Generating Absence Entitlements

Objective

After completing this lesson, you will be able to use a report to automatically generate quotas for employees

Absence Entitlement Generation

After specifying generation rules, you can use the RPTQTA00 report to accrue quota entitlements in advance for groups of employees or for individuals. You must specify a generation interval to determine the validity period of the absence quota records to be created.

You can specify the validity period in the following ways:

  • Enter the start and end dates directly on the report selection screen to set the validity interval.
  • Enter the start date. The start date serves as the key date for determining the actual validity interval according to the validity interval specified in Customizing.
  • You can make no entries, that is, neither start nor end date. The system date serves as the key date for determining the actual validity interval according to the entries in the Validity Interval for Absence Quotas Customizing table.

You can run the RPTQTA00 report in the following ways:

Infotypes:
You can run this report to generate new infotype records directly in the Absence Quotas infotype or you can run this report to update existing infotype records.
Batch input session:
You can run this report in a batch input session to be processed at a later time.
Test mode:
You can run this report in test mode, which enables you to check the result in the output list.

Schema TQTA

If you want to take advantage of time evaluation functions when generating absence entitlements, even if you do not otherwise use time evaluation, you can use the standard schema TQTA.

For example: All employees for whom absence entitlements are to be accrued using this schema must have Time Management status 7 in the Planned Working Time infotype (0007). In Payroll, employees with status 7 (Time evaluation without payroll integration) in the Planned Working Time infotype 0007 are handled as status 0 (No time evaluation) in Time Management.

Generate Quotas for Employees

ExerciseStart Exercise

Business Example

As a part of your job, you create the quota types required in your company (leave, educational leave, and so on). The same leave entitlement is granted to all employees on an annual basis. For this reason, you need to generate leave quota for the current year.

Define quotas for employees.

Steps

  1. Generate the leave quota for the current year for your employees Tom Johnson (306991##) and Karin Anderson (306992##). Use the report RPTQTA00 to do this. Choose the generate batch input session option. (## = your group number).

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Setting Up Methods for Quota Accrual → Set Up Automatic Accrual Using Report RPTQTA00.

    2. In the Choose Activity dialog box, choose the Set Up Report Variants for Absence Quota Accrual activity. The RPTQTA00 report is displayed on the following screen. 

    3. In the ABAP: Program Execution dialog box, choose the Execute pushbutton.

    4. On the Generate Absence Quotas screen, enter the following values:    

      FieldValue
      PeriodCurrent year
      Personnel Number306991## and 306992##
      Generation typeBatch input (choose)

      In the Output options screen area, select Display only new quota records.

    5. Choose the Execute pushbutton.

  2. Run the generated batch input session for employees to receive their leave entitlements.

    1. On the Generate Absence Quotas screen, choose System → Services → Batch Input → Sessions.

    2. On the Batch Input: Session Overview screen, select the session you created and choose the Process pushbutton.

    3. In the Process Session RPTQTA00  dialog box, select Display errors only and confirm by choosing Enter.

      The batch input session runs and generates leave entitlement for the appropriate employees.

  3. Check the leave entitlement.

    1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Display.

    2. On the Display Time Data screen, enter the personnel number of one of your employees (306991## or 306992##) or use the input help.  

    3. On the Time quotas tab page, select Absence Quotas; choose Current year as the period.

    4. Choose the Overview pushbutton. The employee’s leave entitlement is listed.

    5.  Similarly, check the leave entitlement of your second employee.

Create an Employee Absence to Test  Generated Quotas

ExerciseStart Exercise

Business Example

When employees take a leave, as part of your job, you must create a leave record and ensure that the leave is deducted from the correct quota. For this reason, you must know how to create a leave record using infotype maintenance and check the quota overview for your employees.

Represent an employee’s leave using infotype maintenance.

Steps

  1. Create a full week’s leave for your salaried employee, Karin Anderson (306992##), for the next week. Use the absence type LE##. In addition, check what amount of quota is used.

    1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Maintain.

    2. On the Maintain Time Data screen, in the Personnel no. field, enter 306992## as the personnel number for your salaried employee, or use the input help.

    3. On the Working times tab page, choose Absences and enter the following data:  

      FieldValue
      STyLE## (Leave Group ##)
      FromMonday of the following week
      ToFriday of the following week

    4. Choose the Create pushbutton. On the Create Absences screen, the payroll days are displayed in the Quota used field.

    5. Choose Goto → Deduction to check the quotas from which the absence was deducted for this period and in the Display Quota Deduction dialog box, choose Continue.

    6. Save your entries.

  2. Check from which quota the leave is deducted. In addition, check the quota overview for your salaried employee for the current year.

    1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Quota Overview.

    2. In the Personnel No. field on the Quota Overview screen, enter the personnel number of your salaried employee 306992##.

    3. On the Selection dates tab page, choose the Calendar year pushbutton in the Selection intervals section.

    4. Choose the Absence quotas tab page and check which quotas exist and which have already been used.

Learning

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