Run leave accrual and year-end

Leave is credited by the accrual run and the year is closed by year-end processing. Both show a preview first, so you can check every number before anything changes.

Before you start

• You need manage access to leave.
• Review your leave types and their accrual settings — see Leave policy rules explained.

Run the accrual

The accrual run:

• creates any missing balance rows (new joiners, new leave types, a new year);
• credits each type's quota for every period due by the date — yearly, half-yearly, quarterly or monthly — pro-rated for joiners and capped at the max balance;
• lapses carried-forward days past their expiry and comp-offs past their validity.

1. Go to Leave → Leave Balances and open the Accrual & year-end tab ( open Accrual & year-end).
2. In Accrual run / initialise year, set As of (usually today).
3. Click Preview. The Accrual preview lists each employee, leave type, what will happen and the days.
4. Click Run accrual and confirm.

It is safe to run at any time — periods already credited are skipped. Run it whenever credits are due: at the start of each period (for example monthly), after adding new joiners and after creating a new leave type.

Close a leave year

Year-end processing, for each balance:

• carries forward unused days up to the policy cap (with expiry) into next year's opening balance;
• encashes the rest up to the cap — added to January payroll as a pending adjustment;
• lapses what is left. Negative balances are brought forward as a negative opening (or recovered from salary if the policy says so).

1. On the Accrual & year-end tab, find Year-end processing.
2. Choose Close year (for example 2026 → 2027).
3. Click Preview. Check the Closing, Carry fwd, Encash and Amount columns.
4. Type the year in Type … to confirm.
5. Click Run year-end ….

Year-end can only be run once per year. Recent runs at the bottom of the tab lists what was run and when.