Leave Ledger Entry in Frappe HR: The Record Behind Every Leave Balance
A Leave Ledger Entry is the underlying record of every leave transaction in Frappe HR. Much like a general ledger tracks money, the leave ledger tracks leaves every allocation that adds to a balance and every application or encashment that takes from it. An employee’s current balance for a leave type is simply the sum of their ledger entries.
You will find it under Home > Human Resources > Leaves > Leave Ledger Entry.
How the ledger works
Each entry adds or removes leaves for a specific employee and leave type:
- A Leave Allocation posts a positive entry leaves credited to the balance.
- An approved Leave Application posts a negative entry leaves consumed.
- Leave Encashment and the expiry of carry-forward leaves post entries too, so payouts and lapses are recorded just as clearly.
Add the entries up for an employee and leave type, and you have their exact current balance there’s no separate “balance” being edited behind the scenes.
NOTE
Leave Ledger Entries are generated automatically by allocations, applications, encashments, and expiries, you don’t create or edit them by hand. They exist for transparency and audit, giving you a complete, traceable history of every leave movement.
What an entry records
A typical entry captures the Employee and Leave Type, the number of Leaves (positive or negative), the From Date and To Date it applies to, and the Transaction Type that created it (such as Leave Allocation, Leave Application, or Leave Encashment). Flags like Is Carry Forward and Is Expired mark carried-over and lapsed leaves so they can be told apart from fresh ones.
TIP
When a leave balance looks off, the ledger is where you find the answer. Filter Leave Ledger Entries by employee and leave type to see every credit and debit in order the discrepancy almost always stands out as a missing, duplicated, or unexpected entry.
Related Topics
- Leave Allocation
- Leave Application
- Leave Encashment
- Leave Type
- Leave Ledger Report
SUMMARY
A Leave Ledger Entry records every leave transaction allocations as positive entries, applications and encashments as negative ones, plus carry-forward and expiry. An employee’s balance for a leave type is the sum of their entries. The ledger is generated automatically (not edited by hand) and captures the employee, leave type, leaves, dates, transaction type, and flags like carry-forward and expired. It’s the definitive, auditable place to trace any leave balance.
