After you run a balance period end, balances do not automatically update immediately. A balance re-calculation is required to finalise and update employee balances.
This re-calculation normally happens overnight via the scheduled balance re-calc job. However, you can also run it manually if you need the balances to update sooner.
Understanding Balance Period Actions
Marking a Balance Period as Completed: This action flags the period as completed but does not perform any calculations to close the period or move balances forward. It is primarily a status update.
Running a Balance Period End: This process executes the necessary calculations to close the balance period and transfer balances (e.g., carried forward, taken, booked) into the new period. It is essential for ensuring accurate balance transitions.
How to manually run the balance re-calculation
Follow these steps to perform a manual balance re-calculation and update employee balances:
Go to WFM Admin.
Select Balance Maintenance.
Query the balance that needs recalculating.
Open the three-dot menu and select View > Balance Re-calculation.
Choose Both when prompted for the recalculation type.
Click Recalculate.
This process performs a bulk balance re-calculation and updates the balances immediately.
Correcting Holiday Balances
If holiday balances have been incorrectly carried forward as "used," follow these steps to fix the issue:
Re-open the Prior Year’s Balance Period:
Navigate to: WFM Admin > Config > Balance
Select the relevant balance.
Open the three-dot menu and choose: View > Balance Calendar.
Un-toggle the prior year (e.g., 2025) to re-open it.
Re-run the Balance Period End for the Prior Year:
Go to: WFM Admin > Balance Maintenance.
Select the balance.
Open the three-dot menu and choose: View > Balance Period End.
Select the prior year and run the process.
Recalculate the Balance:
In Balance Maintenance, use the recalculate option to update the figures. These steps will reprocess the prior year and correctly carry forward entitlements into the new year.
Prerequisites for Running Balance Period End
Before running Balance Period End, ensure you complete the prerequisites outlined in the “Steps to complete before running balance period end” guidance. This includes verifying all active balances and following the step-by-step process to execute the action safely.