Vacation in the report library
In the report library, you can find three different vacation reports that provide insight into employees' vacation earning, usage, and remaining balance.
Vacation is a statutory balance that follows the rules of the vacation law and is earned and used according to fixed principles.
You can work with vacation through three different report types, allowing you to analyze vacation data across periods, departments, companies, countries, and employees:
Balance log → shows all movements for the vacation balance
Sum per period → shows the sum of movements in a selected period
Balance for selected month → shows vacation left at the start-of-period for the selected month
Choose a report based on whether you want to see the balance, total movements, or details.
Data can be filtered, customized, and exported to Excel.
How to find the reports
Go to:
HR Statistics → Report library → Vacation
Here you can choose between three tabs:
Balance log
Sum per period
Balance for selected month
1. Balance log
The balance log shows the history of all movements that affect the vacation balance. This includes:
earning
used vacation days
transfers from previous vacation years
manual increases, reductions, and payouts
All entries in the report are records created via the employees' calendar. The balance log gathers them in one overview.
How to use the report
Select “Balance log”
Select period (year, quarter, month, week/day)
Optionally filter by type (e.g. earning, used, adjustment)
Export the report
Each line represents one movement in the balance.
When should you use this report?
Use the report when you want to:
understand how a vacation balance is built up
find specific records
troubleshoot differences in balance
2. Sum per period
Sum per period shows a total summary of movements on the vacation balance in a selected period – per employee.
It sums the selected variables, for example:
used vacation
earning
transfers
manual adjustments and payouts
The report shows the sum of movements – not the remaining balance.
Remember to select which variables should be shown in the report.
How to use the report
Select “Sum per period”
Select the desired period
Select which variables you want to include
See the result per employee
The result is shown as the total number of days for the period.
When should you use this report?
Use the report when you want to:
see how much vacation has been used in a period
get an overview of earning or usage
create statements for payroll or reporting
3. Balance for selected month
This report shows employees' vacation left for a selected month in a vacation year.
The balance is calculated based on:
earning
used vacation days
transfers
manual adjustments and payouts
The report uses these variables to calculate vacation left for a selected month based on the records created via the employee's calendar.
The report shows the balance for the selected month, where:
earning is treated as start-of-period earning
used vacation days in the month are included in the balance
How to use the report
Select “Balance for selected month”
Select the month you want to calculate the balance for
Select vacation year (if relevant – especially during transition periods)
See the remaining balance in the “Days” column
If the selected month is in the period 1/9–31/12, the report shows the balance for both vacation years. Therefore, select the relevant vacation year.
How is the balance calculated?
The balance is calculated based on all records in the vacation year up to and including the selected month.
This means that:
earning is included as start-of-period earning
used vacation days in the month are included in the calculation
manual adjustments and transfers are included in the balance
The result is the employee's vacation left for the selected month.
When should you use this report?
Use the report when you want to:
see vacation left for a specific month
reconcile vacation with the payroll system
get an overview of the balance in a period
Please note:
Used payroll deduction days are not deducted from the remaining balance, as they are settled as payroll deductions and not as used days.
Transferred advance vacation is not supported
The report does not support vacation plans that allow employees to transfer an advance balance to a new vacation year.
Report filters
All three report views can be filtered and customized so that the view only shows the desired groups.
It is possible to filter by the following:
Employee name
Employee status
Payroll number
Job title
Department
Policy
Company
Country
Please note that the reports are only for viewing and exporting data.
If an employee's balance needs to be adjusted manually, this is done via Payroll admin's calendar access.
FAQ
Choosing a report
What is the difference between the three reports?
What is the difference between the three reports?
Balance log shows all movements individually (history)
Sum per period shows the sum of movements in a period
Balance for selected month shows vacation left for the selected month
Use balance log to see details.
Use sum per period to see totals.
Use balance for selected month to see the balance.
When should I use the balance log?
When should I use the balance log?
The balance log report is useful if you want to:
Understand how the vacation balance is built up
Export the vacation balance variables to Excel
Find specific records
Export a specific variable for multiple employees
When should I use sum per period?
When should I use sum per period?
Use the sum per period report when you want to:
see how much vacation has been earned or used in a period
create statements per employee
analyze movements without seeing the balance
When should I use balance for selected month?
When should I use balance for selected month?
Use the report when you want to:
see vacation left for a specific month
reconcile the balance with the payroll system
get an overview of the balance in a period
What is the difference between the Balance for selected month report and the Balance log report?
What is the difference between the Balance for selected month report and the Balance log report?
Balance for selected month shows vacation left for the selected month, while balance log shows all movements (history) behind the balance.
Can I use the same report for vacation and extra balance?
Can I use the same report for vacation and extra balance?
No. Vacation and extra balance each have their own reports in the report library.
Always choose the report that matches the balance you want to analyze. If it's extra balance, follow this guide.
Data in the reports
Can I filter the report to see specific variables?
Can I filter the report to see specific variables?
Yes, in the Balance log and Sum per period reports, the "Type" filter can be used to select the desired variables, e.g. records, earning, transfer, adjustments, or payouts.
Can I filter the reports by specific employees or departments?
Can I filter the reports by specific employees or departments?
Yes. Use the standard dimensions (e.g. employee, payroll number, department, country, or policy) to filter the reports and see data in more detail for the desired group.
Can I include notes from vacation records in the export?
Can I include notes from vacation records in the export?
No, notes from vacation records are not included in exports from the report library.
If you need a report that includes the notes, you should instead go to Payroll admin and select Create report. Here you can set up the report so that notes from vacation records are included. Read more about the report here.
I need to reconcile the balance for vacation left between our payroll system and BitaBIZ. How do I do that?
I need to reconcile the balance for vacation left between our payroll system and BitaBIZ. How do I do that?
Use the Balance per selected month report, which calculates the vacation left balance at the end-of-period for a selected month.
If you need to reconcile the vacation balance during the transition period (1/9-31/12), please note that the report shows both the old and new vacation year for each employee. You can choose to display only one of the two overlapping vacation years.
The payroll system's balance for a month often has a period after payroll processing that hasn't been updated yet. For example, if you exported vacation from BitaBIZ up to the 20th, only vacation used up to that date is included in your payroll system.
In BitaBIZ, vacation used is counted at the end of the month.
Why do I see “manual increases/reductions” in the report?
Why do I see “manual increases/reductions” in the report?
Manual adjustments are shown in all 3 reports.
In Balance log and Sum per period you can choose to display only a specific manual adjustment: increase, reduction, or payout.
In Vacation left - per selected month, manual adjustments are automatically included in the calculation of the vacation left balance for a selected month.
If you need to check a specific employee's vacation balance, you can view the balance variables (for example, an increase) for one employee under calendar access -> View history.