Approved leave was not updated in Clocking Transactions

Approved leave was not updated in Clocking Transactions

Symptoms:
The record is marked as FCICO instead of “On Leave” in Clocking Transactions 

Possible cause(s):
Staff may have accidentally performed clocking on “On Leave” day, or performed incomplete clocking (clock in but not clock out, and vice versa). 

If the attendance record is not “Paid” yet, any amendment (new leave, leave cancellation, etc.) in the leave module will trigger the auto re-computation on the related attendance record. The re-computation is not done immediately, as the system needs to wait for the backend task to process it (merge leave record from Leave module with time attendance record). This backend task will trigger every 20 mins.

Example 1:
Staff applied for a leave and is approved after the employee has clocked his attendance (in and out). The attendance transaction will show the employee is not on leave. When the manager approves the staff's leave, the backend task will reprocess the attendance transaction (to include the leave in it). This backend task will trigger every 20 mins.
 
Example 2:
Staff applied for a leave and is approved before the employee has clocked his attendance. The attendance transaction will show the employee is on leave and the manager authorized the clocking transaction. If the staff cancel the leave and the manager approves the leave cancellation, the backend task will reprocess the attendance transaction and the system will set the attendance transaction's status back to "Pending Authorisation". This backend task will trigger every 20 mins.
 
Case 1:
- Staff A has applied for a leave and approved "after" the day of clocking. (AM: 0.5 day Staff Movement leave, PM: 0.5 day MC leave)
- the leave was not detected by the backend task as it was approved after clocking in is done.
- Issue occurs when the staff clock in and not clock out, which cause the system to ignore the leave (system doesn't know the staff is either on leave or working; on call etc., hence need manager to authorise manually)
 
Case 2:
- Staff B has applied for a leave and approved "before" the day of clocking. (AM: On Duty, PM: 0.5 day MC leave)
- system captured he has 0.5PM leave during the clocking day
- Issue occurs when the staff clock in and not clock out, which cause the system to ignore the leave (system doesn't know the staff is either on leave or working; on call etc., hence need manager to authorise manually)

Suggested workaround/ solution(s):
  1. The issue (leave is not reflected in attendance record) happened because:
    1. The staff clock in during on leave.
    2. The staff has incomplete clocking (clock in, but not clock out).
  2. When a clocking record exists (either complete or incomplete), the system will ignore the leave even when the leave is already being approved in the system.
  3. In order for the leave data to be reflected in the Time Attendance, the staff's manager or admin needs to remove the Clock In or Clock Out data.
    1. go to Time Attendance > Employee Attendance > Clocking Transaction.
    2. Select the affected clocking transaction. Click “Edit Transaction Record” checkbox.
    3. Remove the Clock In and Clock Out data.
    4. Write a comment for the changes and click "Save" button.
Administrator may also use the "Incomplete Clocking" filter at Clocking Transaction to find the staff with incomplete clocking.