Extra balance in the report library
In the report library, you can find three different reports for extra balance, which provide insight into employees' balances at different levels.
Extra balance is a flexible balance that can cover, for example, other vacation, 6th vacation week, care days, or other company-specific days off – depending on how it is set up in your organization.
You can work with extra balance through three different types of reports:
Balance log → shows all movements for the balance
Sum per period → shows the sum of movements in a selected period
Balance per selected month → shows extra balance left at the end-of-period of the selected month
Choose the report based on whether you want to see the balance, total movements, or a sum.
How to find the reports
Go to: HR Statistics → Report Library → Extra Balance
Here you can choose between three tabs:
Balance log
Sum per period
Balance per selected month
1. Balance log
The balance log shows all movements that affect the extra balance. This includes:
earning
registrations
transfers
manual adjustments and payouts
The report provides a full history of the balance.
How to use the report
Select “Balance log”
Select period (year, quarter, month, week/day)
Optionally filter by specific movements
Export report
Each line represents one movement in the balance, and the report includes employee name, payroll number, department, policy, registration type, date, hours (or days), and unit (days/hours)
When should you use this report?
Use the report when you want to:
understand how a balance is built up
find the reason for changes in the balance
troubleshoot differences in the balance
2. Sum per period
This report shows a total summary of movements on the extra balance in a selected period – per employee.
It sums up the selected variables, for example:
registrations (used days/hours)
earning
transfers
manual adjustments and payouts
The report shows the sum of movements – not the actual balance left. The report includes employee name, payroll number, department, policy, amount (sum of variables), and unit (days/hours)
How to use the report
Select “Sum per period”
Select the desired period
Select which variables you want included in the sum
See the result per employee in the report
The result is shown as a total amount (days or hours) for the selected period.
When should you use this report?
Use the report when you want to:
see how much extra balance has been used in a period
get an overview of earning or usage per employee
create statements for payroll or reporting
3. Balance per selected month
This report shows employees' extra balance left at a specific point in time.
The balance is calculated based on:
earning
registrations (used days/hours)
transfers
manual adjustments and payouts
The report shows the balance at the end-of-period of the selected month
How to use the report
Select “Balance per selected month”
Select the desired month to see the extra balance left at start-of-period
Optionally filter
Filters are reset when you change the month
See the balance left at the selected time in the “Amount” column
The “Unit” column shows whether the balance is in days or hours
When should you use this report?
Use the report when you want to:
see the balance at the end-of-period of a selected month
reconcile the balance with the payroll system
check the balance left for a selected month
Report filters
All three report views can be filtered and customized so 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
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, line by line
Sum per period shows the sum of movements in a period
Balance per selected month shows the balance left at a specific point in time
Use Balance log to see the variables included in the balance
Use Sum per period to see total movements for variables in the balance
Use Balance per selected month to see the balance/amount left for a selected month
When should I use the balance log instead of the other reports?
When should I use the balance log instead of the other reports?
Use the balance log when you want to:
understand how the balance is built up
find specific registrations
troubleshoot differences in the balance
Is extra balance the same as vacation or vacation left?
Is extra balance the same as vacation or vacation left?
No, extra balance is not the same as either vacation or vacation left.
Extra balance is a separate balance, which can cover, for example:
care days
6th vacation week
other vacation days
Extra balance does not necessarily follow the rules of the vacation law and should not be directly compared with vacation reports.
Data in the reports
Why doesn't my balance match “Sum per period”?
Why doesn't my balance match “Sum per period”?
“Sum per period” only shows the sum of the selected movements in the period – not the total balance.
Use “Balance per selected month” to see the actual balance left
Why is extra balance shown in days for some and hours for others?
Why is extra balance shown in days for some and hours for others?
Whether the extra balance is shown in days or hours depends on how it is set up in each policy.