Form Accumulations

This guide explains how to calculate, edit and create bookkeeping vouchers for holiday accruals in Netvisor. The instructions explain how to update holiday accrual information from payslips, how to correct them manually, and how to preview the accrual voucher and create it for bookkeeping.

CONTENT

• Holiday accruals -view features
• Calculate holiday accruals
• Editing holiday accruals
• Show accrual change need
• Voucher creation and preview
• Frequently asked questions

In the Holiday accruals -function, new holiday accruals are calculated. In this function, you can also create the holiday pay accrual voucher for bookkeeping. Accrual euros are calculated and accrued according to the earning month. The program considers accrual euros based on the last day of the pay period of the accrual month being processed. In other words, holiday accruals are formed for the month in which the last day of the processed pay period falls. In the Holiday accruals -function, you can check and edit the employee's holiday accruals monthly, and the accrual euros to be accrued can be freely edited. Changes affect the "Holiday pay debt" -function, where you can check the changes and their impact. Holiday accruals can be edited for any month, regardless of whether the bookkeeping voucher for holiday pay accrual has already been created or not. If the user edits the figures for a month for which a voucher has already been created, this will be notified before saving the changes.

Holiday accruals -view features

Pay > Holidays > Holiday management > Holiday accruals

The page opens by default to the previous month. Manage the view as follows:

1. Limit the information with search and filter criteria (by holiday credit year, calendar year, by month or for the whole year).
2. Hide or show columns from the "Show columns" dropdown menu.
3. Select employees from the Employees dropdown menu or filter by status (employment valid at the selected moment, employment ended and still values, and employment ended and no values).
4. Select the desired salary model from the Salary models dropdown menu.
5. Select the desired holiday calculation method from the Holiday calculation methods dropdown menu.
6. Note that when you select the whole year, the "Create voucher" and "Calculate holiday accruals" buttons are greyed out. Select a specific month in order to run the calculation or create a voucher.
7. Update the view by clicking the "Update view" button after setting the filters.

Column descriptions:

• Employment status: Shows the status for the selected period. You can see the start date by hovering the mouse over the status.
• Employment condition: Shows the condition (35 hours, 14 days or no condition).
• Workdays or hours: Indicates whether the condition has been met. Click the column to check the basis for the accrued holiday days.
• Holiday calculation method: Shows the employee's holiday calculation methods.
• Accrued holiday days: Shows the monthly accrual according to the accrual rules.
• Payslips: Shows the payslips paid in the payroll process whose pay period end date falls in the selected month.

Calculate holiday accruals

Pay > Holidays > Holiday management > Holiday accruals > Calculate holiday accruals

1. Select "Calculate holiday accruals" from the top right corner of the page.
2. The program updates the holiday pay accruals from the payslip information (rows “Holiday pay accrual” and “Holiday bonus accrual” on the payroll accountant's view).

Note! If a filter has been applied to the view for specific employees or salary models, the program calculates the holiday accrual values for all employees who have a payslip and corresponding accrual rows.

Editing holiday accruals

Pay > Holidays > Holiday management > Holiday accruals > select employee

1. Click the employee's row to open the accrued euros and days.
2. Enter or edit accrued holiday days, holiday pay or holiday bonus.
3. Note the blue i-info icon that appears on the right edge of the column, indicating manual changes.
4. Save the changes.

Note the warnings: If you click "Calculate holiday accruals" after editing, the program warns that manual changes will be overridden: "NOTE! Accrual information has been manually edited. Calculating holiday accruals will replace these given values."

If you edit a month for which a voucher has already been created, the program notifies this before saving with the warning "Editing accruals after voucher creation".

Show accrual change need

Pay > Holidays > Holiday management > Holiday accruals > Show accrual change need

1. Check the details of the proposed accrual change from the "Show accrual change need" button.
2. Accept and save the changes if needed. Saved changes are shown in their own columns.
3. View accrual changes from the info icon on the left side of the "Holiday pay" or "Holiday bonus" columns.

Note! The suggested accrual change does not have to be saved.

More details about accrual changes are explained in their own help guide: Accrual changes

The information of a saved and accepted accrual change need is visible as a white info icon on the left side of the accrued "Holiday pay" and/or "Holiday bonus" columns. Hovering the mouse over the info icon shows what accrual changes affect the accrual voucher information for that month if the program's suggested accrual change need is saved.

If an accrual is edited that has been subject to accrual changes, the accrual change is replaced by the value entered by the user. In this case, the total balance will be visible in the Holiday accruals -view.

Example. In the image below, the accrued holiday pay in August is €200.00, and an accrual change proposal has been accepted for the employee, which increases the accrued amount by €150.00. The accrual change affects April, May, and June 2022 according to the white info icons. Their total sum is €400.00, which is recorded in the August holiday pay debt in bookkeeping.

Voucher creation and preview

Pay > Holidays > Holiday management > Holiday accruals > Create voucher

Note! Voucher creation is not possible until holiday accruals have been calculated, which is notified in the voucher creation view.

1. Make sure that holiday accruals have been calculated before creating the voucher.
2. Select "Create voucher" from the bottom right corner of the page.
3. Check the holiday pay debt and employer's contribution summary in the voucher preview.
4. Open employee-specific details if needed by clicking the row.
5. Click "Create holiday accrual voucher" to create the voucher for bookkeeping.
6. Check the number of the created voucher from the bottom right corner of the page.
7. Use the "Preview" tab to check cost objects.

Note! If a filter has been applied to the holiday accruals view for specific employees or salary models, the program creates the holiday accrual voucher values for all employees for whom accruals have been calculated or saved.

You can invalidate the created voucher by clicking "Invalidate voucher" and confirming the selection by clicking "Invalidate".

Note! The values saved in the "Holiday accrual voucher information" -view do not change even if settings affecting employer's contribution accruals are changed. The employer's contribution in holiday accruals shows the insurance percentages and calculation basis in the settlement point settings at the time of holiday accrual calculation. Changes in settlement point settings, such as insurance percentages or the payroll settings option “Reduce employee's share from settlement point's holiday debt” do not affect already created vouchers or the holiday accrual voucher information -view.

Frequently asked questions

Where can I see the created holiday pay accruals?

Holiday pay accruals calculated monthly and possibly created to bookkeeping with a holiday accrual voucher are visible on the Holiday accruals tab. (Pay > Holidays > Holiday management > Holiday accruals) The view can be filtered, for example, by holiday year, by month, by salary model and by employee. The view shows, per employee and per month according to the selected time range, the accrued euros, accepted accrual changes and accrual voucher information.

Why are paid holiday pays not visible in Holiday management?
Paid holiday days and holiday pays, as well as holiday compensations, are visible in the Taken and paid -view according to the month of the pay period end date. You can check the information on the payslip "Additional information" tab, which you can open from the "Payslips" column on the Holiday accruals page.

Where can I correct taken and paid holiday days or euros?
Edit this information in the Pay > Holidays > Taken and Paid function. More detailed instructions: Taken and Paid.

Posting of releasing paid holiday pay debt employer's contribution?
When holidays have been paid, the releasing of paid holiday pay employer's contribution is shown at the end of the holiday pay accrual voucher as Releasing paid holiday employer's contribution. The employer's contribution of paid holiday pay is released on the holiday pay accrual voucher from the bookkeeping account defined in the salary model's holiday settings. The counter account used is the bookkeeping accounts set for insurance settlement points, which are also used on the employer's contribution accrual voucher. You can manually edit the postings after the voucher has been created.

Extra holiday days have been agreed for the employee. How can I make the holiday days visible on the payslip and in Holiday management?
If you want to add agreed holiday days for the employee to be taken, the holiday days can be added on the Holiday accruals tab for the desired holiday year. Please check the settings of the Holiday management filter tool before saving, so that holiday days saved for a holiday year or accrual month outside the employment are considered on the payslip and Holiday management views. See the instructions: Holiday accruals and Holiday management views.

Why is the cost object missing from the holiday accrual voucher, even though the employee's payslip has an allocation curve?
For the allocation curve function and cost object formation on the holiday accrual voucher, it is required that the payslip has a value from calculatory (salary in money and gross pay) salary types. If the employee is, for example, a monthly salaried employee with a full month unpaid absence, meaning the calculatory values on the payslip are €0.00, the program does not consider it, for example, on the holiday accrual voucher, as there are no values/euros from calculatory salary types (salary in money, gross pay) on the payslip from which the program could calculate a cost object-based distribution. In this case, the cost object must be manually added to the formed holiday accrual voucher.

Why is the employer's contribution accrual percentage different on the holiday accrual voucher than in the settlement point settings?
This may be due to the payroll setting "Reduce employee's share from holiday pay accrual employer's contribution", which affects how the share is calculated on the voucher.

How can I edit the number of holiday days visible on the payslip?
Correct the accrued days on the Pay > Holidays > Holiday management > Holiday accruals tab. If you want to correct taken or paid days, do this on the Taken and paid tab. The changes affect the "Available holiday days" and "New holiday days accrual" values on the payslip.

Keywords: holiday accruals, holiday accrual, holiday pay debt, bookkeeping voucher, holiday calculation, accrual change, holiday management

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