Summary

The Accrual Calendar report displays taken and scheduled time off for employees in both a standard report form and in calendar form.

Step by Step

1     Open the Accrual Calendar window (PR> Reports> Accrual Calendar).

2     Configure the report.

• The Accrual Type field is used to select the accrual types you would like to include on the report.
  • Press CTRL+A to highlight all of the accrual types in the field. Press SPACE to check or uncheck all of the selected toggles.
  • Accrual types are created and maintained using the Accrual Type Maintenance window (PR> Maintenance> Accrual Type).
  • Accruals are assigned an accrual type when they are attached to the employee record. Accruals are attached to employee records using the Accruals tab (PR> Maintenance> Employees> Accruals tab).
  • At least one Accrual Type must be selected.
• The Data Source field is used to select the source of the time off that will be displayed in the report.
  • Press CTRL+A to highlight all of the data sources in the field. Press SPACE to check or uncheck all of the selected toggles.
  • Select Holidays to include the holidays specified by your organization on the Holiday Maintenance window (PR> Maintenance> Holiday).
  • Select Timecards to include time off included in existing timecards.
  • Select Timesheets to include approved time off that is scheduled for the future.
  • Select Time Off Requests to include time off requests submitted through Employee Self Service.
  • At least one Data Source must be selected.
• The Status field is used to select the time off approval statuses that will display in the report.
  • Press CTRL+A to highlight all of the statuses in the field. Press SPACE to check or uncheck all of the selected toggles.
  • If Time Off Requests is selected in the Data Source field above, at least one status must be selected.
• The Time Off Date From and Time Off Date To fields are used to filter the employee time off by the date range taken or requested. These are required fields.
•  The Department field is used to display the employees that belong to a single department on the report.
  • Enter a department number or click the Department field label to select a department from a list.
  • Departments are created and maintained using the Department Maintenance window (PR> Maintenance> Department).
  • Departments are attached to employees using the Employee Maintenance window (PR> Maintenance> Employee> General Information tab> Department field).
• Enter an employee number in the Employee Number field to display a single employee on the report.
  • Enter an employee number or click the Employee Number field label to select an employee from a list.
  • You can also display the accrual balance of a single employee using the Employee Master Report (PR> Reports> Employee Master> Employee Accruals toggle).
• The Supervisor field is used to display the employees that are assigned to a single supervisor on the report.
  • Enter a supervisor name or click on the Supervisor field label to select a supervisor from a list.
  • Supervisors are PR Roles associated with the employee via the Employee Maintenance window (PR> Maintenance> Employee Master> Supervisor field).
• The Report Type drop-down menu is used to select the information that will display on the report.
  • The Standard version of the report will display the data source type, employee number, employee name, accrual type, date, hours, request date, status and response date. The request and response notes will also be displayed if the relevant toggles are checked.
  • The Calendar version of the report will display the employee time off in calendar format. Each displayed employee can be clicked to launch that employee's PR Employee Maintenance window.
    • If the Calendar report includes too much data to display in calendar format, a separate print job will automatically print a Standard report with the same filters.
• The Sort Type drop-down menu is used to select order in which employees will display on the report.
  • Select Department, Employee No if you would like the report to be grouped by department and employee number.
  • Select Employee Number, From Date if you would like the report to sort by employee number and time off from date.
  • Select From Date, Employee Number if you would like the report to sort by time off from date and employee number.
  • This field will be disabled when generating the Calendar report type.
• Check the Include request notes or the Include response notes toggles to include the notes the employee included in the request or the notes the supervisor included in the response.
  • These toggles are only enabled for the standard report type.

3     Print the report.

• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).