Setup your own vacation left balance report

To build your own vacation left balance report you only need to use the dedicated API URL: employees/history/vacation

https://registrations.api.bitabiz.com/pbi/INSERT_API_KEY_HERE/employees/history/vacation

This URL will out-of-the-box provide all the data needed to setup the report in Excel or PowerBI without the need of programming or make custom calculations.

Add the URL including your unique API-Key to your Excel or PowerBI to get the entire data set updated.

The api URL include the following data:

API ID

Unit or Type

Decription

Comments

guid

Unique employee identification, with this id
several API URLs can be joined.

name

Text

First name and last name.

history.vacation.yearStart

Date

Startdate when the vacation period starts.

Can be used for e.g. filtering of
vacation periods.

history.vacation.yearEnd

Date

Enddate when the vacation period ends.

Can be used for e.g. filtering of
vacation periods.

history.vacation.periodStart

Month

Month start date during vacation period

history.vacation.periodEnd

Month

Month end date during vacation period

The fields below are included in the api URL with accumulated data for each month during the vacation year:

API ID

Unit or Type

Decription

Comments

history.vacation.transferred

Days

Transfer from previous year

Shown accumulated per month.

history.vacation.adjustment

Days

Vacation adjustments only (can be negative) – any
PayOuts will also be included under adjustment

Shown accumulated per month.

history.vacation.used.acc

Days

Used vacation per month during the Vacation year

Shown as used days
accumulated per month.

history.vacation.approved

Not used at the moment

history.vacation.earnedtotal

Not used at the moment

history.vacation.earned

Not used at the moment

history.vacation.earnedNetto

Days

Earned vacation per month during the vacation
year shown accumulated.

All shown as “primo” earning

history.vacation.used

Days

Used vacation per month during the Vacation year
(NB! Not accumulated)

Shown as used days per month –
not accumulated

history.vacation.usedlastyear

Days

Field used to split vacationdays in vacationyears
with overlapping months.

history.vacation.usednextyear

Days

Field used to split vacationdays in vacationyears
with overlapping months.

Shown as accumulated per month

history.vacation.balance

Days

Not used at the moment

history.vacation.balance2

Balance

The balance of remaining vacation days at the end
of any given month.

history.vacation.balance2 is the
sum of vacation.earnedNetto

+
vacation.adjustment

+
vacation.transfer


vacation.used.acc

+
vacation.withoutpay at any
given month shown
accumulated

history.vacation.available

Balance

Not used at the moment

history.vacation.withoutpay

Days

The number of vacation days that has been
deducted from employee salary shown
accumulated

Shown as days deducted per
month accumulated with
minus as prefix

history.vacation.earning

Primo/
Ultimo

The field is either Primo or Ultimo according to
employee policy.

Employees with ultimo
earning are corrected to
primo in the
vacation.history.earned
column.

history.vacation.withoutpay.set

TRUE/
FALSE

The field is either TRUE or FALSE according to
employee policy. TRUE means that if employee
does not have earned the vacation days used in a
month the salary is reduced with the days not
earned.

You can add more information into your vacation left report

You might need to add the employees api URL to the report to get more information about the employees into your report. Information like department, country, policy, payroll number, etc.

https://registrations.api.bitabiz.com/pbi/{api-key}/employees

Join the 2 tabels in the report via the employee GUID.

Example on how to use the API to get a complete view of vacation left per month in your organisation...

The Vacation year ending 31/12/2021 is selected using the filter in Excel:

For each month during the selected vacation year the API shows:

USED: accumulated vacation days used

Earned: Accumulated earning per month

Balance2: Accumulated vacation left per month

The columns above shows:

  • During the vacation year the employee end up earning 25 days.
    Each month the vacation earned balance increases by 2,08 vacation days earned.

  • The last 4 month of the vacation year no days are earned above the 25 days.

  • The employee spend 22 days in August and 3 days in October.

  • The vacation left balance of the employee is 3 in August and September.

  • The vacation left balance of the employee is 0 from October - December.

Please note the vacation left balance per month is calculated in this way:

-> history.vacation.transferred (vacation transfered by Payroll admin from old vacation year to new vacation year)

<-> history.vacation.adjustment (minus or plus adjustments to the balance or pay out of balance made by the Payroll Admin)

-> history.vacation.earnedNetto (vacation earning according to policy setting)

<- history.vacation.used.acc (accumulated vacation spending per month)

= history.vacation.balance2 ( accumulated vacation left balance per month)

The pre-configured BitaBIZ vacation left report published in the report library is build using this API

Read more about the report here!

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