Professional Documents
Culture Documents
R/3 System
Instructor
Guide
Level 3
Release 4.0
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Contents:
Revisions to Previous Instructor Guide...................................................................3
Course Details.............................................................................................................4
Duration............................................................................................................................................. 4
Course Material (Instructor Guide)..................................................................................................... 4
Country-specific Units........................................................................................................................ 4
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0.2
Revisions to Previous Instructor Guide
Unit sequence has changed. New units were added.
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Course Details
Duration
2 Days
Course Material (Instructor Guide)
Training Binder
Country-specific Units
None
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System Preparation
The training system is a transported copy of the IDES system. The CATT must be run prior to the start of
the training course so that the additional data will be generated.
Important: Start the CATT. Make sure that the table lock is deactivated (ENQUEUE OFF) as participants
have to be able to work simultaneously in the same IMG views during the exercises without locking each
other out of the system!
Sample ABAPs
None
CATTs
See MLP Shared Folder IDES Support.
Technical Notes
The table lock must be deactivated (ENQUEUE OFF), as participants have to be able to work
simultaneously in the same IMG views during the exercises without locking each other out of the system!
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of the course. The business scenarios help to clarify some of the course content as they specifically relate to
actual real-life business situations. There are a number of extremely complex time management elements
discussed and set up in this course. With the aid of the business scenarios and additional explanations by
the instructor, the course participants are always made aware of why, as well as the reasons behind why
they are carrying out a specific step. The course participant faces the same tasks as a personnel
administrator, configuring and testing the time management component in their enterprise.
The course begins with an explanation of the main business scenario (structure of the Caliber A Bicycle
Company and the tasks of course participants as personnel time administrators). In addition, certain
business situations presented in the Caliber A Bicycle Company can be displayed and set up in R/3 Time
Management.
During the course, the elements required for time recording in the R/3 System will be explained. Many of
these elements are configured by the instructor and participants in the exercises, and are then tested on the
sample employees from the end-user side by the course participants.
Each course participant has at their disposal two sample employees: a salaried employee (Karin Anderson)
and an hourly wage earner (Tom Johnson). Settings made in the IMG will be tested on these two
employees.
In Enterprise Structure and Groupings (Unit 2), enterprise and personnel structures are described as they
relate to the time management component. The structures themselves should be familiar to participants
from HR305. In this unit, the concept of groupings in time management is described for the first time.
In Methods and Prerequisites for Time Management (Unit 3), the two fundamental methods for time
management (recording of time data) in the R/3 Time Management component are detailed (1st method
without clock-in/clock-out times; 2nd method with clock-in/clock-out times). In addition, the public
holiday calendar and the work schedule are introduced as prerequisites for time management. It is
important to make clear here that in this course the focus will be on the first method of time management;
however, the topics to be discussed also form the basis for the second method.
Public Holiday Calendars (Unit 4) discusses the meaning of public holidays and public holiday calendars.
Both elements are explained and set up using the IMG. It is important to stress here that the public holiday
calendar will be assigned to a personnel subarea.
In Groupings in Time Management (Unit 5), groupings are once again discussed and explained in more
detail. All groupings relevant for time recording are presented. The groupings appear in various subsections
in the Time Data Recording and Administration section of the IMG. In order to simplify things, the
groupings are summarized together in one unit, in order to stress the concept and importance of groupings
again. To do so, generate a view for the personnel subareas and another one for the employee subgroups in
the Time Data Recording and Administration section of the IMG is helpful, as it contains all of the IMG
steps in which personnel subareas and employees subgroups are grouped for time recording.
In Work Schedules (Unit 6), the individual elements of a work schedule are first discussed in more detail
and then set up. A monthly work schedule is generated and assigned to an employee. In this unit, both a
fixed daily work schedule, as well as a flextime work schedule, should be fully explained when describing
daily work schedules.
In Part-Time Workforce (Unit 7), the two methods for creating part-time work schedules in the system are
described. The first method is the creating of separate work schedules for part-time workers. The second
method involves reducing employment percentage in the Planned Working Time infotype (0007) for fulltime employee work schedules.
In Deviations in Working Time (Unit 8), the most important infotypes for determining deviations in working
time are introduced. The focus in this unit is on absences and quotas. Based on leave, the interaction
between the Absence Quotas infotype (2006) and Absences infotype (2001). The standard R/3 System does
not include samples of absence types or absence quota types. These are set up especially for the training
course in the training system. The Leave Entitlement infotype (0005) is no longer used. The most important
thing to remember is that the proposal list function for quotas (infotypes 2006 and 2007) still does not exist
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in Release 4.0A/B. In other words, the amount of quota entitlement, deduction period, etc., must still be
manually set. However, this function should be available in Release 4.5A.
The prior methods for setting up leave, that is, using the Leave Entitlement infotype (0005) and its related
features, are presented in the appendix for this course. The instructor should advise the participants of their
availability. The instructor should also be acquainted with the prior methods of setting up leave in the
system, because even if they are no longer active elements of this course, some customers still use the
former methods and will continue to ask questions about them.
Quota Deduction and Counting Rules (Unit 9) presents the new rules for quota deduction as well as the
counting of absences and attendances. These rules are very flexible and provide a number of additional
functions. Deduction and counting rules are explained using a number of slides and in the IMG. At the end
of the unit, the method of counting using daily work schedule variants is also explained.
Reporting (Unit 10) is a very short unit for Release 4.0A/B. Two methods of accessing reports in time
management are described. The first method explains how to use the report tree and the second method
how to access reports from the Info system menu. In addition, the new functionality for quota overview (a
transaction in the Time data menu) is introduced in an example for absence quotas.
In Integration with Other Areas (Unit 11), the method for activating screens for activity allocation and cost
assignment in the IMG for some permitted time infotypes is explained.
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Course Schedule
Schedule: First Day
Approximate
Times
10:00-10:30
Organizational matters
Unit 0: Introduction
10:30am10:45am
Instructor: Explanation
10:45am11:10am
11:10am11:30am
Coffee Break
Coffee Break
11:30am11:50am
Instructor: Explanation
11:50am12:15pm
12:15pm12:30pm
Participants: Exercise
12:30pm1:00pm
Lunch Break
Lunch Break
1:30pm2:00pm
2:00pm3:15pm
3:15pm3:45pm
Coffee Break
Coffee Break
3:45pm4:20pm
Participants: Exercise
4:20pm5:00pm
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approx. 30 minutes
Introduce yourself.
Summarize the topics to be discussed in the course (state the names of the course
units along with a short explanation of each unit)
Ask course participants to introduce themselves.
Explain relevant organizational matters (course schedule, times, breaks, etc.).
Ask participants to log on to the R/3 System (can also be done later, if desired).
The slides presenting Content, Unit Objectives, Business Scenario and Unit
Summary are not discussed in this Instructor Guide at all. Simply display the slides
on the screen and read them aloud for the course participants, giving short
explanations and adding emphasis, where necessary.
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Unit Topic
General business scenario used in the entire course
Putting the Unit in Context
Description of the sample (dummy) enterprise used for business scenarios in the individual units
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Unit Topics
Enterprise structure
Personnel structure
Importance of both structures in R/3 Time Management (method of differentiating between groupings)
Putting the Unit in Context
Inherent in an employees organizational assignment is his or her enterprise structure and personnel structure. In this
way, the validity of time management data (in infotypes, for example) is checked and restricted, if required.
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Unit Topics
Two methods for recording time data
Prerequisites
Putting the Unit in Context
Short review of the interaction between R/3 Time Recording, R/3 Payroll Accounting and other components. Introduce
the two basic methods of recording time data in time management. Explain that the focus of this course lies in the first
method. Introduce the public holiday calendars and work schedules, as prerequisites for this method (you do not yet
have to explain these in detail).
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Unit Topics
Public holidays
Public holiday calendars
Putting the Unit in Context
The first prerequisite for time management is explained. Public holidays are used later for defining work schedule
rules and then for generating the monthly work schedule.
Public Holidays
Explain that different regions, countries and nations have different public holidays.
Mention that the standard R/3 System contains a number of public holidays and
public holiday calendars which can be added to or modified. The slide presents the
tasks related to time management that need to be completed in the IMG.
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Unit Topics
Concepts
Groupings in Time Management
Putting the Unit in Context
Groupings play a central role in time management because they enable you to create similarities and differences for
various elements of the enterprise structure. For example, whatever is valid for one personnel subarea can be, but does
not have to be, valid for all other personnel subareas. The same is applicable to employee subgroups.
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In this unit, the concept of groupings is once again explained in more detail. Some, but not all, groupings will be
explained on the slides.
Grouping personnel subareas for daily work schedules. This grouping often
causes some confusion in the IMG, because the personnel subareas themselves
are not grouped together here, but the personnel subareas for work schedules are
grouped together for the daily work schedule.
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Unit Topics
Break schedules
Daily work schedules
Variant rules
Variants
Day types
Selection rules
Work schedule rules
Monthly work schedule rules
Assignment in Planned Working Time infotype (0007)
Putting the Unit in Context
This unit is the essential unit of this course, as it deals with all of the individual elements that are required for
generating a monthly work schedule.
Suggestion: Divide up the exercises for this unit. To do so, see how the exercises are
divided up in the next section.
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in generating wage types and when counting leave. For example, you can generate
alternative payments depending on the daily work schedule or have certain absences
and attendances counted in a different way.
Important Note: Up to Release 4.0A/B, the daily work schedule class 0 was defined
as day off. As of Release 4.5A, the daily work schedule will lose this meaning, as
day off is now determined by planned hours = 0.
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DEMO: Daily Work Schedules and Variants/Rules for Daily Work Schedule
Variants
approx. 15 minutes
1. In the IMG, call up the Define rules for variants step.
2. Explain rule 01.
3. Copy this rule to rule 99. Explain to the participants that their variants must
always be used before full-day public holidays.
4. In the public holiday class column in your copied variant, enter an X in the
second position (that is, you are choosing full-day public holidays). In the other
two columns you can enter an X in any position.
5. As variant, copy the B or change it to another letter or number (however, if you
change this indicator, keep this in mind for the variants in the next step). Then
save your entries.
6. Call up the daily work schedule in the IMG again.
7. Enter the daily work schedule rule 99 in the daily work schedule DS##. (The
connection between daily work schedule and variant rules determines the daily
work schedule variants defined for the daily work schedule).
8. Copy your daily work schedule DS##. Enter the variant indicator (either the B
from the step above, or the letter or number you changed it to above).
9. Reduce the planned working time to 8:00 a.m. to 12:00 noon.
Period Work Schedules: Work Patterns
Using the slide, explain the period work schedule FLEX and M3. A period work
schedule is made up of a defined working pattern that is repeated after a certain
defined period of days. FLEX is a work pattern that is regular and repeats the same
pattern every seven days. M3 is a rotating work pattern that repeats every 21 days.
Important: Days 001 to 007 do not have a fixed assignment to the specific day of the
week. This takes place first in the work schedule rule in the reference date and the
start point.
DEMO: Period Work Schedules
approx. 5 minutes
1. Call up Period Work Schedules in the IMG.
2. Display the FLEX schedule.
3. Explain that this grouping deals with the grouping of personnel subareas for
daily work schedules.
4. Select and copy the period work schedule FLEX.
5. Rename this period work schedule PS##.
6. For Day 001 to Day 005, enter your daily work schedule DS##. Simply leave the
daily work schedule OFF (or FREI) in Day 006 and Day 007.
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5. Select the work schedule rule FLEX (Employee subgroup grouping = 2 (salaried
employee), personnel subarea grouping = 01) and copy them. Mention that this
work schedule rule is valid for salaried employees from each personnel subarea
grouped in 01 that also have the appropriate public holiday calendar.
6. Overwrite your copied entry in the public holiday calendar and give it the name
of the work schedule rule WS##.
7. Select the period work schedule PS##.
8. Do not forget to use a Monday as your reference date (such as 01/01/90), and
make sure that the start point is 001.
9. You do not have to change any of the remaining fields. Then save your entries.
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Instructor: Explanation
09:20-09:40
09:40-10:10
Participants: Exercise
10:10 a.m.
-10:25 a.m.
Participants: Exercise
10:45 a.m.
-11:05 a.m.
Coffee Break
Coffee Break
Participants: Exercise
12:10 p.m.
-12:30 p.m.
Lunch
Lunch
1:30 p.m.
-1:45 p.m.
1:45 p.m.
-2:30 p.m.
Participants: Exercise
3:00 p.m.
3:30 p.m.
Coffee Break
Coffee Break
3:30 p.m.
3:50 p.m.
3:50 p.m.
4:20 p.m.
Participants: Exercise
Participants: Exercise
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4:40 p.m.
-5:00 p.m.
Suggestion: Depending on when the lunch break occurs, you might want to have two or three short coffee
breaks, as these units are rather long and involved.
approx. 20 minutes
Summarize and review the topics from the previous day.
Answer any open questions from the previous day.
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3. Select Edit Create all (Ctrl+F6). Your monthly schedule is now created for the
requested period.
4. Enter the monthly work schedule and display all of the information available for
a period of several days (daily work schedule, date, day type, public holiday,
variant, etc.).
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(0007).
7. Save your entries.
8. Display the button Monthly work schedule with the overview for one month in
this infotype screen, if desired.
Unit Topics
Part-Time Workforce
Part-Time Working Model
Putting the Unit in Context
A very short unit. Two models for part-time work are presented and one is displayed.
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Unit Topics
Absences/Attendances
Absence and attendance quotas
Substitutions, overtime, availability
System reaction to colliding infotypes
Putting the Unit in Context
The focus in this unit are absences and absence quotas. Attendances and absences are explained at the same
time. The same is true for absence and attendance quotas.
There is not much to set up in the IMG for substitutions, overtime and availabilities. However, display
these infotypes and explain their functions.
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Absences/Attendances
Explain that absences can differ greatly. Explain that there are absence types to
differentiate between various types of absences, which are used to differentiate
between subtypes of the Absences infotype (2001).
Point out that a number of absence types already exist in the standard R/3 System for
use by customers. Customers may, however, also set up their own absence types,
however.
Explain the absence types on the second slide.
Note: Make sure to emphasize that the customer should always copy existing
absences (or other elements) from the templates included in the standard R/3
System. In this way, all features are copied at the same time, and then only
modifications must be made.
DEMO: Absences
approx. 15 minutes
1. In the Maintain Time Data screen, show how to display the existing absence
types using the possible entries function.
2. Create a sickness for at leave one day in the previous week. Explain that the
absence hours comes from the daily work schedule.
Note: Only create leave (for the new leave method using quotas) only if the
applicable absence quota exists for the personnel number. You can also create it later.
3. Create a new session and call up the IMG. Choose Time Management Time
Data Recording and Administration Absences Absence Catalog
4. Only explain the groupings here if specifically asked, as they were already
discussed in full in an earlier unit.
5. Call up the Define absence types step.
Display an absence type. Copy an absence type for leave, however, do not choose 0100,
because 0100 in the standard R/3 System was previously used in the old method for counting
leave. Instead, copy 0306 Leave or create your own by copying one of the others. (If you
copy another, make sure that in the Determine entry screens and time constraint classes step
you have entered the time constraint class 01 for leave).
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6. Explain the data entry checks and possible messages that the system could issue.
7. Select and copy the absence type Educational leave to LA## Foreign language
course ##.
Important: The last absence type is used again in the next unit.
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approx. 5 minutes
1. Call up the Maintain Time Data screen for your salaried employee, Karin
Anderson.
2. Clarify the example on the slide.
3. Create a leave absence quota for the current year with n days, if none has been
created so far for the employee. Display the entitlement (number of days).
4. Create six or seven days of leave in the future (such as the week after next). Use
the absence type that reduces the quota. Point out that the infotype contains
different information for calendar days, absence days and accounting days
because this employee does not work on weekends.
5. Point out that the entitlement in the Absence Quotas infotype (2006) is only
partially used (deducted).
6. Suggestion: Use the example on the screen for the demo (quota type 09 Leave,
absence type 0306 Leave (these are both not included in the standard R/3
System).
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Overtime
Explain that work completed in addition to planned working hours is considered to
be overtime. In the first method of time management, overtime is specified in the
Overtime infotype (2005). In the second method of time management, overtime is
determined from actual times worked.
Overtime can be entered in the infotype for one or more days; for hours or times on
one day, for longer periods as clock times. Overtime breaks apply from the daily
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work schedule.
You can also define up to four overtime breaks in the infotype manually.
Explain the compensation key. There are compensation keys for payment (of
(employee payment), for compensation (overtime is not paid but is added to a time
off account) or for time in lieu for base pay (base pay is paid out for overtime hours,
the hours also are added to an account). In the last two cases, the RPTIME00 report
has to be triggered by the corresponding schema to add to the applicable time in lieu
quota.
At this point, no Customizing steps in the IMG for Time Data Recording and
Administration have to be completed.
DEMO: Overtime
approx. 5 minutes
1. Create an overtime for your hourly wage earner, Tom Johnson (3060##) in the
previous week.
Employee Remuneration Information
Explain that in the EE Remuneration Info infotype (2012), overtime can be recorded
that does not have to be entered for a specific day or time. Remuneration information
also capture wage amounts that are not automatically generated in time evaluation or
payroll accounting.
(If necessary, display the infotype.)
Availability
Explain that in the Availability infotype (2004), employee on-call duty can be
specified. The employee has to be available by phone on the days when he is
scheduled to be available.
If the employee must actually go to work, you can record an absence. The
availability type enables availability bonuses to be generated in payroll accounting
or time evaluation.
At this point, no Customizing steps in the IMG for Time Data Recording and
Administration have to be completed
(If necessary, display the infotype.)
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Call up the Determine entry screens and time constraint classes step. Display the time
constraint class for leave (01) and illness (02). Make a note of these classes, and then
leave the Absences section.
3.
In the IMG, now choose Time Data Recording and Administration Specify system
reaction to overlapping (colliding) time infotypes
4.
Select the second row in the table (2001 with time constraint class 2 (illness/sickness)).
5.
Enter the detail screen. The selected data appears above on the screen and can be used
for the newly entered record. In this example a new record for illness is entered.
6.
Listed in the table are system reactions to collisions with existing records.
Display the first row (2001 with time constraint class 1 (such as leave)).
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9. If desired, give another example: Leave added during an existing illness record.
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Unit Topics
Quota deduction rules
Counting absences and attendances
Putting the Unit in Context
This unit introduces the new methods for counting and deducting absences and attendances.
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Rounding Rules
Select an example from the slide and explain it.
DEMO: Rounding Rules
Approx. 5 minutes
1.
In the IMG, choose Time Management Time Data Recording and Administration
Quotas Deduction of Quotas Assign deduction rules to counting rules (This path
gives you an overview of the necessary steps)
2.
An overview screen appears. In the navigation section under the string of symbols you
find an overview of four points. In the next slides, you will edit the steps from bottom to
top. You leave out the Deduction rules for attendance quotas.
3.
4.
5.
3.
Select the first line (deduction rule 001) and copy it.
Copy the employee subgroup grouping 1 and the personnel subarea grouping 01.
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You have remained in the IMG view Deduction rules for absence quotas from the
previous demonstration.
2.
3.
Select the first line (counting rule 001) and copy it.
Copy the employee subgroup grouping 1 and the personnel subarea grouping 01.
4.
Call your new counting rule 20 + ##, and add a text. Note: you have called the deduction
rule 10 + ##; by calling the counting rule 20 + ## you can keep the two separate when
explaining them.
5.
6.
Choose the public holiday class Not a public holiday and the day type Work acc. to work
schedule.
7.
Choose all the Counting classes for period work schedule for the conditions for the work
schedule, and for the daily work schedule class, choose everything except Day off.
8.
9.
10. In the Counting block, fill the block for hours. Enter 100 in the quota multiplier field.
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Enter the rounding rule 01, for example. Choose Multiply first.
11. In the left block of quota deduction (absence quotas), choose the deduction rule that you
created in the previous demonstration. Enter the deduction rule 10 + ## in the Within
entitlement and Over entitlement fields.
3.
Select your absence type LA## Foreign language course; go to the detail screen.
4. The left block Without quota sequence must be blank. It is only valid for the old
counting rule.
5. In the right block With quota sequence enter your counting rule 20 + ## from the
previous demonstration and choose the option Quota deduction.
6. Got to the Maintain Time Data screen.
7. Enter the absence type Foreign language course ## for 2 hours for one weekday
in the following month for your employee.
8. Call the absence quota Foreign language course ## and display the amount of
quota remaining.
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Counting Using Daily Work Schedule Variants (1), (2) and (3)
Explain that, in some cases, you can also count absences and attendances using daily
work schedule variants. This concept should already be clear from Work Schedules
(Unit 6).
This could be the case for absences and attendances for which counted hours are
important. For example, you have employees who work five days in a row. On four
days in the week they work 8.5 hours and on one day they work 4 hours, according
to the daily work schedule. During regular counting then, the absence or attendance
would be counted on each day as either 8.5 hours or 4 hours, depending on the day
(hours from the daily work schedule).
If you want to avoid such discrepancies, you can create a daily work schedule
variant that creates an average for the working hours (such as 7.5 hours).
Refer to the slide when mentioning the related IMG steps to make, however, only
display the slides.
Explain that a daily work schedule variant is required for this counting. Refer to the
Work Schedules unit.
In the IMG, you must also assign an Absence type grouping for selecting daily work
schedule variants to the absence or attendance type (IMG: Determine entry screens
and time constraint classes).
Furthermore, a rule is set up to determine when the variant should be used. This rule
differs from the rule already described for variants in so far that it contains an
additional column that queries the Absence type grouping for determining daily
schedule variants.
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Unit Topics
Accessing various types of reports
Quota overview
Putting the Unit in Context
This unit presents as overview of how to access reports and introduces the new functionality of quota
overview.
Reporting
Explain that are a number of reports available in the R/3 System to generate lists,
tables and to automatically change specific data. Also mention that there are a
number of reports that can be downloaded to Microsoft Excel and Word.
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approx. 7 minutes
1. Call up Human resources Time management Administration Quota
overview.
2. Enter the personnel number for the salaried employee, Karin Anderson.
3. Select the option Current year.
4. Select Absence quotas from the menu.
5. Now display the columns.
6. Select a row and display the functionality of the Entitlement and Deduction
options for displaying and maintaining the corresponding data.
7. Select Entitlement, change the quota in the entitlement and then save. Display
the change in the overview.
8. Hide a column with the Delete column option.
Exercise: Reporting
approx. 15 20 minutes
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Unit Topics
Activating activity allocation in time management infotypes
Activating cost assignment in time management infotypes
Putting the Unit in Context
This unit presents the option of activating the screens for activity allocation and cost assignment in the
valid time management infotypes.
Note: Activity allocation has been left out because this option was not fully developed as of Release
4.0A/B.
Introduce activity allocation and cost assignment options for time data
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Unit: Appendix
0 minutes
Unit Topics
Prior method for counting leave
Putting the Unit in Context
The appendix contains the prior method (up to Release 3.1) for counting leave using the Leave Entitlement
infotype (0005). As of Release 4.0A, leave is now set up in the Absence Quotas infotype (2006). Some
customers with a productive R/3 System are still using this method.
Note: The old method still remains; however no further development will be made. New customers should,
however, set up leave for their employees in the Absence Quotas infotype (2006). Existing customers can
decide for themselves, and there will probably be some conversion programs available as of Release 4.5A
to convert the old method to the new.
Previous method of counting leave reference section
DEMO: Appendix
0 minutes
No demonstration is planned.
Appendix: All Slides
These slides show how leave used to be set up in the R/3 System. This method still
functions and is still supported, but will not be further developed.
Leave entitlement is created in the Leave Entitlement infotype (0005). The quota
type 99 is used for this leave. It is deducted by absence types, such as 0010 Leave.
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In the Leave Entitlement infotype (0005), you can access proposed values using
features. There are features for leave type, leave entitlement, start and end of leave,
deduction start and end, etc.
This method of counting leave (from other absences and attendances as well)
contains different rules than the new method of counting leave (absence quotas).
Note:
In the new method of counting leave, there will also be a function for proposed
values as of Release 4.5A.
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