Leave Request

Workbook – General – Leave Request

A SapphireOne Leave Request will be typically made by an employee and will have a workflow event that will trigger various approval processes, ultimately being finalised by Payroll/HR on the payslip where the employee has taken the leave. Leave Requests are normally for annual leave but they can also be performed for other types of leave such as Carer and Personal Leave, Long service leave, etc.

Each organisation or company will have different policies on an employee Leave Request. In some cases there will be a requirement for the employee to give a certain amount of advance notice. There may also be certain times of the year where employees are unable to request leave. As part of the leave request process managers or HR department will confirm that the duties of the person making the leave request is covered by one of their colleagues.

Leave Requests can also be compulsory in some organisations. In the northern hemisphere a lot of organisations will have a shut down for the month of August where employees leave request will be automatically processed for that shutdown period. A similar process happens in southern hemisphere countries where late December/January is another compulsory shut down period where leave requests are part of the employment contract.

Annual Paid Leave is often compulsory in most countries where a minimum amount of paid leave is granted to the employee per annum.

Leave requests will normally be made by employees without access to Payroll so this function has been placed here on the General drop down menu in Workbook and is also accessible from the Data Entry Pallet on the main toolbar.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 

For privacy reasons, there will be no other details of the employee’s payroll details displayed here. Even then once the employee enters their ID the only details available to them is as seen in these screenshots. 

This is a simple form with a minimum amount of data to be entered. 

  • When the employee enters, their Employee ID the Leave area will be populated with leave taken for the employee as seen in the screenshot above. 
  • Starting from the left the employee may use the pop up calendars to enter Dates From 19/06/15 and Date To 03/07/15 for their requested leave. 
  • For the Type of leave they are able select from a drop down menu. (H for Holiday) 
  • Then enter in a Reason for the leave. (Holiday). 
  • The Amount entered will depend on how their pay is setup so they will have to check with the Payroll Officer to find out how to enter in the Amount. This could be Hours, Days or Weeks. Employees are advised to check with their Payroll Officer before filling out the form. 
  • Finally select the button to write the requested leave into the Leave area and close the leave request form down. 

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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