Warning message “Vacation pay hours exceed employee vacation available” on the Build Check File Report in Payroll when the employee has sufficient vacation hours in Human Resources in Microsoft Dynamics GP

Source: Microsoft Support

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Symptoms

When you build checks in Payroll in Microsoft Dynamics GP, the following warning is displayed on the Build Check File Report even though the employee has sufficient vacation hours in the Employee Attendance Maintenance window:
Vacation pay hours exceed vacation available


This problem occurs if the following conditions are true:
  • The checkbox is marked in Payroll for Warn When Vacation Available Falls Below Zero or Warn When Sick Time Available Falls Below Zero.
  • The Accrue type is set to Human Resources.

Resolution

To resolve the error, the warning checkboxes on the Payroll side need to be cleared. Even though accruals are done in Human Resources, the warning flags on the Payroll side are still being read and cause the error. To resolve this issue, follow one of the options below:

Option 1: Perform the reconcile procedure for Reset Payroll Vacation and Sick Time Information.

  1. Follow the appropriate step:
    • In Microsoft Dynamics GP 10.0 and later versions, on the Microsoft Dynamics GP menu, point to Tools, and then point to Utilities.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Utilities.
  2. Point to Human Resources, and then click Reconcile.

  3. Click to select the Reset Payroll Vacation and Sick Time Information check box.

  4. Click Process.

  5. When you are prompted, print the HR_Reconcile_Report.
  6. Click OK. This reconcile process will set the vacation and sick balances on the Payroll side to 0.00 and also clear out the flags in Payroll for the system to warn when the balance goes below the available balance.

Option 2: Manually clear the Warn When Vacation Available Falls Below Zero check box in Payroll for each employee.

  1. Follow the appropriate step:
    • In Microsoft Dynamics GP 10.0 and later versions, on the Microsoft Dynamics GP menu, point to Tools, and then point to Setup.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Setup.
  2. Point to Human Resources, point to Attendance, and then click Setup.
  3. In the Attendance Setup window, in the Accrual Information area, click Payroll, and then click OK.
  4. On the Cards menu, point to Payroll, and then click Employee.
  5. In the Employee Maintenance window, type the employee ID in the Employee ID field, and then click Vac/Sick.
  6. In the Employee Vacation-Sick Time Maintenance window, click to clear the Warn When Vacation Available Falls Below Zero check box.
  7. Click OK, and then click Save.


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Article ID: 961460 - Last Review: Mar 29, 2016 - Revision: 1

Microsoft Dynamics GP 2015, Microsoft Dynamics GP 2013, Microsoft Dynamics GP 2010, Microsoft Dynamics GP 10.0, Microsoft Dynamics GP 9.0, Human Resources, Payroll - U.S.

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