Leave Reports
Go to: HR → Reports → Leaves
Two reports, and the distinction between them matters: Balance is the answer, Ledger is the working.
| Report | What it shows |
|---|---|
| Leave Ledger | Every leave transaction, in date order, with a running balance |
| Leave Balance | Current entitlement and remaining days per employee |
1. Leave Ledger
Go to: HR → Reports → Leaves → Leave Ledger
Every row that has ever moved an employee’s leave balance. This is the report to open for any balance dispute, because the balance itself is only a total of these rows.
Report columns
| Column | Meaning |
|---|---|
| Sr No. | Row number |
| Transaction | The document that wrote the row. Opens the source |
| Transaction Type | Which kind of event this was. See below |
| Date | When it took effect |
| Leave Type | Which entitlement moved |
| Allocated | Days granted by this row |
| Used | Days consumed by this row |
| Reversed | Days returned by this row |
| Balance | Running balance after the row |
Transaction types
| Type | Written when |
|---|---|
| Leave Allocation | An allocation grants days, usually from an approved policy assignment |
| Leave Allocation Reversal | An allocation is cancelled or unapproved |
| Leave Application | A leave application is approved and consumes days |
| Leave Application Reversal | An approved application is cancelled and returns days |
| Attendance On Leave | Attendance marked On Leave consumes days directly |
| Attendance On Leave Reversal | That attendance row is corrected or removed |
| Leave Adjustment | A manual correction |
Notice that leave can be consumed from two directions: a Leave Application or an attendance record marked On Leave. When a balance drops with no application to explain it, look for the attendance row.
Filters: employees, departments, designations, leave types, transaction types, document number, and allocation status. Select Generate Leave Ledger to run it.
Settling a balance dispute
- Run the ledger for the employee and leave type. Do not filter by date yet.
- Read from the top: the first Leave Allocation rows are the entitlement.
- Follow the Balance column down until it diverges from what the employee expects.
- Open the Transaction on that row to see the document that wrote it.
- Correct the document, not the balance. The ledger and balance recompute from it.
There is no editable balance field anywhere in HR. If a balance is wrong, a document is wrong. See Leave → Leave Allocation for the write path.
2. Leave Balance
Go to: HR → Reports → Leaves → Leave Balance
The period-end summary: one row per employee, with entitlement and what remains.
Report columns
| Column | Meaning |
|---|---|
| Sr No. / Code | Row number and employee code |
| Employee | Name |
| Department / Designation | Placement |
| Total Allocated | Days granted across leave types |
| Total Available | Days remaining |
The export carries a Grand Total row across the filtered set.
Filters: employees, departments, designations, and allocation status. Select Generate Leave Balance to run it.
Employees show as Not Allocated when no leave allocation exists for them. That is a setup gap, not a zero balance. They need a Leave Policy Assignment approved before leave will work for them at all.
Use it for: period-end entitlement summaries, provisioning leave liability to Finance, and finding employees who were never allocated leave.