SAP ABAP IMG Activity OHTX0217 (Define Deduction Rules for Absence and Attendance Quotas)
Hierarchy
☛ SAP_HRRXX (Software Component) Sub component SAP_HRRXX of SAP_HR
   ⤷ PT (Application Component) Personnel Time Management
     ⤷ PTIC (Package) HR Time Data: Customizing
IMG Activity
ID OHTX0217 Define Deduction Rules for Absence and Attendance Quotas  
Transaction Code S_AHR_61010749   IMG Activity: OHTX0217 
Created on 19981221    
Customizing Attributes OHTX0217   Define Deduction Rules for Absence and Attendance Quotas 
Customizing Activity OHTX0217   Define Deduction Rules for Absence and Attendance Quotas 
Document
Document Class SIMG   Hypertext: Object Class - Class to which a document belongs.
Document Name OHTX0217    

In this step, you define the rules according to which attendances and absences are to be deducted from the attendance/absence quotas.
Quota deduction does not depend on individual attendance/absence types, but is determined by the Counting rule for attendance/absences that is assigned to an attendance/absence type. There are two variants of these counting rules:

  1. Deduction rules used for deducting quotas until existing entitlement is used up.
  2. Deduction rules used for deducting quotas over and above the existing entitlement when the quota named in bullet point #1) is used up.

    See also: Assigning deduction rules to counting rules

The following functions are available for defining deduction rules:

  • Sequence with which attendances/absences are deducted from quotas, can be defined using the following criteria:
    • Attendance/absence quota types
    • Start and end of validity period of the quotas
    • Start or end of quota deduction period (only valid for absence quotas)

      These criteria can be specified even further as follows:

    • Quota Sequence:
      A distinction exists between a special sequence of up to 100 quota types and a Sequence for the next deduction.
      If you enter a quota directly here, then this quota is deducted first following the sequence entered. After which, the other quotas for the employee can be deducted according to the sequence for next deduction.

      For the sequence of next deduction, you must specify whether the quota types should be accounted for in ascending or descending order.
    • Deduction Priority:
      Here you enter the criteria, according to which sequence the system should sort existing employee quotas to make them available for deduction. You can enter the priority levels 1 to 5 for the criteria quota type, start of validity period, end of validity period, start of deduction period and end of deduction period (see example).

For date-based criteria, you can differentiate between ascending and descending sorts. If you do not enter a priority for an attribute, then if will not be taken into account when sorting the time quotas for deduction.

Example

You choose the priority "1" for your attribute end of validity period and priority "2" for the attribute quota type. In this case, then first all existing quota records, regardless of their type, will be sorted according to their end of validty periods. If two or more records have the same end of validity period, then these records will be sorted according to the special sequence of quota types (insofar as it exists) and then according to the sequence for next deduction.

Note

If you do not enter a priority for the attribute quota type then neither the special sequence nor the quota sequence for next deduction is taken into account. Furthermore, the quota type sequence is only taken into account for valid priority entries if all previous sort criteria has been included.
A deduction rule is unvalid, if none of the available attributes (by the priority entry) is indicated as relevant. In this case, the deduction sequence is determined by a "standard rule" defined as follows:
All available time quota records of the same type (atendance quota or absence quota) are deducted in ascending order according to their deduction end date, then according to their deduction start date and then finally accordibng to their quota type.

  • Deduction rules are only valid for quotas that have the entered time unit (day or hours).

Example

The absence quota of an employee should be used up in the way that makes most sense. This especially means the time off entitlement that the employee worked each month and which only has a deduction period of one month to use, should be the first deducted.

To set this up, enter the absence quota type 01= Day off entitlement in the Absence quota types section of the screen and leave all of the other fields blank.
Other quotas that the employee has should also be able to be deducted from and sorted in ascending order according to absence quota type. These quotas do not need to be entered explicitly.
Select only the Sort all other quota types in ascending order in the Quota type sequence for next deduction section of the screen

For the deduction priority, enter the absence quota type as priority "1" so that the day off entitlement is deducted first in any case. The other quotas should be processed so that those which are next deduction are the ones that are sequentially closest. To do so, enter priority "2" as the end of deduction period. By selecting the Ascending field, all quotas which follow are sorted so that those with the date farthest in the future are deducted first.
As priority "3" you can then specify the Start of validity period. If you also activate the Ascending order field here, you make sure that in the third priority, the quota with the start of validity period furthest in the future is deducted.

Requirements

All attendance/absence quota types to be deducted are created in the Define attendance quota types and Define absence quota types steps.

If you want to define special deduction rules that enable deduction over and above entitlement, then you should specify for each quota type and Personnel subarea grouping for time quotas the lowest limit for negative deduction.

Standard settings

The standard SAP System contains a number of deduction rules.

Recommendation

Activities

  1. Enter the Employee subgroup grouping and the Personnel subarea grouping for time quota types for which you want the deduction rule to be valid.
  2. Enter the deduction rule. Use an easy to recognize name so that you can easily remember your rule.
    Make sure to specially Indicate deduction rules that can be used to enable deduction over and above entitlement. This will make it easier to assign deduction rules to the counting rules.
  3. Enter the unit for the attendance/absence quota types that are to be deducted using this rule.
  4. If required, enter the attendance/absence quota types that should be deduction using this rule.

Note

  1. If you do not enter an attendance/absence quota here, then the system deducts all additional quotas of the employee that also have the same time unit (day or hours).
  2. To check the quota types entered here, the system includes the valid quota definition for the start date of the deduction rule.
    If you later change the time unit of a quota type, then an error can occur. To prevent this from happening, you should check all of the deduction rules that follow when changing a time unit of an attendance/absence quota type at a later time, whether the changed quota is used in those rules. It is recommended that a new quota type be created in situations such as these.

  1. Determine whether other quotas are to be deducted if all of the quotas displayed in the Absence quota types window are used up.
    If you do not want this to be the case, activate the No further deduction field.
    If you do want this to happen, enter whether the quota should be sorted ascending order (01, 02, 03) or descending order (99, 98, 97).
  2. Enter the deduction priorities and the type of sorting you require.

Further notes

Quota deduction is indicated to a key date in the transparent table PTQUODED, so that "Undos" are carried out in the correct order.
A quota deduction record of this type contains a link to the attendance or absence it represents and to the quota record that was deducted. This link takes place using the document number DOCNR that is stored with the attendance/absence and the quota number QUONR that is stored with the quota record.

Business Attributes
ASAP Roadmap ID 204   Establish Functions and Processes 
Mandatory / Optional 1   Mandatory activity 
Critical / Non-Critical 1   Critical 
Country-Dependency A   Valid for all countries 
Assigned Application Components
Documentation Object Class Documentation Object Name Current line number Application Component Application Component Name
SIMG OHTX0217 0 HLA0100350 Quotas 
Maintenance Objects
Maintenance object type C   Customizing Object 
Assigned objects
Customizing Object Object Type Transaction Code Sub-object Do not Summarize Skip Subset Dialog Box Description for multiple selections
V_556R_B V - View SM30 Define Deduction Rules for Absence Quotas 
V_T556R V - View SM30 Define Deduction Rules for Attendance Quotas 
History
Last changed by/on SAP  19990326 
SAP Release Created in