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