[PR] Leave Accrual or Usage is doubled

When using the PR Auto Accrual/Usage process it is possible to double up the amount of leave taken (usage) or accrued (rate based leave code) by running the Auto Leave Accrual/Usage more than once for a particular Pay Period.

We recommend you always have the  "Delete any existing accruals posted with this Leave Code and Date" box checked when running this form as it will prevent this scenario from happening for Fixed Accruals.

Vista will create new entries for the same pay period each time this form is ran without error or warnings.

If amounts have doubled it is still possible to have the system correct itself using the PR Auto Leave Accrual/Usage process.

Situation 1 - duplicate entries are in the same batch month:

• Create a new batch for the payroll date in question using the same batch month as the duplicated transactions. 

NOTE: If you're not sure what month they were posted in run the PR Employee Leave History Detail report.

•  Fill in the PR Group and Beginning and Ending PR Ending Dates

• Previous Leave Entries to these Pay Periods will be replaced

• Click update

• Validate and post the batch

Note: You can view the batch prior to posting it in PR Leave Entry, and should see the two previous entries marked for deletion and the new entries just created.
 

Situation 2- duplicated leave entries are in a different batch months:

For the month you need to remove

• Fill in the PR Group and Beginning and Ending PR Ending Dates
• Create a new batch for the payroll date in question using the same batch month as the duplicated transactions. 

• Previous Leave Entries to these Pay Periods will be replaced

• Click update then close the PR Auto Leave Accrual/Usage form

• Open PR Leave Entry form  find the batch you just created in the last step and remove/delete all the new entries using the red X or the "delete" key on your keyboard, then post the batch with just the deleting entries left in the batch

Situation 3 - If the user running the Auto Leave Accrual and Usage process has not run the Update/Validate and Post and gets interrupted, it is very possible that they will start over and in doing so, add more transactions for the exact same period to the previously created but not posted batch.  If this occurs, the user will end up with duplicate transactions and will have to either manually delete them or rerun the process.