Part 1. How to Credit, Debit & Encash Leave Balances
The Adjustment feature in the Leave module allows you to easily manage your staff’s leave balances by performing credit (add), debit (deduct), or leave encashment actions.
Credit is commonly used to add an extra day when a Public Holiday falls on a weekend or when an employee works on a Public Holiday.
Debit is used to deduct leave, for example, to correct an error or adjust for unpaid leave.
Leave encashment allows you to convert unused leave into cash for the employee.
1.1. Credit / Deduct Leave
Step 1: Click on .
Step 2: Click on .
Step 3: Click on This should bring you to the
page.
Step 4: Select leave type you wish to add / deduct at.
Step 5: Set the number of days you wish to credit /debit in the field at.
Step 6: The effective date will always be set to the current date and the expiry date to the end of year. This means the credited leave can be used by the staff before the set expiry date.
Step 7: On please make sure it is set to Credit or Debit accordingly.
Step 8: (Recommended) Enter a remark about why you did the adjustment. This will help to remind you why you are crediting the leave type/days to the staff. Any remark input here can also be seen by the staff on their end.
Step 9: Select the employee/s you wish to do an adjustment for.
Step 10: Click on .
Step 11: Once done, you should see this message prompting you to confirm the adjustment.
Step 12: Click on .
Step 13: Once the leave has been adjusted, the following message will appear.
When you click on Close, you will be taken to the View Adjustment History page to check the last adjustment you processed.
Under the Actions column, you can edit or delete the adjustment.
- Edit - click on the pencil icon to edit the Number of Days, Effective Date or Expiry Date. Then click on the green to Save it.
Note: The employee name and leave type cannot be edited.
- Delete - click on the trash bin icon if you need to delete the adjustment, especially if you have inadvertently submitted to the wrong employee or have selected the incorrect leave type.
1.2. Encash Leave
Justlogin Leave allows you to do leave encashment. Once the leave encashment has been submitted, the data will then be transferred to Payroll, which you can process to be included with the employee's payrun.
The steps are:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on .
Step 4: Change .
Step 5: Select leave you wish to add to at .
Step 6: Select the year of adjustment at .
Step 7: Set the number of days you wish to adjust at .
Step 8: (Recommended) Enter a remark why you did the adjustment at.
Step 9: Select the employees you wish to adjust the leave at.
Step 10: Click on .
Step 11: Once done, you should see this message prompting you to confirm the adjustment.
Step 12: Click on .
Step 13: Once the leave has been adjusted, the following message will appear.
Once you have done this, kindly refer to the below guide on how to process the encashment in payroll.
Part 2. Expiry Dates for Leave Adjustments
Leave reports display credited adjustments and indicate whether they are active or expired, which affects the employee’s leave balance.
Example
Let’s say you’ve added 1 day of Annual Leave as an adjustment for an employee. The adjustment is effective from 01 Sep and expires on 09 Sep.
When the Admin generates a leave report, it will reflect in 2 columns:
D1 (Total): The total number of adjusted leave days, including those that have already expired.
D2 (Expired): The portion of those days that have expired and are no longer usable.
To ensure the system calculates the correct active adjustment balance, it uses the following formula:
D = D1 – D2,
where D represents the total active leave adjustments.
Part 3. Managing Adjusted Leave Records (Edit & Delete)
3.1. How to delete Leave adjustments
If you need to remove a leave adjustment:
Step 1: Go to View Adjustment History
Step 2: Click the delete icon next to the adjustment edit button.
Step 3: A confirmation prompt will appear.
The adjustment status will update to "Deleted" and will no longer affect the leave balance.
3.2. How to Edit Leave Adjusted
To update the number of days, effective date, or expiry date of an adjustment:
Step 1: Click the pencil icon to open the editable fields.
Step 2: Make the necessary changes. The number of days and effective and expiry date fields will be enabled for editing:
Step 3: Click the save icon to apply the updates.
Step 4: The status will remain as "Active" if successfully saved.
Note: All leave adjustment types can be edited except for Leave Brought Forward.
For Leave Brought Forward adjustments, edits are not allowed after the expiry date.