Assigning Quota Deduction Rules

Objectives

After completing this lesson, you will be able to:

Set up quota deduction rules to ensure quotas are updated correctly
Assign quota deduction rules to counting rules

Quota Deduction Rules

Absences are entered in the Absences infotype (2001), and the absence type is specified. Attendances are entered in the same way in the Attendances infotype (2002), where the attendance type is specified.

Absence quotas are specified with their corresponding quota types in the Absence Quotas infotype (2006), and attendance quotas in the Attendance Quotas infotype (2007).

Quotas, and the attendances and absences to be deducted from them, are stored for a specific key date. For this purpose, you must define number range intervals in Customizing.

If quotas are to be deducted by attendances and absences, you have to specify which absence or attendance type is deducted from which quotas and in which sequence.

Consider an example to understand quota deduction. An employee’s annual entitlement to leave is stored in the Absence Quotas infotype (2006) in combination with the relevant quota type. The employee has 25 days of standard annual leave (represented by quota type 9), as well as 3 days of additional leave (represented by quota type 50). If the employee takes leave (absence type 0100), you must specify from which quota this absence type 0100 is to be deducted and in which sequence the applicable quotas are to be deducted.

Interaction between Deduction and Counting

An attendance/absence type can be deducted from a quota only if a relationship already exists between the attendance/absence type and the applicable quota.

This relationship is established by an assignment made in Customizing under Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Quota Deduction Using Attendances/Absences.

A counting rule is assigned to the attendance/absence type to determine the payroll hours and days for the duration of this attendance/absence. In turn, quota deduction rules are assigned to the counting rules to determine the quotas from which the attendance/absence type is to be deducted, and the sequence of quotas.

The Activate Quota Deductionoption specifies whether or not quota deduction is to take place for each attendance/absence type. If you activate this option when assigning a counting rule to an attendance/absence type, the attendance/absence type is deducted from the quota according to the quota deduction rule stored in the counting rule.

If the quota deduction option is not activated for a particular attendance/absence type, the quota deduction rule assigned to the counting rule does not apply to this attendance/absence type.

Note

A rounding rule can also be assigned to a counting rule to round the payroll hours and days determined.

Deduction Rules for Attendance and Absence Quotas

The sequence for deducting quotas of different quota types is specified in the deduction rules. This sequence can be determined depending upon various criteria such as the quota type, which can be assigned priorities. In this way, you can define a specific sequence of quota types.

These deduction rules are based on the following groupings:

Employee subgroup grouping for time quotas
Personnel subarea grouping for time quotas

The deduction rule is indicated by a 3-digit number.

Deduction Rule for Absence Quotas

The unit (hours or days) of the quota types to be deducted is selected in the deduction rule. This unit must be the same unit as in the quota types to be deducted.

Using the deduction priority, you can set priorities for deductions based on various criteria.

Examples of such criteria are as follows:

Quota type
Validity start/end
Deduction start/end

You can store a specific sequence for quota deductions (up to 100 quota types in a certain sequence). If you want quotas to be deducted that are not listed explicitly, you can specify the sequence for subsequent deduction. The deduction sequence can be descending or ascending, according to the quota type. First, the specific sequence is used, and then the sequence for further deduction. You have to set a priority for the quota type so that this specific sequence or the quota type sequence for next deduction is taken into account. The deduction priority controls the priority of quotas if more than one quota exists for the same absence. It is primarily used in the deduction rule.

Note

If the deduction sequence no longer corresponds to the rule as a result of subsequent cancellations, you can use the RPTBPC10 report to restore it.

Set Up Deduction Rules

ExerciseStart Exercise

Business Example

Employees in your company have various quota entitlements that must used in a specific order. You need to set up and assign deduction rules to ensure quotas are deducted in the correct sequence.

Create and assign a quota deduction rule.

When your employees take leave using absence type LE##, the quota associated with each leave quota type must be deducted according to the following criteria:

If an employee is entitled to additional leave, quota type 70+## (add 70 to your group number), this quota is to be deducted first. Then, the actual leave, quota type 30+## (add 30 to your group number), is to be deducted. Other absence entitlements to which the employee may be entitled must not be deducted.
If an employee has several quotas of the same type, then these quotas are to be deducted so that the quotas that would expire first (that is, their deduction end dates would be reached first) are also deducted first.
The quotas must not be deducted beyond the entitlement.

Steps

Create a quota deduction rule 1## (where ## isyour group number), in which the sequence of the quotas to be deducted is specified. Quota type 70+## is to be deducted first, followed by quota type 30+##. Make sure that no deduction from additional quotas is permitted.

In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Quota Deduction Using Attendances/Absences → Define Deduction Rules for Absence and Attendance Quotas.
In the Choose Activity dialog box, double-click Define Deduction Rules for Absence Quotas.
On the Change View "Deduction Rules for Absence Quotas": Overview screen, choose the New Entries pushbutton.

On the New Entries: Details of Added Entries screen, enter the following values in the respective field:

Field	Value
ESG Time quota types	1
PS Grpg Tm Quota Typ	01
Start	01/01/1990
End	12/31/9999
Deduction rule	1##Deduction Rule Group##
Unit of relevant absence quota types	Days
Absence quota type (in the first row)	70+##
Absence quota type (in the second row)	30+##
Quota type sequence for further deduction	No further deduction
Quota types (in the Deduction Priority section)	Priority 1
Deduction to (in the Deduction Priority section)	Priority 2

Retain the default value Ascending for the sequence.

Save your entries.

Quota Deduction Rules: Assignment

Quota Deduction Rules and Counting Rules – Assignment

Quota deduction rules are assigned to counting rules. Rules governing the deduction of absence quotas and attendance quotas are assigned to a counting rule.

The deduction rules for absence quotas and attendance quotas are each specified in separate areas.

You have options in each area for specifying deduction rules.

You can specify deduction rules that perform the following functions:

Govern the deduction of quotas up to the existing entitlement in the Absence Quotas infotype (2006) and Attendance Quotas infotype (2007).
Regulate the deductions from quotas over and above the existing quota entitlement.

Note

As a prerequisite, there must be corresponding quotas with a negative lower deduction limit in the infotypes for the relevant period [Negative deduction to field in the Absence Quotas infotype (2006) and Attendance Quotas infotype (2007)].

The deduction rules in the Within entitlement and Over entitlement fields in the counting rule must deduct from attendance or absence quotas using the same time unit. In contrast, deduction rules for absence quotas and those for attendance quotas can use different time units.

Quota Deduction: Activation

To assign a counting rule to an attendance/absence type for determining payroll hours and days, you use the Assign Counting Rules to Absence Types(or Assign Counting Rules to Attendance Types) Customizing activity. You assign a counting rule to the attendance/absence type in the Counting or Quota Deductionsection.

To activate quota deduction, set the Quota deduction indicator. The system then accesses the applicable deduction rules in the counting rule (the quota deduction rules for absence quotas in case of absence types, and the quota deduction rules for attendance quotas for attendance types). The corresponding attendance/absence type is deducted from the quota in the Absence Quotas infotype (2006) and Attendance Quotas infotype (2007) according to the specifications for quota deduction rules.

If you want quota deduction to be continued after the end date of the quota interval, activate the Deduction over intervalend field. The deduction is carried out as long as the start date for the applicable attendance/absence record lies within the deduction interval of the quota.

For example, for the Leave absence type, the counting rule 010 is specified for determining payroll days and hours. Rounding and deduction rules are assigned to this counting rule. Because quota deduction is activated for the Leave absence type, the recorded time is deducted from the absence quota according to the deduction rules for absence quotas stored in the counting rule.

Assign Quota Deduction Rules

ExerciseStart Exercise

Business Example

As a personnel administrator, you need to make sure that when your employees take leave (absence type LE##), the leave quota is reduced accordingly. To do so, you need to assign quota deduction rules.

Assign your quota deduction rule and then activate and check the quota deduction for absence type LE##.

(## = your group number)

Steps

Assign your quota deduction rule to your counting rule. Where do you make this assignment? Make sure that all above conditions are met when you make the assignment.
1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Quota Deduction Using Attendances/Absences → Assign Deduction Rules to Counting Rules.
2. On the Change View Counting Rule: Overview screen, choose the counting rule 1## and then choose Details.
3. On the Change View Counting Rule: Details screen, scroll to the end of the counting rule.
4. In the Deduction rule section under Absence quotas, enter the quota deduction rule 1## that you have just created. Specify the quota deduction rule only in the Within entitlement field. This ensures that the quotas are not deducted beyond the available entitlement.
5. Do this for both sequences of your counting rule.
6. Save your entries.
Verify the quota deduction for LE##.
1. To verify your quota deduction for the applicable absence type LE##, in Customizing, choose Time Management → Time Data Recording and Administration → Absences → Absence Catalog → Absence Counting → Assign Counting Rules to Absence Types.
2. Choose the absence type LE## (Leave Group ##), and choose the Details pushbutton.
3. On the Change View Absence Counting and Quota Deduction: Details screen, check whether your counting rule 1## is assigned to this absence type and confirm the quota deduction is selected (activated).

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