updates leave balances (ledger) and can mark attendance as On Leave.

Everyday flow

  1. Assign leave policy (single or bulk) and Approve
  2. Confirm allocations look correct
  3. Employee or HR creates a leave application
  4. Approver Approves / Rejects
  5. Check Leave Reports (Ledger / Balance) when needed
Shift & AttendancePayroll & Salaries