Vacation in the report library
In the report library, you can find three different vacation reports that provide insight into employees’ vacation accrual, usage, and remaining balance.
Vacation is a statutory balance that follows the rules of the Holiday Act and is accrued 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 in the vacation balance
Sum per period → shows the total movements within a selected period
Balance per selected month → shows the remaining vacation balance at the start of the selected month
Choose the report based on whether you want to view balances, aggregated movements, or detailed data.
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 per selected month
1. Balance log
The balance log shows the history of all movements that affect the vacation balance. This includes:
accrual
vacation days taken
transfers from previous vacation years
manual increases, decreases, and payouts
All entries in the report are registrations created via employees’ calendars. The balance log consolidates them into one overview.
How to use the report
Select “Balance log”
Choose a period (year, quarter, month, week/day)
Optionally filter by type (e.g. accrual, used, adjustment)
Export the report
Each row represents a single 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 registrations
troubleshoot discrepancies in the balance
2. Sum per period
Sum per period shows a consolidated overview of movements in the vacation balance within a selected period – per employee.
It sums the selected variables, for example:
vacation taken
accrual
transfers
manual adjustments and payouts
The report shows the total movements – not the remaining balance.
Remember to select which variables should be included in the report.
How to use the report
Select “Sum per period”
Choose the desired period
Select which variables you want to include
View the results 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 taken in a period
get an overview of accrual or usage
create summaries for payroll or reporting
3. Balance per selected month
This report shows employees’ remaining vacation balance for a selected month within a vacation year.
The balance is calculated based on:
accrual
vacation days taken
transfers
manual adjustments and payouts
The report uses these variables to calculate remaining vacation for the selected month based on registrations created via the employee’s calendar.
The report shows the balance for the selected month, where:
accrual is treated as start-of-period accrual
vacation days taken during the month are included in the balance
How to use the report
Select “Balance per selected month”
Choose the month you want to calculate the balance for
Select the vacation year (if relevant – especially during transition periods)
View the remaining balance in the “Days” column
If the selected month falls within the period 1/9–31/12, the report shows balances for both vacation years. Therefore, select the relevant vacation year.
How is the balance calculated?
The balance is calculated based on all registrations in the vacation year up to and including the selected month.
This means that:
accrual is included as start-of-period accrual
vacation days taken during the month are included in the calculation
manual adjustments and transfers are included in the balance
The result is the employee’s remaining vacation balance for the selected month.
When should you use this report?
Use the report when you want to:
see the remaining vacation balance for a specific month
reconcile vacation against the payroll system
get an overview of balances within a period
Please note:
Unpaid vacation days are not deducted from the remaining balance, as they are handled as salary deductions rather than used vacation days
Transferred advance vacation is not supported
The report does not support vacation setups where employees can carry over a negative (advance) balance to a new vacation year
Report filters
All three report views can be filtered and customized, so that only the desired groups are shown.
You can filter by the following:
Employee name
Employee status
Payroll number
Job title
Department
Policy
Company
Country
Please note that the reports are for viewing and exporting data only.
If an employee’s balance needs to be adjusted manually, this must be done via Payroll Admin → Calendar access.
FAQ
Selecting 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 total of movements within a period
Balance per selected month shows the remaining vacation balance for the selected month
Use Balance log to view details.
Use Sum per period to view totals.
Use Balance per selected month to view balances.
When should I use the balance log?
When should I use the balance log?
The balance log report is useful when you want to:
understand how the vacation balance is built up
export vacation balance variables to Excel
find specific registrations
export a specific variable for multiple employees
When should I use the “Sum per period” report?
When should I use the “Sum per period” report?
Use the Sum per period report when you want to:
see how much vacation has been accrued or taken in a period
create summaries per employee
analyze movements without viewing the balance
When should I use the “Balance per selected month” report?
When should I use the “Balance per selected month” report?
Use the report when you want to:
see the remaining vacation balance for a specific month
reconcile the balance with the payroll system
get an overview of balances within a period
What is the difference between the “Balance per selected month” report and the “Balance log” report?
What is the difference between the “Balance per selected month” report and the “Balance log” report?
The Balance per selected month report shows the remaining vacation balance for the selected month, while the Balance log shows all movements (history) behind that balance.
Can I use the same report for vacation and additional leave balance?
Can I use the same report for vacation and additional leave balance?
No. Vacation and additional leave balance each have their own reports in the report library.
Always choose the report that matches the balance you want to analyze. If it is additional leave balance, follow the relevant guide.
Data in the reports
Can I filter the report to view specific variables?
Can I filter the report to view specific variables?
Yes, in the Balance log and Sum per period reports, you can use the “Type” filter to select the desired variables, such as registrations, accrual, transfers, 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 view more detailed data for the desired group.
Can I include notes from vacation registrations in the export?
Can I include notes from vacation registrations in the export?
No, notes from vacation registrations are not included in exports from the report library.
If you need a report that includes notes, you should instead go to Payroll Admin and select Create report. Here, you can configure the report to include notes from vacation registrations. Read more about the report here.
How do I reconcile the remaining vacation balance between our payroll system and BitaBIZ?
How do I reconcile the remaining vacation balance between our payroll system and BitaBIZ?
Use the Balance per selected month report, which calculates the remaining vacation balance at the end of a selected month.
If you are reconciling balances during the transition period (1/9–31/12), be aware that the report shows both the old and the new vacation year per employee. You can choose to display only one of the two overlapping vacation years.
Also note that the payroll system’s balance for a given month may not be fully updated after payroll processing. For example, if vacation data has been exported from BitaBIZ up to the 20th, only vacation taken up to that date will be reflected in the payroll system.
In BitaBIZ, vacation taken is calculated up to the end of the month.
Why do I see “manual increases/decreases” in the report?
Why do I see “manual increases/decreases” in the report?
Manual adjustments are shown in all three reports.
In Balance log and Sum per period, you can filter to display a specific type of manual adjustment: increase, decrease, or payout
In Balance per selected month, manual adjustments are automatically included in the calculation of the remaining vacation balance for the selected month
If you need to investigate a specific employee’s vacation balance, you can view the balance variables (e.g. a manual increase) under Calendar access → View history for that employee.