The Opening Balance page is accessed from the Employees route by clicking the Opening Balance button beside the Add Employee button. This feature is available to Subscriber Admins and employees who have the required permission.
This feature allows authorized users to configure an employee’s initial leave usage and opening OT/Lieu hours after the employee is added to the system. It helps ensure that each employee’s leave, overtime, and lieu balance starts accurately based on real historical records.
Overview #
The Opening Balance feature is mainly used for companies that already have employees with previous leave usage, overtime, or lieu records before using Office-X.
When employees are added or migrated into the system, their leave entitlement may already be partially used. Some employees may also have existing overtime or lieu hours that need to be recorded. This page allows authorized users to enter those opening values based on the company’s leave, overtime, and lieu policies.
This adjustment works as the employee’s opening balance. Once a value is saved, it becomes permanently locked and cannot be edited again. This one-time edit rule helps maintain data accuracy, audit control, leave tracking, and payroll integrity.
When to Use This Feature #
Use Opening Balance when:
- An existing employee has already used paid leave before being added to the system.
- An existing employee has already used unpaid leave before being added to the system.
- An employee has existing OT or Lieu hours that need to be recorded.
- A company is migrating employee balance data from a previous system or manual records.
- HR needs to record historical leave usage for accurate leave balance calculation.
- HR needs to record opening overtime or lieu hours.
- Payroll calculations need correct leave, OT, or Lieu history.
- The organization wants to start employee leave tracking with accurate opening balances.
What Can Be Updated #
Authorized users can update the following opening balance values:
- Used Paid
- Used Unpaid
- OT / Lieu Hours, only if the employee is eligible
The following values are read-only:
- Earned
- Employee ID
- Employee name
- Employee email
- Already adjusted values
- N/A OT / Lieu values
Example #
If an employee is entitled to 12 days of Casual Leave per year and has already used 4 days as paid leave before being added to Office-X, enter 4 days in the Used Paid field.
After saving the adjustment, the system calculates the remaining leave balance correctly.
Example calculation:
- Earned Casual Leave: 12 days
- Used Paid Casual Leave: 4 days
- Remaining Casual Leave: 8 days
If an employee also has 10 hours of existing overtime or lieu balance, enter 10 hours in the OT / Lieu Hours field if the employee is eligible.
Key Features #
- Record opening paid leave usage for existing or migrated employees.
- Record opening unpaid leave usage for existing or migrated employees.
- Record opening OT / Lieu hours for eligible employees.
- Display leave types dynamically from Admin → Leave Type.
- Display only employee-assigned leave types.
- Prevent dependency on hardcoded leave types such as Casual Leave or Sick Leave only.
- Keep Earned leave values permanently read-only.
- Show N/A when OT / Lieu is not applicable.
- Allow eligible values to be updated only once.
- Lock adjusted values permanently after saving.
- Support employee search by ID, name, and email.
- Support sorting and pagination.
- Maintain accurate leave tracking, reporting, and payroll calculations.
- Restrict access to Subscriber Admins and authorized employees only.
Access & Permission #
The feature can be accessed by:
- Subscriber Admins
- Employees with the required permission
For authorized employees, permission is controlled from:
Subscriber Admin → Permission → Employee → Manage Opening Balance (For All)
Access behavior:
- Subscriber Admin can access the Opening Balance page by default.
- Employee can access the Opening Balance page only if permission is granted.
- Without permission, the Opening Balance button is hidden.
- If an employee without permission tries to access the route directly, the system shows the Access Denied Page.
- Backend must also reject unauthorized update attempts.
One-Time Edit Rule #
Opening Balance adjustment is a one-time action.
Once a value is saved:
- The value becomes read-only.
- Save and Cancel icons disappear.
- The same field cannot be edited again.
- The value remains locked after page refresh.
- The value remains locked after logout and login.
- The backend prevents further changes even if the UI is bypassed.
This rule applies separately for:
- Each employee
- Each leave type
- Each balance field
- Used Paid
- Used Unpaid
- OT / Lieu Hours
Summary #
The Opening Balance feature provides a controlled way to record employees’ starting leave, overtime, and lieu balances. It is especially useful when a company starts using Office-X with existing employees or migrates historical employee data from another system.
By setting accurate opening balances, the system can calculate remaining leave correctly, support reliable leave reports, and maintain accurate payroll calculations.