CLOSE LEAVE YEAR
Use this screen to close the last leave period of the current leave year and open the first leave period of the next leave year for the selected leave cycle. Costpoint allows only one leave period per leave cycle to be open at any time. You must close one leave period before any activity for the next period can take place. You will also update the Manage Leave Beginning Balances table in the Employee module with beginning leave balances for the next leave year.
You can close the leave year only when you close the last leave period of the current leave year and the next leave year has been added to the Leave Periods table.
Location
Close a Leave Year
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Use this group box to select a leave cycle
Leave Cycle
Option
This field displays the option One. This indicates that can only select one leave cycle at a time.
Start
Enter, or click 
to select, the leave cycle you want to close. The description of the selected leave cycle displays in the unlabeled field to the right.
Include Inactive Employees
Select this check box to include inactive employees. If the check box is cleared (not selected), Costpoint does not bring leave records for inactive employees forward to the new leave year.
Leave Period Data
Data displays in this group box automatically after you select the Leave Cycle. The fields in this group box display the leave period that is closed for the current year and the leave period that is opened for the next leave year.
Current
Start Date
This field displays the current open leave period start date that is closed when you run this screen.
End Date
This field displays the current open leave period end date that is closed when you run this screen.
Leave Year
This field displays the year for the current open leave period that is closed when you run this screen.
Next
Start Date
This field displays the leave period start date that is opened when you run this screen.
End Date
This field displays the leave period end date that is opened when you run this screen.
Leave Year
This field displays the year for the leave period that will be opened when you run this screen.
Sort
Use this group box control the sort of the Close Leave Year report.
1st Sort
From the drop-down list, select the primary field to be used for sorting the Close Leave Year report. Valid options are:
Print/Close
You can click 
on the action menu when you first enter the screen. If you do, you receive a message box asking if you really intend to close. If you click OK, the journal report prints with the closing process following immediately. Selecting this option closes the last leave period of the current leave year. The Leave Period table reflects the closing by changing the Y in the Open column to N.
There are three edits in the closing process. Two hard edits prevent the leave year from being closed. The first occurs if there are current leave period transactions in the Leave Journal that were not posted to the General Ledger, and the second occurs if the open leave period is not the last leave period of the current leave year. A soft edit occurs if there are no records in the Leave History for the current period.
Close Year
When you first enter this screen, 
on the action menu is shaded. If you click this button after printing the journal report as part of this session ( becomes available after printing), you receive a message box asking if you really intend to close. If you answer OK, the closing process proceeds. Clicking this button closes the last leave period of the current leave year. The Leave Period table reflects the closing by changing the Y in the Open column to N.
When you click 
on the action menu, the closing process does not take place. After printing the report, you are still in the application. You can then click , and the process proceeds.
When you change any of the print options or selection criteria after having printed the report, is shaded. You must print the report again before the closing process can occur. If you click after changing a parameter, the report prints automatically as part of the closing process.