Holiday Available incorrect on payslip

Mary_7034598

'Holiday available' hours is correct on the Leave Liability report and on the edit Employee, Payroll and Compensation, Leave Details, but shows incorrectly on payslips. Also, although the Leave Liability report shows 71.63 hours Holiday Available it shows 0.00 in the Holiday $ column.

This is only happening for one employee and only since 1st July. How can I get the available hours correct on the payslip?

Mary_7034598

Here is a screenshot of Leave Accruals, highlighted from where error began

Kris_Williams

I have seen this and from memory, I deleted the first pay where the problem started and then Re entered it. I took a photo of pay before I deleted it, which is fortunately the July payment not the June

Mary_7034598

Thanks Kris, I had tried re-entering the details for each pay but not actually deleting the pay. I'll try this tomorrow. Will let you know how I go.

Kris_Williams

Start with the first one in July and then check report, I only had to delete one pay and they were all correct

Acctd4

This can often be the result of manually editing the leave balance in the employee's record.

Did the employee actually take any leave at this time ? Your screenshot shows 0.00 for leave hours taken but was that the case ? Also, add the Holiday Accrued column to that report so you can see what Holiday Leave each pay accrued.

Mary_7034598

Hi Shaz, No the employee didn't take any leave and the leave balance hasn't been manually edited. Holiday Accrued is shown in the right hand column of the screenshot.

Acctd4

Hi Mary

I've just re-read your posts. This appears to be a random thing that happens to some files but not others. I only ever set up leave to accrue hourly & have never encountered this in any of my files which leads me to believe this could be a factor.

How are you accruing Leave ... Every Hour or Every Pay ?

Mary_7034598

Thanks Shaz, I am accruing leave every hour.

Acctd4

In that case - as Kris suggested - I think your best option is to take a screenshot of each pay then delete & re-enter them 😬

Mary_7034598

I'm afraid I am still wrestling with this problem. Deleting and re-entering the pays did not change the available holiday leave on payslip or Leave Accrual Details report. The hours are correct on Leave Liability report but it does not show Hourly Rate or Holiday $ for this employee. It seems that when I open paycheck detail to process the pay, the leave available details are correct but when I continue and create the pay it does not show correctly.

I have checked everything against another employee and set up seems to be the same but error is only happening for one.

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Acctd4

Hi Mary

I was about to ask which Payslip template you're using & whether it reflects incorrectly on all the templates or just the custom one.

Looking at your screenshots, your Leave Accrual Details report may be incorrect due to the dates, as it's not set to reflect all dates here:

Try setting the Dates to All as the Employee record will always reflect the full available balance as at the end of the last pay period date.

Mary_7034598

Okay, have now tried that - no luck.

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Acctd4

Hmm ... Are you verifying the company file regularly ?

I'd recommend running the Verify Data, then running the Rebuild Data THREE times (for some reason , 3 rebuilds fixes a lot of issues!)

You'll find these options under the File dropdown menu > Utilities

Let us know how that goes.

Mary_7034598

Mm, I have now run Verify Data and the Rebuild Data three times. Still not fixed, grrrr! Tearing my hair out.

Fortunately the pay amount is correct but the employee needs to see available leave on the payslip and I need to report leave liability in $'s to the Directors (preferably without calculating manually).

It seems odd that the problem began from the start of this financial year with Accounts 2023 R1 and migration to STP2. Maybe just a coincidence.

Acctd4

Yes, it's frustrating as this issue appears to happen randomly - & only for some users - after upgrading. I haven't encountered it personally but which Payslip template are you using ? Can you check if the leave is reflecting incorrectly on ALL the Payslip templates or only one/some ?

Regarding the $ leave calcs ... Are any employees on a Salary ? For those who are, I recently discovered that the leave $ calculation on leave reports is directly linked to the Weekly Hours entered in the employee record so make sure this is correct! :

Mary_7034598

I don't know what you mean by checking all the payslip templates. I just use the standard Reckon payslip - the problem only occurs for one employee.

Employees are on hourly pay. Two employees were previously on salary but I changed them to hourly back in February when they switched to part-time. The problem did not start until July and only for one of them.

Acctd4

I'm a bit concerned that deleting & re-entering all the pays didn't resolve it as I believe this is usually successful 😨

If it's just one employee, it could be a significant corruption within that particular employee's data &/or a corruption that occurs with that record for a certain Payslip template integration.

The templates list contains the customisable Payslip template called "Reckon Standard Pay Slip" but there are also default ones, that you can select from when printing or emailing:

These have different, non-editable pre-set layouts as they're the built-in ones that the program comes with.

I'm just trying to eliminate the possible causes 😬

I believe Tech Support often advises creating a brand-new employee record (& making the old one Inactive) but personally, I'm not a fan of doing this because of possible STP integration issues so I would only recommend doing that as a very last resort, once you've tried absolutely everything else.

Mary_7034598

I checked the payslip templates. The one I use is Standard - One per page but the same error occurs on the other template options.

I am also very reluctant to create a new employee record.

Acctd4

Unfortunately, it sounds like it’s the specific, employee record that’s corrupted then 😔

Robyn Kelly (Partner)

This is a known issue and there is a knowledge base article on it:

https://help.reckon.com/article/6e1pbelnij-kba-5623-leave-amount-is-incorrect-in-the-payslips-although-it-is-correct-in-the-employee-s-record

Mary_7034598

Thanks Robyn, I'm a bit nervous but will follow this work-around when I have time and a clear head. 🤔