“Vacation Journal” scenario

The Vacation Journal is a tool for manually modifying or adding vacation accruals, vacation compensation, and vacation adjustments for employees. The principles of working with the Vacation Journal are the same as for any other type of journal in Microsoft Dynamics. Different templates and sections can be created for the journal. Employee journal templates are defined on the Employee Journal Templates page (Type = Vacation). The system does not support archiving vacation journal entries – after an entry is processed, it is deleted. Processing a Vacation Journal entry with the Timesheet Accounting and Time Activity Code settings enables the creation of timesheet details. If the payroll register is canceled, previous timesheet details (before the Vacation Journal entry was processed) are restored.

Step 1: Vacation Journal Structure

Vacation Journal page

Field	Description
Employee Code	Employee Code.
Time Activity Code	Time activity code for vacation.
Description	Description.
Description (English)	Description in English.
Element Code	Element code. The value is automatically pulled based on the Time Activity Code. It can be changed manually.
Start Date	Start date.
End Date	End date.
Quantity	Number of vacation days.
Document No.	Document number.
HR Order No.	HR order number.
HR Order No. Series	HR order number series.
Document Date	Document date.
HR Order Date	HR order date.
Posting Action	Action during posting: • Create – create a new vacation accrual/compensation/adjustment. • Update – modify an existing vacation accrual/compensation/adjustment, the code of which is specified in the Apply to Entry field. • Close – close an existing vacation accrual/compensation/adjustment, the code of which is specified in the Apply to Entry No. field.
Apply to Entry No.	Code of the existing entry from Employee Absence Entries that needs to be modified according to the instructions in the Posting Action.
Entry Type	Entry type: • Accrual – Vacation accrual entry. The accrual entry can be created when a labor contract is approved (Labor Contracts scenario) and when a period is closed (Payroll Period scenario). • Compensation – Vacation compensation entry. The vacation journal is used to accrue compensation in cases where compensation is paid, and the employee continues working. When posting rows with vacation compensation, information about compensation days is added to the Vacation Balance. Additionally, a row with the vacation compensation payroll element is automatically created in the Payroll Ledger Entry for further processing in the payroll document (see the Vacation Compensation scenario for details). Compensation processing upon dismissal is performed automatically when a contract line is approved (see the Vacation Compensation scenario for details). • Adjustment – Adjustment entry. Used to adjust the balance of a specific vacation accrual. For example, if there are remaining days from a previous employer or other cases requiring balance correction. If days need to be deducted from the balance, enter a negative value in the Quantity field. If days need to be added, enter a positive value in the Quantity field. • Usage – Vacation usage option.
Accrual Entry No.	Vacation accrual entry number to which a compensation or adjustment entry should be linked.
Period Code	Select the relevant payroll period.
AE Period From	First period for AE calculation. This field is filled automatically when the AE AVERAGE EARNINGS CALCULATION function is triggered in the calculation algorithm.
AE Period To	Last period for AE calculation. This field is filled automatically when the AE AVERAGE EARNINGS CALCULATION function is triggered in the calculation algorithm.

Step 2: Functional Buttons of the Vacation Journal

To create journal lines, you can use the Suggest Vacation Accrual Periods function (Actions - Suggest Vacation Accrual Periods).

On the Filter: Employee tab, parameters are set to filter the list of employees for whom vacation accrual lines should be generated.

In the Period Filter field, you must specify a payroll period. When the report is run, vacation accrual lines will be created for employees whose accrual period ended within the specified period.

Delete button – Deletes the selected line from the journal.

Post button – Posts the journal line: the line is removed from the journal, and an entry is created in Employee Absence Entries.

Related – Line tab:

Employee Card button – Opens the employee card for the employee specified in the current journal line.

Element Card button – Opens the element card for the element specified in the current journal line.

Dimensions button – Displays the dimensions of the current journal line.

HR Order Text field – Allows you to select a text template that will generate the order text based on the rules described in the Text Templates scenario.

Step 3: Vacation Balance Import

The system supports importing employee absence entries.

To ensure correct display, follow these steps:

1. Create and post an absence accrual line in the Vacation Journal, specifying the activity code. The Document No. field is required (e.g., you can use the employee number + accrual year + activity code for numbering). After posting the accrual line, the accrual entry is automatically assigned a unique number.
2. Create absence usage lines in the Vacation Journal, specifying the activity code. The Document No. field is required in these lines and must match the corresponding document number from the accrual line.
3. Use the Set Accrual Entry No. function, which will find the unique entry number based on the Document Number field and assign it to the Accrual Entry No. field for usage-type lines.

Once the usage lines are posted, they will be linked in the balance to the corresponding accrual entry.

If the Timesheet Accounting setting is enabled for a usage line, timesheet details will be created for the period of the line upon posting. If the payroll register is reversed, the timesheet details for that period will revert to their previous values.