time recording bbp

SAP ECC 6.0 EhP3

August 2008

English

Time Recording (211)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Time Recording (211): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose................................................................................................................................... 5

2 Prerequisites............................................................................................................................ 5

2.1 Master Data and Organizational Data..............................................................................5

2.2 Roles................................................................................................................................ 6

3 Process Overview Table..........................................................................................................6

4 Business Processes................................................................................................................7

4.1 Recording Actual Working Times.....................................................................................7

4.2 Approval of Working Times...............................................................................................9

4.3 Time Sheet: Transferring to Target Components...........................................................10

5 Appendix................................................................................................................................ 11

5.1 Reversal of Process Steps.............................................................................................11

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Time Recording

1 Purpose

The Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. Working time can be recorded on a sales order, internal order, service order or a project. Additionally you can switch over to travel management for reimbursement and posting of travel expenses.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For details about how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

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Time RecordingCATS

Master data Value Master data details Comments

Personnel Number

999xxx ID for Scenario You can also use other existing personnel numbers.

Data Entry Profile YB_xx Profile for Scenario

2.2 Roles

UseThe following roles must have been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Employee (Professional User)

SAP_BPR_EMPLOYEE-S Recording Actual Working Times,

Project Manager SAP_BPR_PROJECTMANAGER-S Approval of working times,

Time Sheet: Transfer to Target Components

3 Process Overview Table

Process step External process reference

Business condition

Business role

Transaction code Expected results

Recording actual Working Times

– Personnel No and relevant cost object is existing

Employee (Professional User)

CAT2 Working Times are recorded on cost objects

Approval of Working Times

– Scenario needs Approval

Project Manager

CATS_APPR_LITE Working Times are recorded on cost objects

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Process step External process reference

Business condition

Business role

Transaction code Expected results

Working Times are recorded

Time Sheet: Transfer to Target Components

– Working Times are recorded

Project Manager

CATA Working Times are transferred to target components

Travel Travel (191)

See result from referenced process

See scenario no. 191



4 Business Processes

4.1 Recording Actual Working Times

UseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment.

PrerequisitesThe master data for the employee and the relevant cost object you want to use is complete.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Human Resources Time Management Time Sheet CATS Classic Record Working Times

Transaction code CAT2

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Employee (Professional User) (SAP_BPR_EMPLOYEE-S)

Business role menu Control Panel Employee Services Time Sheet: Maintain Times

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2. On the Time Sheet: Initial Screen, make the following entries:

Field name Description User action and values Comment

Data Entry Profile

Customized time sheet profile

Any YB_xx Scenario profile

Example: YB_CO

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number

Numeric key identifying a personnel record

Any 999xxx Scenario Personnel Number

Example: 999101

3. Choose Enter Times.

4. On the Time Sheet: Data Entry View screen, make the following entries in the first empty line:


ActTyp Activity type Any Scenario Activity Type

Example: 8

Rec. CCtr Receiver Cost Center

Example:

1321 for 211

RecSaleOrd Receiving order that will collect time and cost

Any Scenario Receiving Sales Order

Use for Data Entry Profile YB_SD

RecItm Item number in receiver sales order

Any Scenario sales order item number

Example: 0010

Rec.Order Receiver Order Any Scenario receiver order number

Act. Activity Number Any Scenario activity number

Hours Time worked on the receiving object

Any scenario hours Example: 8 for today

5. Choose Enter.

6. On the Time sheet screen, choose Save.

7. At this point you can switch over to travel management to enter travel expenses on the used cost object. To do this, select the item and choose Environment Travel Expenses or choose Travel Expenses.

8. Choose Back to return to the SAP Easy Access menu.

Result

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You have successfully recorded working times on cost objects.

4.2 Approval of Working Times

Use

Depending on the scenario, the working times you recorded in the process before need to be approved. The data is checked a final time and approved by your immediate superior, for example. Approved data can then be transferred to the target components for further processing

Prerequisites

The approval of working times should be only used for the scenarios with cats profile YB_PS and YB_CO.

Procedure



SAP ECC menu Human Resources Time Management Time Sheet Approval Approve Working Times

Transaction code CATS_APPR_LITE


Business role Project Manager (SAP_BPR_PROJECTMANAGER-S)

Business role menu Project Management Project Execution Approve Working Times

2. On the Approve Working Times screen, make the following entries:


Reporting Period Enter Current Year Default Entry

Personnel Number Numeric key identifying a personnel record


Example: 999101

Immediate transfer to HR

Deselect The transfer is done in the following step Transfer to Target Components

3. Choose Execute.

4. A list of all recorded working times in status Released for Approval is displayed.

5. Choose all entries (choose first entry, press and hold Shift, then choose last entry).

6. Choose Approve.

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7. Choose all entries (choose first entry, press and hold Shift, then select last entry).

8. Choose Details.

9. Write down the document numbers (Doc. No.) for next procedure.

10. Choose Back.

11. Choose Back.


ResultAll selected items in the list changed status to Approved.

The system message Working times/key figures were approved appears.

4.3 Time Sheet: Transferring to Target Components

UseRecorded and approved working times need to be transferred from the Time Sheet interface tables to the target components HR, CO, PS, and PM/CS.

Procedure



SAP ECC menu Human Resources Time Management Time Sheet Transfer All Components

Transaction code CATA



Business role menu Project Management Project Execution Transfer to Target Components

2. On the Approve Working Times screen, make the following entries:


Period Enter Current Date

Personnel Number Numeric key identifying a personnel record


Example: 999101

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Document no. (CO/PM/CS/PS))

ID identifying a time sheet record

Any Document Number(s) from to the Procedure before

Human Resources possible Target Component

Choose OptionExample:

Controlling possible Target Component

Choose Option if scenario requires transfer to CO

Example:

Plant maintenance/Cust. Service

possible Target Component

Choose Option if scenario requires transfer to PM/CS

Example:

Project System possible Target Component

Choose Option if scenario requires transfer to PS

Example:

Test run Deselect Example:

3. Choose Execute.

4. A list of all Records transferred to HR Time Management is displayed.

5. Choose Back

6. A list of all Records transferred to the next Target Component is shown to you.

7. Choose Back


ResultAll selected documents are transferred to the target components.

In addition to these activities, you can use Travel Management (191) to enter travel expenses on the used cost object in your scenario.

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

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Recording Actual Working Times

Transaction code ( SAP GUI) CAT2

Reversal: Recording Actual Working Times

Transaction code ( SAP GUI) CAT2

Business role Employee (Professional User) (SAP_BPR_EMPLOYEE-S)

Business role menu Control Panel Employee Services Time Sheet: Maintain Times

Comment Delete entered hours or delete the entire line if you want to delete all entries in that line.

Approve Working Times

Transaction code ( SAP GUI) CATS_APPR_LITE

Reversal: Approval of working times

Transaction code ( SAP GUI) CATS_APPR_LITE


Business role menu Project Management Project Execution Approve Working Times

Comment Select Time Sheet in Processing status ‘30’. Select the relevant line and reset the approval (see pull down menu

of ).

Time Sheet: Transfer to target components

Transaction code ( SAP GUI) CATA

Reversal: Time Sheet: Transfer to Target Components

Transaction code ( SAP GUI) CATA


Business role menu Project Management Project Execution Transfer to Target Components

Comment There is no real Reversal step for this situation. If recorded and approved times were transferred to other components the only way to roll back is to delete the recorded times via CAT2, approve that deleted times via CATS_APPR_LITE and to Transfer the correction via CATA.

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time recording bbp

Documents

relevant cost object

application time sheet

enter travel expenses

recording time worked

scenario requires transfer

practices default values

cost object

travel management