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On import the system will now interrogate the data to see if a Pay Code of type Leave has been included and if true, if the Pay Code has been configured with an Absence Type.
Where this is the case, the logic will check to see if the item (based on the Default Start Time set on the Pay Code and Quantity), will clash with any existing Leave Requests or other Absence/Additional Items linked to Absence Types in the import data. Where there are no clashes, the item will be accepted, and on import the item will display as expected in the Additional Items section. On Approve, this will trigger the generation of a Leave Request which will ensure the item is paid as leave as per the Leave Type rules linked to the Absence Type.
Where there are clashes with leave items, the timesheet data for that week ending date will be rejected and the exception report will display an error message “An Absence Item in the import file has date(s) / time(s) that conflict with an approved Leave Request or another leave item. Either cancel the request or remove the item from the import.”
In addition to this change, to support the new warning added to Timesheets (New Soft Warning on Additional Items and Absence Item clashes), if within the import data there is a clash between an Absence Item and an Additional Item (where the Additional Item is not a Pay Code linked to an Absence Type as such treated as Leave), the system will allow the import, however a warning message will be written to the exception report to advise of the clash: “Warning an Additional Item overlaps with an existing leave request.” An example of this would be where an Absence Item is for the same date as the Additional Item - the data is still allowed as there may be cases where a Candidate has leave for a portion of the day, and they work a shift after the leave has occurred. If this was imported in error, the timesheet can be rejected, and the clashing item removed.
Where an Adjustment Timesheet is imported, the same validations occur to ensure that any changes to existing Additional Item leave or new Additional Item leave items do not clash with other leave items on the Timesheet or Leave Requests.
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