How to Enter Leave Balances

Here is a short guide on how to manually enter your leave balances from your old payroll system into Crystal Payroll.

Head to "Employee Settings", and then "Employee Details".

Select the first employee from the left-hand side, and then open "Entitlement Given" under "Other Details". If the employee is permanent, and has been employed for more than one year, then select "Add".

The "Date" should automatically be set as the employee's last annual leave anniversary. Change the "Reason" from "Entitlement Annual Renew" over to "History Transfer on Anniversary". Select "Save".

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If the employee is eligible for Sick Leave, and has been employed for more than six months, select "Sick Leave". Select "Add". The "Date" should automatically be set as the employee's last sick leave anniversary. Change the "Reason" from "Entitlement Annual Renew" to "History Transfer on Anniversary". If the employee has any remaining Sick Leave, enter the number of "Days" they have owing. You can ignore the "Hours" field or delete the hours generated there. Select "Save".

If the employee has any Alternative Leave days owing, select "Alternative Leave". Select "Add". Set the "Date" as the day before the first pay period this employee will be paid for in this Crystal Payroll account. Enter the "Days" and the "Hours" if applicable. The "Hours" field is optional, but you must enter the "Days". Enter a "Description" with a statement along the lines of "History Transfer". Select "Save".

You should do this for each employee.

Please note: You can quickly change to the next employee by changing the dropdown menu along the top of the menu.

It is a good idea to now enter the employees' pay history. However, this is not for everyone. This is also not possible if you have transferred an employee to an already existing, up-and-running Crystal Payroll account with pay periods already having been completed. The data entry for inputting pay history can be tedious, as you will need to enter the history line by line for each employee's pay, however this should ideally always be done as it will allow the system to accurately work out the employees' leave pay rates and estimate their accrued annual leave.

Click here to skip this step.

You can enter the pay history by navigating from home, over to "Company Settings", and then "Payroll Settings". Open "Advanced Settings". Under "Other Settings", select "Input History". From here, you can select the Pay Period on the left-hand side, and select the employee to enter their pay for this period. If you want to fast-track this part, then only enter the Gross Ordinary and Conditional Income, and the Hours for the pay period.

Please note: You cannot enter all of their history into the first line. The system will end up overcalculating their annual leave pay rate, and their annual leave will become an increased liability than what it should be. This is because the system will not know what income to exclude from the full-amount for the leave pay rate calculation each pay period, as it is not split into each period.

Navigate over to "Report Centre", "Accounting Analysis", and then "Holiday / Leave Liability". Set the "Date" as the day before the first pay period that will be processed in Crystal Payroll. View the report. You need this report to see how much annual leave each employee has accrued in Crystal Payroll, versus what they have accrued in your previous system.

There are two ways you can match the leave balances.

  • If you want to match the employees' annual leave balances based on their hours, you can simply work out the difference between the hours from the old system and the new system.

  • If you want to match the employees' annual leave balances based on their value, work out the difference between the dollar values, and divide it by their pay rate. This is the number of hours that need to be adjusted.

    • Navigate back over to "Employee Settings", and then "Employee Details". Select the first employee from the left-hand side and then open "Entitlement Given" under "Other Details". We can now enter the accrued annual leave balance, and the due annual leave balance.

    Select "Annual Leave" from the "Employee Leave Entitlement Given" menu if it is not already selected.

    Set the "Date" as the day before the first pay period that this employee will be paid for in Crystal Payroll. If you want to enter the employees' due annual leave, set the "Reason" as "Special Adjustment". If you want to enter the employee's accrued annual leave, set the "Reason" as "Special Adjustment for Accrued A/L". Enter the number of "Hours" you would like to enter. Enter a "Description" with a statement along the lines of "History Transfer". Select "Save".

    If you are unsure of what their accrued annual leave would be, but you have a dollar value, you can divide this dollar value by their pay rate to work out their accrued annual leave hours. If you do not have a dollar value either, contact our support team for help.

    If an employee has been employed for more than one year, you should have three lines entered here, unless they used up all of their due annual leave. If an employee has been employed for less than a year, you should have only one line entered for the accrued annual leave, or two lines if they have used annual leave in advance and you needed to enter their negative due annual leave balance.