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.
  • Check the toggle next to the field title to select or deselect all the accrual types.
  • 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.
  • Check the toggle next to the field title to select or deselect all the data sources.
  • 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.
  • Check the toggle next to the field title to select or deselect all the statuses.
  • 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 field search button 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 field search button   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 field search button   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.

• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.