How to close the month's absences for payroll

What is it for?

Before processing payroll, you should know that all the month's holidays and absences have been decided. This screen gathers them by employee, points out what is still waiting for approval and lets you export the summary to Excel.

When to use it?

• The month has ended and you are going to process payroll.
• You want to know which requests are still to be decided.
• You need a summary of the month, by employee, to keep.

Where to find it?

People › Leave and absences › Close the absences of the month.

Before you start

• The profile is HR manager.
• Each time you open the menu, the screen creates a new record (“Close the month of the absences #n”), with the month before the current one.
• The employees' requests must have been made: see How to request holidays or another absence.

How to use it

1. Open People › Leave and absences › Close the absences of the month. The screen comes with From 01/10/2026 and Up to 31/10/2026 (the previous month). For another period, write the dates in the fields and click Update.
2. Leave Only who had absences ticked to see only those with absences in the period. If you wish, restrict by Departments or by Team of.
3. Click Update. The Requests to approve and Things to solve counters show what is missing; the Workers list has one line per person with Holidays, Justified absences, Unjustified absences, No legal type, Waiting for approval and State.
4. On the Requests tab (each request, with Days in the period and Days of the request) and the To solve tab (the problem, What happened and What to do), click Open to go to the request.
5. Decide the request: click Approve on the employee's line (or Approve all, at the top, which approves what it can and writes, in Result of the approval, what was left undecided and why) or open the request and decide there (see How to approve holiday and absence requests).
6. Go back to the closing and click Update. The line becomes In order and the counters go to 0.
7. Click Export to Excel. The file “Ausências 2026-10-01 a 2026-10-31.xlsx” is downloaded, with the Summary sheet (one line per employee) and the Detail sheet (one request per line: Type, From, Up to, Days in the period, Days of the request, state).

Expected result

In the example, the approved holidays from 12/10/2026 to 23/10/2026 (10 working days) give Holidays 10.00, State In order and, on the Requests tab, the line “Annual holidays 12/10/2026 23/10/2026 10.00 10.00 Approved”.

Important notes

• Two counts. Days in the period are those falling between From and Up to; Days of the request are those of the whole request.
• The screen does not see what nobody has requested yet. An absence the employee has not recorded does not appear, not even as a problem.
• Click Update after each decision: the numbers only change when you update.

Common problems

“The end of the period is before its start”

• Symptom: “Invalid Operation” window: “The end of the period is before its start. How to fix it: correct the dates.”
• What to do: correct From and Up to (From must be earlier than or equal to Up to) and click Update.

Approving in the closing refuses the holidays

• Symptom: with Approve on the line or with Approve all, on annual holidays, the window says “There is no type of absence “FERIAS” in force on 12/10/2026. What happened: the catalogue (CT art. 249.º) is versioned by date and no version covers that day. How to fix it: choose another type, or register the version in Payroll › Configure › Company › Absence types.”
• What to do: click Open on the Requests tab and approve on the request itself; then Update. If the same refusal appears there, the Absence types catalogue needs a version for that date: ask the payroll administrator.

Holidays of fewer than 10 consecutive days cannot be approved

• Symptom: when approving on the request, “The holidays of name from 26/10/2026 to 30/10/2026 have 5.0 working days, fewer than the 10.0 consecutive days of one period (CT art. 241.º/8 …)”.
• What to do: see How to approve holiday and absence requests: tick Interpolated, agreed in writing when the agreement exists, or extend the period. Pending validation by a certified accountant: the rule in article 241.º/8 of the Labour Code (Código do Trabalho) that the screen quotes.