Leave Request

1Purpose #

• The request records what the employee ASKED for; approvers may trim dates or change the type, and those changes live on the approval side - the audit shows both.
• A draft (Save Draft) stays private to the workflow with status Open - nothing reaches an approver until Submit.
• On final approval the system posts an attendance voucher automatically (setting 121) and consumes the employee's leave balance (a UTILIZATION posting in the leave ledger).

2Your first request, step by step #

1. Pick the employee - the balance panel below shows what they have available per policy.
2. Pick the leave: either a direct leave type, or flip the switch and pick the leave policy the employee is assigned to.
3. Set From and To - the days compute inclusively (both ends count); adjust the figure for half days.
4. Write the reason (mandatory) and any contact details while away. The two previous leave / re-join dates have already filled themselves from the employee's last approved leave of this type - check the hint under them and correct them if the history is incomplete.
5. Press Submit (F5) . A balance shortfall warns or blocks per setting 174; overlapping requests are refused.
6. Watch the status in My Requests - click the row for the action trail. The approver acts on the Leave Approvals page.

3Field details #

• Employee - the ledger account flagged as an employee; mandatory.
• Leave Type / Leave Policy - one of the two is mandatory; the switch picks which. A policy-based request resolves its attendance type from the policy at posting time.
• From / To / No. of Days - inclusive day count, auto-computed and editable (half days). Days must be positive.
• Reason for Leave - mandatory; Ctrl+Enter inserts a new line.
• Contact Address / Telephone / Email - optional; Email is format-checked when filled.
• Date of Previous Leave / Re-join - optional reference dates, filled IN AUTOMATICALLY from the employee's own history: the most recent APPROVED leave of the SAME leave type that started before this one. Previous Leave = that leave's From Date; Previous Re-join = the day AFTER its To Date (the day the employee came back). The hint under each field names the request the dates came from, or says plainly that there is no earlier approved leave of that type. Type over either date and it is yours - the auto-fill stops touching that field until the employee or the leave type changes.
• Request Date - the entry date (defaults to today).

4Notifications #

The workflow can announce itself by e-mail, SMS and WhatsApp, through the same gateways vouchers use.

• Submitting tells EVERY approver who can act on it , not just one - because an approval is a race and whoever gets there first acts. Where the rule names the Reporting Person that means the person the request was stamped against AND the Reporting Person on the employee record when the two differ; where it names a user, that user; where it says "any approve-permission holder", it now means every user who holds the approve permission on Leave Approvals. A Recommend and an escalation do the same for the level the request has moved to.
• Approved, Rejected and Cancelled tell the applicant and everyone else concerned - the EMPLOYEE the leave is for (the e-mail and mobile on the employee record, falling back to the contact details typed on the request), the person who entered the request, and everyone who acted on it : the submitter, anyone who recommended it and every approver at every level. So a level-1 approver who recommended a request finally learns how it ended.
• Every event also goes to the standing HR / authority list - payroll setting 197, e-mail addresses and mobile numbers together, comma separated.
• Nobody is told twice, and at most 50 people are told. The list is de-duplicated on the address itself, so one person reachable two ways gets one message. Where the approve permission is held very broadly, the fan-out stops at 50 recipients and the notification log carries a "Skipped" line saying exactly how many were left out.
• It is off until someone turns it on. Payroll setting 193 lists the channels and is blank by default, which means no notification is ever sent; 194 lists the events that notify; 195 and 196 name the e-mail profile and the SMS/WhatsApp gateway; 198 decides whether the send happens in the background.
• A failed notification never blocks anything. Messages go out only after the request or approval has been stored, so an unreachable mail server or a missing address can do no more than add a warning line under the success message.
• Send in the My Requests list does it by hand at any time: it shows exactly who will be told, lets you edit the subject, the e-mail text and the short SMS text, add one-off addresses, pick the channels, and then reports what happened to each address.

5Shortcut keys #

• F2 Reload · F3 New request · F5 Submit · Esc via Cancel Request button only (cancelling is deliberate).
• In the Send Notification dialog: F5 sends, Esc closes without sending.
• Enter moves to the next field; Ctrl+Enter makes a new line in multiline fields.
• Keys belong to the focused copy of the page; a dialog's own keys win while it is open.

6Why is a pick-list empty? #

• Leave Type lists Attendance Types whose Base Type is Leave - maintained in the Attendance Type master.
• Leave Policy lists the Leave Policy master (PAY-06). A policy request only consumes balance if the employee is ASSIGNED that policy (Employee master or Batch Assignment).

7Rules and integrity #

• Statuses: Open (draft) -> Submitted -> Recommended (level 1 of a 2-level rule done) -> Approved / Rejected / Cancelled. Only drafts are editable.
• Overlap: a submit is refused while another non-rejected, non-cancelled request of the same employee covers any of the same days.
• Balance (setting 174): Off, Warn (submit goes through with a warning) or Block. Only checked when a policy tracks the requested type.
• Advance notice (setting 176) and past dates (setting 177) are enforced at submit.
• Cancel: the requester may cancel until final approval. Cancelling an APPROVED request reverses the approval (approve permission needed) and is refused while the auto-posted attendance voucher is live - cancel that voucher first.
• Approval rules decide the levels and approvers - see the Leave Approval Rules master.

8If something does not work #