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Checklist for Year-End Transition 2024 > 2025.
As one year ends and another begins, there are several tasks to complete around personnel management in the coming weeks. Here is your checklist for the year-end transition.
(English image not yet available)Prepare in December ...
1. Enter Holidays for 2025
With the series entry, you can enter full and half holidays for all individuals at once for 2025. MOCO provides a template with all common holidays (1). Adjust the days as needed and apply the selection to all individuals.
If holidays differ for certain individuals, make adjustments for that person (directly in the planning under "Absences"). These holidays can be applied to other individuals (2).
You can also find the link to enter holidays in the time account of each individual (3).
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If holidays differ for certain individuals, make adjustments for that person (directly in the planning under "Absences"). These holidays can be applied to other individuals (2).
You can also find the link to enter holidays in the time account of each individual (3).
(English image not yet available)2. Reminder for Employees
Remind all employees to log all hours by December 31.
Note on Leave Requests for 2025
Leave can be requested for 2025 at any time, even if the leave balance has not yet been recorded. The balance will initially be negative and will recalculate once the leave balance is recorded.
Note on Leave Requests for 2025
Leave can be requested for 2025 at any time, even if the leave balance has not yet been recorded. The balance will initially be negative and will recalculate once the leave balance is recorded.
... Complete in Early January:
3. Lock Time Tracking for 2024
The period lock (Settings > Time Tracking) ensures that employees can no longer change their hours, preventing changes to overtime as well.
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Export for Filing
Use all exports under "Reports" > "Time Tracking" for your records.
(English image not yet available)Export for Filing
Use all exports under "Reports" > "Time Tracking" for your records.
4. Manage Overtime/Undertime
Go to Reports > Personnel > Target-Actual & Billability (1) and select the year 2024 at the top right.
Get an overview of all individuals and export the status for your records.
Get an overview of all individuals and export the status for your records.
Transfer Target-Actual Balance to the New Year
a) Transfer all overtime/undertime to the new year with one click
The overview offers the automatic transfer of all balances (2). This option is active between December and February.
b) Transfer hours individually per person
By clicking on an individual's balance (3), you can access the person's "Target-Actual" detail view. There, you can use the quick action (4) to transfer the balance to the new year.
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This option is also available between December and February and replaces a manual transfer of the balance in the time accounts. Use the switcher at the top right (5) to quickly iterate through all individuals.
If the hours are considered settled or overtime has been paid out, you must deduct the hours in the time account via a manual entry (6).
» All information on the time account
(English image not yet available)This option is also available between December and February and replaces a manual transfer of the balance in the time accounts. Use the switcher at the top right (5) to quickly iterate through all individuals.
If the hours are considered settled or overtime has been paid out, you must deduct the hours in the time account via a manual entry (6).
» All information on the time account
5. Manage Leave Accounts
Go to Reports > Personnel > Leave (1) and select the year 2024 at the top right.
Get an overview of all individuals and export the current status at year-end for your records.
Get an overview of all individuals and export the current status at year-end for your records.
Transfer Remaining Leave to the New Year
Similar to the overtime transfer (see above), the transfer of remaining balances for all with one click is offered between December and February (2).
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Individually controlled
Alternatively, you can go through each person's leave accounts individually and transfer the balance in a controlled manner (blue link – see below No. 5).
(English image not yet available)Individually controlled
Alternatively, you can go through each person's leave accounts individually and transfer the balance in a controlled manner (blue link – see below No. 5).
(English image not yet available)Record Leave Balances for 2025
a) Same for all or very few exceptions
Under Reports > Personnel > Leave, you can in the 2025 view record the same annual balance for all with one click (see below No. 1) – and adjust individual exceptions directly in the individual leave account if needed.
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b) Different balances
Alternatively, in a person's leave account, there is the option to copy a recorded balance from 2024 to the following year (see above No. 4: Copy to 2025).
Use the switcher at the top right to quickly jump to the next person.
Note: Check if the basis for display in days needs to be adjusted for 2025 if you use the hour-accurate leave model.
» All information on the leave account and leave model hour-accurate vs. day-accurate
Under Reports > Personnel > Leave, you can in the 2025 view record the same annual balance for all with one click (see below No. 1) – and adjust individual exceptions directly in the individual leave account if needed.
(English image not yet available)b) Different balances
Alternatively, in a person's leave account, there is the option to copy a recorded balance from 2024 to the following year (see above No. 4: Copy to 2025).
Use the switcher at the top right to quickly jump to the next person.
Note: Check if the basis for display in days needs to be adjusted for 2025 if you use the hour-accurate leave model.
» All information on the leave account and leave model hour-accurate vs. day-accurate
6. Document Absences in 2024
Absences all individuals/day
Under Reports > Planning > select "Absences" at the top right for export. Alternatively, use the export under Reports > Personnel > Absences. Additional filtering is also possible here.
Absences per person/month
Use the export under Reports > Personnel > Target-Actual & Billability at the top right.
Absences per person/day
You can find this export for each individual under "Target-Actual".
Absences per person/day/type (day-accurate/filterable)
Export the report for 2024 under Report > Personnel > Absences. It shows absences day-accurate and filterable (e.g., sick days) per person.
Under Reports > Planning > select "Absences" at the top right for export. Alternatively, use the export under Reports > Personnel > Absences. Additional filtering is also possible here.
Absences per person/month
Use the export under Reports > Personnel > Target-Actual & Billability at the top right.
Absences per person/day
You can find this export for each individual under "Target-Actual".
Absences per person/day/type (day-accurate/filterable)
Export the report for 2024 under Report > Personnel > Absences. It shows absences day-accurate and filterable (e.g., sick days) per person.
7. Review Internal Hourly Rates for 2025
Please check in the settings under Services > Internal Hourly Rates whether the hourly rates recorded for 2025 are correct. MOCO has automatically carried over the rates from the previous year if no new values were recorded by 01.01.
The year-end is a good opportunity to review all internal hourly rates for their current relevance and adjust them for the new year if necessary. Salary increases have a lesser impact than often assumed.
The year-end is a good opportunity to review all internal hourly rates for their current relevance and adjust them for the new year if necessary. Salary increases have a lesser impact than often assumed.
Review and Finalise
Are deactivated individuals still showing in reports?
Then the weekly model (corresponding to the employment relationship) was probably not correctly ended. Check the recorded weekly models under Personnel > Weekly Model and set the end date (exit date).
Archive projects after the last invoice
Always archive fully invoiced projects. The debtor management runs independently under "Invoicing".
Archive completed incoming invoices
This way, only invoices that still require action remain in the inbox. We recommend completing all invoices for the period to be exported before using the accounting export.
Open or unfinished services 2024
Create export for filing
On 31.12.2024 or 01.01.2025, use the Excel export under "Projects" at the top right. Here you will find services already rendered but not yet invoiced for each project. Use the average internal hourly rate for valuation based on production costs.
Afterwards
In the export of hours (Projects > Timesheet), you will find an extra column with information on when a service was invoiced and with which invoice.
On 31.12.2024 or 01.01.2025, use the Excel export under "Projects" at the top right. Here you will find services already rendered but not yet invoiced for each project. Use the average internal hourly rate for valuation based on production costs.
Afterwards
In the export of hours (Projects > Timesheet), you will find an extra column with information on when a service was invoiced and with which invoice.
Do you have any questions?
Contact us easily at the bottom right in MOCO via the in-app service or by email at support@mocoapp.com, and we will be happy to assist you!
