sapnote_0000411854

7/28/2019 sapnote_0000411854

http://slidepdf.com/reader/full/sapnote0000411854 1/7

21.05.2013 of 7

SAP Note 411854 - Processing of remaining quotas

Note Language: English Version: 2 Validity: Valid Since 26.06.2001

Summary

Symptom

This notes makes proposals for the processing of positive and negative

remaining absence quotas if the deduction end date is reached or if the

employee leaves the company.

Additional key words

Absence quotas, quota compensation, personnel calculation rule TQTR, time

transfer specifications

Cause and prerequisites

Solution

Scenario 1) deals with positive remaining absence quotas. Scenario 2) dealswith negative remaining absence quotas.

Scenario 1): a positive remainder exists at the deduction end date of an

absence quota.

An example for this is an absence quota of type 'Annual leave' the employee

has not used up completely.

Possible procedures:

1.1) The remaining quota should be transferred to a new quota

1.2) The employee should receive a corresponding compensation for the

remaining quota via infotype 0416.

1.3) The employee should receive a compensation for this remaining quota,

this is generated automatically via a time wage type.

Prerequisite: Use of time evaluation

If you do not use time evaluation yet and do not require an integration in

Payroll Accounting, the setup of the quotas can occur using time evaluation

with a special schema - schema TQTA. Then the employees should have 'Time

evaluation without payroll integration' (= value 7) as a status for time

evaluation in infotype 'Planned working time' (0007).

1.1.1) Add the call of personnel calculation rule TQTR by function P2006 to

the time evaluation schema. The call should occur before function LIMIT.

Personnel calculation rule TQTR checks all quotas for the end of their

deduction interval. For quotas whose deduction interval ends at the current

day, it transfers the remainder to time category 0094.

1.1.2) Customizing of the generation rules for quotas has to be set up in

such a way that a quota type exists whose base entitlement corresponds to

time category 0094 precisely. As a result, time evaluation uses the

determined remainder to set up a new quota and this is available for future

deductions with a corresponding deduction interval.

For rule TQTR, note that the remainder of all expiring quotas is

transferred to a single time category, time category 0094. That is, this

occurs regardless of their business meaning or their time unit (remaining

quotas with unit days and unit hours are all transferred to time category

0094).

You could make the processing of absence quotas more detailed at this point

by transferring the remainders to different time categories depending onthe quota type.

That is if you have transferred the remainders separately to several time

7/28/2019 sapnote_0000411854


21.05.2013 of 7


categories, you set up correspondingly more generation rules for absence

quotas in Customizing which have the corresponding time categories as base

entitlement. In addition, note that the quotas always have a positive

entitlement. As a result, with the procedure of standard personnel

calculation rule TQTR, no negative remaining quotas can be processed as a

base entitlement for the generation of new quotas. Correspondingly, the

system should query in a customer-specific version of rule TQTR with

operation HRS wether the remaining quota determined with HRS=FR is actually

positive. Only then, a transfer to time category 0094 or a

customer-specific time category should occur.

Thus a completely different procedure is required for the processing of

negative remaining quotas. This is dealt with in scenario 2).

1.1.3) In addition to the filling of a time category by rule TQTR, a check

with function LIMIT would be possible. If time category 0094 or further

time categories filled in a customer rule are filled (according to rule

TQTR in the above example), that is if remaining quotas exist, a note could

be issued which informs the administrator correspondingly. These rules are

set up in the IMG in the 'Balance limits' chapter.You find this chapter in the IMG 'Personnel Time Management -> Time

Evaluation -> Time Evaluation With Clock Times -> Processing Balances ->

Balance Formation -> Balance Limits' or 'Time Evaluation -> Time Evaluation

Without Clock Times -> Processing Balances -> Balance Formation -> Balance

Limits'.

Then the administrator can analyze the messages comfortably in the course

of message processing in 'Time Manager's Workplace'.

Remarks on 1.1):

1.1.a) What do I have to consider for time evaluation?

To keep this transparent, you should use a different quota type to

compensate for the remaining quota.

Example: The employee has a quota of type 'Annual leave'. Customizing is

set up in such a way that the annual leave the employee has not used up is

added to the entitlement in the following year. That is if an employee has

30 days of leave and only takes 20 of these days, the entitlement of 30

days for the next year is increased by 10 days to 40 days. (In Customizing

you would achieve this by first using a rule for the basis entitlement

which ensures 30 days and second set up a rule which has time category 0094

as a base entitlement in the generation rules. As a result, the 10 days of

annual leave the employee has not used up and which are stored in time

category 0094 are added.) If you perform a year-independent analysis, the

employee still has the 10 days of annual leave in the old year. On the

other hand, you receive an entitlemen of 40 days in the new 'Annual leave'

quota. However, this would lead to the impression that the employee has 50days of leave at first glance. To avoid this,

you should only perform the reporting via the current leave year

the quota which should include the remaining quota should be of a

different quota type than the original quota. In Customizing of

Time Management for the deduction rules for quotas by absences, you

would on the one hand enter the 'Annual leave' quota and on the

other hand the quota for the remaining leave referred to the above

example. It would be useful if the quota with the remainder from

the previous year had the higher priority in the deduction

sequence.

1.1.b) What occurs to the quota for which the end of the deduction period

7/28/2019 sapnote_0000411854


21.05.2013 of 7


was reached?

The system never changes the quota status of the old quota but only

generates a new quota from the remaining quota via time category 0094. That

is, the consumption is not increased and as a result, the remaining quota

is not reduced to the value 0.

1.1.c) What occurs in the case of retroactive changes?

Example: After time category 0094 has been generated with rule TQTR, you

enter an absence in the past in the master data of an employee. This

absence deducts from the original quota. First you could assume that this

would lead to an inconsistency since the subsequently entered absence

increases the quota consumption. However, no inconsistency occurs since the

entry of an absence in the master data for evaluated periods triggers a

retroactive accounting. As a result, time category 0094 is generated with

the new remaining quota (reduced by the absence) during a retroactive

accounting in time evaluation. Finally, the quota which results from this

and which uses time category 0094 as a base entitlement is adjusted.

1.1.d) How should I generate such quotas for the transfer of remainingquotas?

You should always generate the quotas by time evaluation that is, report

RPTIME00 with the help of function QUOTA. The quotas should not be created

individually by the administrator or generated as default values via report

RPTQTA00. The reason for this is that otherwhise, in the case of

retroactive changes, for example, the entry of absences (remark 1.1.c), the

system could not make automatic corrections.

1.1.e) What occurs if the employee leaves the company?

To achieve that time category 0094 is created by rule TQTR if the employee

leaves the company, you also have to include infotype 'Absence quotas' in

the leaving action. If you set the end of the deduction interval of the

absence quota to the leave date, rule TQTR recognizes for the corresponding

day of time evaluation that it has to create time category 0094. Since the

employee is no longer active on the following day, no quota is generated

for this employee from time category 0094 even if corresponding generation

rules exist in Customizing. The reason for this is that no time evaluation

exists for the employee for periods after he/she leaves the company.

Correspondingly, also no new quotas are generated.

1.2) The Employee receives a compensation for the positive remaining quota

via infotype 0416.

The compensation is also and in particular suitable for the case that the

employee leaves the company so that the generation of a new quota does not

make sense. To inform the administrator automatically (in addition), alsoin this case, you could use rule TQTR or a customer-specific rule to fill

one or more time categories as described in 1.1.1) and then inform the

administrator as described in 1.1.3). Also in this case, the remarks under

1.1.e are valid.

Remarks on 1.1 and 1.2):

You may want to use both alternatives in your company. That is, on the one

hand you want to transfer the remainder of a quota which has not been used

up completely to a new quota after the end of the deduction interval. On

the other hand, you also want to compensate a quota partially or completely

if required. What you have to consider in this case is explained by means

of the following example:After time category 0094 has been generated by rule TQTR, you enter a quota

compensation for the employee in the past. So that you can correct the

7/28/2019 sapnote_0000411854


21.05.2013 of 7


quota accrual with time category 0094 at all, infotype 'Time quota

compensation' must be indicated as relevant for retroactive accounting

which is the case in the standard system.

Now we assume the following case: The deduction interval for a quota ends

on December 31st of a year. The deduction is entered for January 10th of

the following year. That is, a retroactive accounting would only go back to

January 10th (if no further master data changes relevant for retroactive

accounting happen to exist which lie further back in the past). As a

result, time category 0094 would never be recalculated in time evaluation

and the new quota would never be corrected. That is, it would be important

to enter the quota compensation for a day within the deduction interval. In

this example this would mean a retroactive accounting trigger into the

previous year. This may not be required depending on company-specific

regulations. So that no inconsistencies occur then, you should not enter

compensation for quotas subsequently for which a remainder which can no

longer be deducted has been generated.

1.3) The employee should receive a compensation automatically as a result

of a wage type being generated in time evaluation. Compared to thecompensation by infotype 0416, this solution has the advantage that the

administrator does not have to intervene. The wage type is generated

automatically in a personnel calculation rule in the time evaluation

schema. You have to note, however, that a compensation with infotype 0416

is much clearer. In the master data, you can always see that this

compensation has occured and in addition, the compensation reduces the

consumption of the quota. A wage type generated by a personnel calculation

rule cannot do this. In spite of this, also this path should be explained

here.

The starting point is rule TQTR again which should be enhanced in a

customer-specific copy. First of all, the remaining quota at the key date

(the day on which the quota expired) is determined with HRS=FV and HRS=FR

as well. Then this remainder should be transferred to a time wage type

(with operation ADDZL: ADDZLZZZZ where ZZZZ is the required time wage

type). For this time wage type, the number field (NUM field) is filled now.

Then the time wage type is evaluated in the payroll run. There, the system

determines the corresponding amount for the determined number of hours or

days in personnel calculation rule X015 (valuation of time wage types)

accoding to Customizing for the wage type valuation.

Scenario 2) - Processing of negative remaining quotas.

An example for this would be an employee whose absence quota (paid leave)

was deducted exceeding the entitlement to a negative amount. Typically this

situation may occur if the leave entitlement is set up proportionately by

time evaluation (for example, two days per month), however, the employeetakes more leave than he/she is entitled for at a certain time (for

example, more than six days in the first quarter).

If the employee leaves the company, his/her salary should be reduced by the

corresponding imputed income.

Possible procedures:

2.1) The administrator processes this manually.

2.2) A time wage type is generated by time evaluation which includes the

negative remaining quota.

2.3) A quota type 'Absence with salary deduction' is set up. This quota

type reflects the negative remaining quota and corresponds to the salary

deduction.

Solution 2.1:

7/28/2019 sapnote_0000411854


21.05.2013 of 7


The administrator calculates the amount the employee has to refund. This

amount entered as a deduction in infotype 0015 reduces the salary of the

employee. This method does not offer an authomatism. You cannot see from

the SAP system how this amount has arisen.

Solution 2.2:

2.2.1) The leaving action contains a delimitation of the absence quotas

(infotype 2006). The end of the deduction interval of the quota record is

set to the day of leaving.

2.2.2) The time wage type is generated similar to solution 1.3) in scenario

1), in this case, however, with a negative remainder. Note that in solution

2.2, the consumption and the remainder of the old quota are never changed.

This means in particular that the remainder is never reduced to the value

0. This is explained in detail in solution 1.3, the generation of a time

wage type with positive remainder.

Solution 2.3:

2.3.1) Setup of an additional quota type 'Absence with salary deduction'

This quota type reflects the negative remaining quota and corresponds tothe salary deduction.

2.3.2) Adjustment of the counting rules and deduction rules

You require

a) a deduction rule which is called 001 in the following text and which

contains the quota type annual leave.

b) a deduction rule which is called 002 in the following text which

contains the quota type 'Absence with salary deduction' first and then the

quota type 'Annual leave'. The highest priority in the deduction sequence

receive the quota types. That is if the employee has a quota 'Absence with

salary deduction', this is deducted before the quota 'Annual leave'.

c) The counting rule of the absence has to be adjusted as follows:

In the specification of the deduction rule for absence quotas,

use rule 001 in field 'Within entitlement'

use rule 002 in field 'Over entitlement'

2.3.3) Normally, the employee only has the quota 'Annual leave' (infotype

2006). If the employee has deducted his/her leave entitlement to a negative

value and should receive a corresponding salary deduction, the

administrator must enter an absence quota 'Absence with salary deduction'

(infotype 2006). This quota must have entitlement = 0 and must be at least

deductible to a negative amount to such an extent that it can include any

negative remainder from the quota 'Annual leave'.

It would be useful to create this quota 'Absence with salary deduction' in

the couse of the leaving action.

2.3.4) Now the quota deduction must be corrected. Before, the system only

deducted from the quota 'Annual leave' since the employee did not have a

quota 'Absence with salary deduction' at all. Since the employee leaves the

company now, this quota 'Absence with salary deduction' was set up for

him/her. To correct the quota deduction subsequently, start report

RPTBPC10. You are recommended to read the detailed documentation of this

report.

Important: Report RPTBPC10 which reorganizes the deduction does not trigger

a retroactive accounting.

It also does not create new quotas. This is also the only reason for the

administrator to intervene. He/she has to trigger the retroactiveaccounting.

7/28/2019 sapnote_0000411854


21.05.2013 of 7


2.3.5) After correcting the deduction, wage types are generated in the

course of the payroll driver. For this, function RAB is called with

parameter 3 =X in the payroll schema. Then the absence, for example, leave

is revaluated in function PAB. Customizing must be set up in such a way

that the absence is valuated after the quota deduction. You find this in

the payroll IMG under 'Absences -> Valuation of absences -> Valuation of

absences with quota deduction'. This way, you receive a compensation for

the annual leave for days which reduce the quota 'Annual leave'. Then the

salary deduction is generated for the days which reduce the quota 'Absence

with salary deduction'.

Final comments:

1. The employee leaves the company

The above scenarios and the corresponding solutions dealt with the

processing of positive and negative remaining quotas. However, the

automated workflow if the employee leaves the company remains insufficient.

Currently. there is no operation or function in time management which can

be used to determine the leaving of the employee at the current day or

within the current time evaluation period. Correspondingly, a differentfully-automated procedure for remaining quotas depending on whether the

employee remains in the company or leaves it is not possible. As a

workaround it was proposed to include infotype 'Absence quotas' (2006) in

the leaving action and to use the date of leaving as the end of the

deduction interval. Then rule TQTR recognizes the deduction end date due to

the delimitation and triggers the creation of time category 0094.

2. Some alternatives for the processing of remaining quotas were specified.

Possibly, different procedures exist in you company so that you have to use

a combination of the alternatives proposed here.

Examples:

1. Both in the case of positive and negative remaining quotas, the system

should always generate a time wage type. From the viewpoint of SAP, this is

not favourable in particular in the case of positive remainders. The reason

for this is (as explained above) that this is not transparent. However,

such a procedure is possible.

2. In the case of positive remainders, the system should generate a time

category which leads to the generation of a new quota if the employee

remains in the company. If the employee leaves the company and if rules

were stored for function LIMIT (see 1.3), the administrator receives a

message. Then he/she can enter a compensation (infotype 0416).

3. Basically, positive remainders should be compensated via infotype 0416.

Negative remainders should automatically lead to a salary deduction via a

wage type. In this case, you would differentiate positive and negative

remainders in rule TQTR. For positive remainders, you would generate a time

category. For negative remainders you would generate a time wage type. Thetime category would be taken into account during the creation of the

compensation supported by a message of function LIMIT. Infotype

'Compensations' would have to be included in the leaving action to

compensate all positive remainders.

4. All positive remainders should be transferred to a new quota via time

category 0094. The negative remainders should only lead to a salary

deduction if the employee leaves the company, however, not if the employee

remains in the company. In this case, you should generate time category

0094. In additon, infotype 'Time Transfer Specifications' (2012) should

exist in the leaving action. If the employee leaves the company, all

positive remainders can be compensated via infotype 'Compensations' in the

course of the leaving action. Then you also achieve the salary reduction inthe course of the leaving action by using infotype 'Time Transfer

Specifications' (2012). For this, you have to store in Customizing that

7/28/2019 sapnote_0000411854


21.05.2013 of 7


time category 0094 (generated by rule TQTR) is reduced to the value 0 and

that a corresponding wage type is generated for this. This wage type

generated in the time evaluation run is transferred to payroll accounting.

You find Customizing for time transfers in the IMG of Personnel Time

Management in the 'Time evaluation' section under the point 'Processing

balances'.

Header Data

Release Status: Released for Customer

Released on: 25.06.2001 22:00:00

Master Language: German

Priority: Recommendations/additional info

Category: Consulting

Primary Component: PT-EV Time Evaluation

Valid Releases

Software Component Release From

Release

To

Release

and

Subsequent

SAP_APPL 46 46B 46B X

SAP_APPL 46C 46C 46C

Related Notes

Number Short Text

897623 User exits and BADIs in the PT area

sapnote_0000411854

Documents