Azets Cozone Support Portal

Existing balances can be updated from the UI, manually or through import, by users having the right privileges. There is also an API that can be used for integrations or bulk updates.

To be able to add/edit balances, you need to have assigned the privileges called "Ability to manage balance configurations" and "Access to import balances".

If live balances are in use you should never override the existing balance because Employee is doing the calculations and you should only update the new earned days into the balance or adjust the balance by reducing some days.

Overriding old balance is used if you are still using the static balance and calculations are done in the payroll system. Here's more about setting up static balances:

https://cozone.freshdesk.com/a/solutions/articles/15000048014

If balances have limits you need to check that you are not going over/under the limits

Balance import

The balance import can be done from Administration --> Imports:

You will have to choose the type of import ( Balances in this case ), what you want to do with the import ( override the existing balance, add new values to the current one or reset starting balance), and then you can either drag and drop the file, or select it from your PC:

Be advised, when updating live balances by imports you don't need to put anything in the balance date column as in the live balance the balance date doesn't change. It's always the start date of the live balance. The date when you do the import will be the change date and will be shown in the balance history. The system gives you an error if you try to update the live balance like you updated the old balances. So the balance date is always the start date of the balance.

Please note that the file name must contain the active company's customer number and the headers should be like in the screenshot below:

Once the file was uploaded, you can click Next and go to the next step:

Here you will need to connect the balance type names from your import file to the Balance types ( already defined in Administration). If the names in the file are similar to the ones in Cozone they will be automatically connected, otherwise you will need to select something from the drop-down:,

Next, you will be informed if there is invalid data in the file:

In the next step, you will see a preview of how the balances are going to look, and what the values for each balance will be after the import:

After the values have been imported, you can see them in HR --> Balances.

Add/Edit balances manually

You can add a new balance, edit or remove an existing one from HR --> Balances

When adding a new balance you need to select the employee, the balance type, value, and date:

Be advised that manually updating the balance date is always the start date of the balance and that should not change.

If you want to edit an existing one, you need to click on the "pencil" icon and you'll be able to change the value. You'll also see there the Balance history for the employee: