You can view leave ledger balances for employees in the Leave Ledger Balances HD view. In addition to the typical Filters and Lookup fields you find on an HD view, this HD view includes Begin and End date filters so that you can see beginning and ending balances for a particular date range. The status bar shows total beginning balance, total accrual, total usage, total ending balance, and total ending valuation for the selected leave ledger balances.
In the Navigation pane, highlight the Payroll/Human Resources > Leave Plans > Leave Balances folder.
Start the report set-up wizard.
To report on all or a filtered subset of leave ledger balances:
Right-click the Leave Balances folder and select Select and Report > Leave Ledger Balances Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected leave ledger balances:
In the HD view, select the leave ledger balances to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click and select Leave Ledger Balances Listing from the drop-down menu.
Select the Options tab.
In the Range section, enter the range of dates for which to include leave ledger balances on the report.
To group leave balance records by attribute value, mark the Group by Attribute checkbox and select the attribute to group by.
If you marked the Group by Attribute checkbox and specified an attribute and you want to start a new page for each change in the attribute value, mark the New Page for Each Attribute checkbox.
Mark the checkbox(es) for the additional information to include:
Detail
Valuation
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.
Data extensions
The following data extensions are available for the report:
The Employee Seniority & Leave Ledger Balances Report shows beginning and ending balances, accrual, and usage for the ledger-employee combinations in your selection over a specified time period.
Content
When run in detail mode, for each ledger on the report, the report shows:
ledger name
employee name
last accrual date
beginning balance
accrual amount
usage amount
ending balance.
The following totals appear on the report:
grand totals (leave entries, beginning balance, accrual, usage, ending balance)
Print the report
In the Navigation pane, highlight the Payroll/Human Resources > Leave Plans > Leave Balances folder.
Start the report set-up wizard.
To report on all or a filtered subset of ledger balances:
Right-click the Leave Balances folder and select Select and Report > Employee Seniority & Leave Ledger Balances from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected ledger balances:
In the HD view, select the ledger balances to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click and select Employee Seniority & Leave Ledger Balances from the drop-down menu.
Select the Options tab.
In the Begin Date and End Date fields, enter the range of dates for which to report ledger balances.
Mark the Include Detail checkbox if you want the report to show the detail records included in your selection. Otherwise, the report shows grand totals only for beginning balance, accrual, usage, and ending balance.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
To start a new page for each change in one of the sorting options you specified, select the sorting option to break on from the Page Break Level drop-down list. If you do not want to insert page breaks, accept "(none)".
To subtotal based on one of the sorting options you specified, select the sorting option to subtotal on from the Subtotal Through Level drop-down list. If you do not want to show subtotals, accept "(none)".
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.
Data extensions
The following data extensions are available for the report:
Employees
Leave ledgers
Leave ledger balances security
Common accesses available on leave ledger balances
Access
A user with this access can...
Data
Have read-only access to leave ledger balances from anywhere in the software (e.g., field validations, filters, date expressions).
Report
Run reports with leave ledger balance information.
Report Designs
Create and edit report designs with leave ledger balance information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit saved answers related to leave ledger balances.
Shared Filters
Create and edit shared filters on leave ledger balances.
Visible
View the Leave Balances folder in the Navigation pane.
Special accesses available on leave ledger balances
Access
A user with this access can...
Valuation
Access the Valuation column for leave balances.
Leave ledger balances filters
The following built-in filters are available for leave ledger balances:
Filter Name
Effect
? Employee Code
Prompts for an employee code and lists leave ledger balances for employees with an employee code that contains the specified search string.
? Employee Name
Prompts for an employee name and lists leave ledger balances for employees with a name that contains the specified search string.
? Ledger
Prompts for a leave ledger and lists leave ledger balances that are associated with a ledger code that contains the specified search string.
Current Employees
Lists leave ledger balances for current employees.
Has Balance or Activity
Lists leave ledger balances for employees with a leave ledger balance or leave ledger activity.
Negative Balance
Lists leave ledger balances that are less than zero.
Terminated Employees
Lists leave ledger balances for terminated employees.
Leave Ledger Balances Listing
and select Leave Ledger Balances Listing from the drop-down menu.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
to move your selection(s) to the Assigned Sort Options list box.
and 
to arrange the sort fields in the order you want them applied.