> ## Documentation Index
> Fetch the complete documentation index at: https://docs.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QRG Define Payee Opening Balances - Leave

## Purpose

The purpose of this quick reference guide is to step through the process of defining the Payee Opening
Balances. The intended audience for this document is Standard Users.

## Steps

### Create Payee Opening Balances - Leave

To create a Payee Opening Balance record:

1. Go to the **Payee** record.

   1. To identify a Payee record from an Employee record, enter the Employee name into the
      **Global Search** (see Figure 1).
   2. Select the **Employee** record from the suggestions provided.

   ![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-0-figure-1.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=1b2b8f3ff35cefad157eca20eec5d52c)

   3. Open the **Related** tab (see Figure 2).
   4. Identify the **Payee** related list.
   5. Select the **Payee** record.

   ![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-0-figure-2.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=8b3028565a9f4053abbc99d6c7b715bf)

2. Within the Payee record, click on the **More** button (see Figure 3).

3. Click on **Opening Balances** .

![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-1-figure-3.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=7e71105943de971e8d5236e15f294fbb)

4. In the Payee Opening Balances tab, click on the **New** button (see Figure 4).

![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-1-figure-4.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=05b8938d48865f25111fc5f7357ffce1)

5. To create a Leave Payee Opening Balance record, select the **Leave** record type (see Figure 5).
6. Click **Next.**

![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-2-figure-5.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=a5ce252a293e4dbbeaf02d73f4603b73)

7. Populate the following required fields to provide the base details of the Payee Opening Balance
   record: (see Figure 6)
   1. **Payee**
   2. **Employee**
   3. **Effective Date**
   4. **Status**
   5. **Leave Rule**
   6. **Payee Leave Rule**
   7. **Leave Balance Units**

> [!NOTE]
>
> **Important Notes**\
> *(Page 3)*
>
> The Status must be entered as Confirmed, which creates a Pay Batch Event and automatically
> populates the fields of Pay Batch Event and Pay Batch Event Processing Status upon saving this
> Record. Ensure that the Payee Opening Balance records are processed in a Pay Batch so that they
> are included in the Payee Aggregate Records.
>
> The correct Effective Date must be populated, otherwise, it can't be picked up in a Pay Batch to be
> included in the Leave Balance for an Employee.

8. Click on the **Save** button.

![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-3-figure-6.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=d177b2da6200b6130f87456463899ed3)

9. A new Payee Opening Balance Record has been created (see Figure 7).

![Screenshot from QRG Define Payee Opening Balances - Leave](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/data-set-up-and-creation/qrg-define-payee-opening-balances-leave/qrg-define-payee-opening-balances-leave-pdf-4-figure-7.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=b0bfc3c965e32cd297a523125f1f78f0)

> [!NOTE]
>
> **Important Notes**\
> *(Figure 7)*
>
> If you try to delete a Payee Opening Balance that has been included in a Pay Batch, you will receive
> an error message ‘ERROR: You cannot delete a Payee Opening Balance when it has been included in
> a Pay Batch.’

10. To modify an existing **Payee Opening Balance** record, open the required record and
    select the **Edit** button available on the top right side of the page. You can also
    double-click in any of the fields that need editing, or just click on the pencil icon ![Inline icon](https://docs.2cloudnine.com/images/icons/qrg-define-payee-opening-balances-leave-inline-4-1.png)
    that appears within fields when you move your cursor over the field.

11. When complete, click on the **Save** button.

## Field Descriptions

| Field Name | Description |
| - | - |
| **Effective Date** | Determines which Calendar Period the Payee Opening Balance record should be included in the Pay Batch processing based on the Payee’s Pay Schedule. |
| **Employee** | The related Employee record. |
| **Leave Balance** **Units** | These are the hours from the prior software system to be included for this Leave Rule Opening Balance record. |
| **Leave Rule** | The related Leave Rule. |
| **Pay Batch Event** | This is the associated Pay Batch Event created automatically by the system for inclusion in the Pay Batch creation process. |
| **Payee** | The related Payee record. |
| **Payee Leave Rule** | The related Payee Leave Rule for the Leave Balance Units to be applied to. |
| **Payee Opening** **Balance Name** | The automatically generated name given to the new Payee Opening Balance record upon saving the record. |
| **Payee Pay Batch** **Processed** | The Payee Pay Batch this Payee Opening Balance was processed in. |
| **Status** | Indicates at which point in the process this Payee Opening Balance is currently at. |

## Further Information

| Document | Document Type | Description |
| - | - | - |
| QRG Create a Payee record | Task Instructions | How to create a Payee Record |
| QRG Create a Pay Batch | Task Instructions | How to create a Pay Batch |