In FocalPoint all absence requests require that a Holiday Year Start Date and Holiday Year End Date has been set.
It is also possible to specify how many days absence entitlement a user is allowed to carry over into the next holiday year. This can be set as either a Global setting for All Users, or Per User setting; which requires the configuration of each user individually (each with their own Holiday Year Start Date / Holiday Year End Date / Holiday Carried Forward Cut Off Date and Holiday Carry Forward Days Limit)
To access the Absence Options settings:
Open FocalPoint Administrator.
Click System Options.
Click Time Recording.
Click Absence Options.
On the Absence tab, it is possible to set the Company Working Profile which is a global working profile as a default for all users.
Holiday Details is where the Holiday Year End Type is set, either Global or Per User.
If the Holiday Year End type is set to "Per User", the year end date and carry forward fields will be moved to the absence tab of the member records where they will have to be set for each individual member.
When the Holiday Year End Process is run, the system will prompt for a month and year for which it is to run the holiday year end. Only users with a holiday year end date that falls in the month and year selected will have the holiday year updated.
Holiday Details is where the Holiday Year Start Date, Holiday Year End Date, Holiday Carried Forward Cut Off Date and Holiday Carry Forward Days Limit are set
Along with other options which can be configured to enable the Holiday Lieu Days Facility, Use Hourly Allowance For Holidays, a user has to be given a This Year Holiday Allowance in order to start requesting absences in the current holiday year. This is set on the member record individually, to do this:
Open FocalPoint Administrator.
Click System Control.
Click Security Profiles.
Select a Security Profile.
Click Members.
From the list on the left hand side, select a User Record.
Click the Absence tab.
When browsing to a user record in FocalPoint, in order to set their Holiday Allowance for the current year (and next year); there is a field called Holiday Allowance Carry Forward.
This field is enabled for user input, which allows an administrator to specify how many days allowance was carried over from the previous holiday year where it is not possible to run the holiday year end process (which could be a new user in the database who has carried over allowance from a previous holiday year, but was not on the system in the previous holiday year).
Otherwise this field is left blank and will be updated by the system when the Holiday Year End process has been ran. The figure which gets updated on the Holiday Allowance Carry Forward is the remainder of the specific user's Holiday Allowance for the current Year, up to the Carry Forward Days Limit as setup on the Absence Options Global settings.
For example;
If a User was given a This Year Holiday Allowance of 22 Days and the Absence Options Global settings specified a Holiday Carry Forward Days Limit of 5 ,also with a Next Year Holiday Allowance of 25.
The User had already booked 15 Days of Absences in the current Holiday Year; their remaining allowance for the year would be 7.
They can only carry over a maximum of 5 days. So on processing the Holiday Year End, their Next Year Holiday Allowance (25) becomes their new This Year Holiday Allowance, and the Holiday Allowance Carry Forward then becomes 5.
The user then proceeds to book their first Absence for the new Holiday Year. Their allowance for the new year would therefore be a combined This Year Holiday Allowance (25) + Holiday Allowance Carry Forward (5). Therefore given the User a total of 30 Days Absence entitlement for the new holiday year.