SAP

HR User Manual

Time Evaluation

Published by Team of SAP

Consultants at SAPTOPJOBS Visit us at
www.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means electronic or mechanical
including photocopying, recording or any information storage and retrieval system without
permission in writing from SAPTOPJOBS.
 INDEX
1 Maintain Employee Time - Introduction.................... 3
2 Employee Quota Overview ........................................ 4
3 Quota Corrections .................................................... 7
4 Quota Report ..........................................................14
5 Running Time Evaluation........................................18
6 View Time Cluster ...................................................23
7 Time Management Pool ...........................................28
8 Time Statement.......................................................31
9 Leave Balance Payout..............................................35
 1 Maintain Employee Time - Introduction

This scenario describes the typical processes used in HCM Time

Management for quota generation and time evaluation.

Prerequisite:-
The following Scenarios are to be executed before this process
can be generated:
BPP Transaction code
Maintain Organizational PPOME
Structure
Maintain Personal PA40, PA30
Administration

Process Steps
As the new employee joins the company, the HR department will
hire the employee into the appropriate organizational and
enterprise structures using the hiring action. A hired employee
must be active with work schedule to enter time in CATS,
perform time evaluation and payroll subsequently.
Master Data
You have entered the master data required to go through the
procedures of this scenario. Ensure that the following scenario-
specific master data exists before you test this scenario:
HR Master Data Employee IDs
Hourly employees 109857
Salary employees 109005
2 Employee Quota Overview

Definition:-
The quota overview provides you with access to all information
and program functions in the environment of attendance and
absence quota administration. From the quota overview, you can
check quota credits and correct them if necessary. Quota
entitlements are entered manually using the Absence Quotas
(2006) and Attendance Quotas (2007) infotypes, or calculated
during time evaluation.

Prerequisites
Employee is entitled with quotas.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time Data Æ Quota
Overview
Business Role Time administrator
Transaction PT50
code
2. On the Quota overview screen, make the following entries:
Field Description R/O/C User action Comment
name and values
PERNR Personnel # R
Period Period O Choose the
selection selection period
selection
from the
 buttons to
retrieve right
data.
Sub Sub Screen R Navigate
Screen Tab from total
Tab balance to
detailed
accrual
information.
• To view
absence
quota
balances,
click
Absences
quota tab.
• To view
when the
quotas are
generated
(such
each pay
period),
click
Accrual
informatio
n tab.)

Result
You obtain an overview of all the employee’s attendance or
absence quotas for the selection intervals you specified. For
absence quotas, the Correction Indicator Field (determining
quota entitlement) shows whether the entitlement was entered
manually or automatically.
The information is retrieved and corrected if necessary.
3 Quota Corrections

Definition:-
This activity will correct or adjust the leave (vacation) balances
for special needs.

Prerequisites
The employee is eligible to have the type of leave to be adjusted.
Such quotas can be vacation, sick leave, personal business and
so on.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time Data Æ Maintain
Business Role Time administrator
Transaction PA61
code

2. On the Maintain time data screen, make the following entries:

Field Description R/O/C User action Comment
name and values
Personnel Personnel R Use search
no. number help to find
the number
Infotype Infotype R Choose the
name or <Time
number Quota> tab,
 (IT2013) then choose
line <Quota
corrections>
and
choose .
Subtype Subtype for R Enter the
quota quota
number of
select from
the
dropdown.

3. On the next screen, enter the following fields:

Field Description R/O/C User action Comment
name and values
Date Date of the R
correction
Hours Number of R Enter the
Hours number of
hours to be
corrected
Adjust Adjustment R Add,
method method Subtract or
Replace the
quota
balance
Transfer Transfer R Specifies
Method method how you
want the
quota
correction to
be
processed
Note: -
The system offers following options for transferring quota
corrections:
Do not change transfer time: The quota correction is not
processed until the time at which time evaluation
normally transfers the calculated entitlement to the
Absence Quotas infotype (2006). In this case, the quota
correction does not appear immediately in infotype 2006,
so you cannot deduct an absence or quota compensation
from the value of the quota correction.
Transfer accrued entitlement immediately: The quota
correction is processed in the next time evaluation run.
If you run time evaluation directly for the employee, the
value of the quota correction and any entitlement
already accrued by time evaluation are available for
 deduction in the Absence Quotas infotype (2006) directly
afterwards.
Only transfer quota correction immediately: The quota
correction is processed in the next time evaluation run.
If you run time evaluation directly for the employee, the
value of the quota correction is available for deduction in
the Absence Quotas infotype (2006) directly afterwards.

4. Choose the Save button.

Result
The correction is made to be picked up by time evaluation. Time
Evaluation is to be run to see the results within Absence Quota
2006.
Note: -
If you wish to make corrections and update only your
corrections immediately when time evaluation is run, choose the
third option (only transfer quota correction immediately).
If the correction made can wait for the accrual period and to be
updated together with regular accruals, you can choose the first
option (Do not change transfer time).

Run timeEvalauation
Go to PT 50 and view the 2013 correction added or not
4 Quota Report

Definition:-
This report creates overviews of employees’ absence quotas
according to various aspects. You can display or print out
employees’ quotas, for example, for those who have entitlement
remaining during a specified period.

Prerequisites
The quotas have been generated for the employees.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Information system Æ
Report Selection Æ Time Accounts Æ
Display Absence Quota Information
Business Time administrator
Role
Transaction PT_QTA10
code
2. On the report selection screen, make the following entries:
Field Description R/O/C User Comment
name action and
values

Period Selection R Choose

period suitable
reporting
 period such
as current
year, up to
today, or
current
month and
so on.
PERNR Personnel # O 109005
HR HR O
personnel personnel
enterprise enterprise
structure structure
Quota Quota type O You can 09
Type also use
additional
selection
criteria to
restrict the
absence
quotas to
be included
in
evaluation.
You can
choose
which
quota types
are to be
available
for
evaluation
with which
time units
and
deduction
periods
Project Project O Uncheck
 Quota Quota this
Status Status checkbox
Display Display O Choose
Option Option what
results are
to be
displayed.

3. Choose the Execute button.

4. Review the report and activities. If the button is shown on

the selection, choose it to review the error list. You can also
change the layout to review other information such as cost
centers. Additionally, the list can be mailed, or downloaded.

Result
The Quota Report is produced.
5 Running Time Evaluation

Definition:-
This activity will evaluate employee time including overtime,
holiday time, shifts, vacation and sick leave and so on. The time
evaluation (PT60) is usually run automatically every night, but
can also be started manually from the menu.

Prerequisites
Time data has been created and transferred into HR database.

Procedure
1. Access the transaction by choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time evaluation Æ Time
Evaluation
Business HR Personnel or Time Administrator
Role
Transaction PT60
code

2. On the next selection screen, make the following entries:

Field name Description R/O/C User action Comment
and values
Personnel Personnel O Leave it blank 109005
no. number so all the
employees are
evaluated.
Schema Evaluation R Use the Best TM04
schema Practice
 delivered
schema 9US0.
The
evaluation
schema
defines the
steps to be
performed
during time
evaluation.
Time Time O Define the
Statement Statement time SAP&TEDT
variant layout statement
selection layout. Use
defaulted
value.
Forced To the date O This field is
recalculation the system usually left
as of evaluate the blank. If
time data circumstances
require, you
can enter the
date back to
which time
data must be
reevaluated.
Use this field:
To display a
day that has
already been
accounted
without
errors.
If employees’
working time
specifications
have been
 changed
retroactively

Display Log Display O Display the

runtime log system
process log
Test run Test run O Test run to
see the To Be
results.

3. Choose Execute.
4. For a large number of employees, execute the transaction in
the background. From the menu, choose Program Æ Execute
in Background Æ Immediate Æ Save.

Result
The results are stored in time evaluation cluster. All regular
hours, shift premium hours and overtimes are also stored in the
cluster.
Quota balances are updated directly in employee master data.
The payroll process should be run to calculate actual costs and
payment to the employee.
The costing assignments will be handled during the Postings to
Financial Accounting and reconciliation of actual costs against
the cost center or receiver objects is covered in the Payroll
Administration BPP. Refer to the Payroll Administration BPP for
further information.
6 View Time Cluster

Definition:-
If the results of time evaluation are not clear, you can use
cluster reports to display the data determined. This transaction
allows you to view the data in Cluster B2, arranged into tables.
You can also view Cluster B2 via the Time Management pool. You
can display the content of cluster B2 tables for individual
employees in the Error handling transaction by choosing Goto
Evaluation result.

Prerequisites
Time evaluation has been performed for the employee.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Tools Æ Tools Selection
Æ Cluster Æ Display Time Evaluation
Results
Business Time administrator
Role
Transaction PT_CLSTB2
code
2. On the Report Selection screen, make the following entries:

Field Description R/O/C User action Comment

name and values
PERNR Personnel # R This field 109005
should
mostly be
filled in
performing
this
transaction.
Year Year O 2005-
2006
Period Period O
List O Select how
Format data is
displayed
Archived O Select if
Data archived
 data should
be shown

3. Choose the Execute button.

4. Double-click the line to select the data table to review. All the
time evaluation results are stored in here. Following are the
list of the data tables that are essential to the time evaluation:
ZES Table ZES contains daily balances.
SALDO Table SALDO stores all cumulated balances.
The balances are added from table TES to
SALDO in month-end processing.
ZKO All quota transactions of the period are stored
in table ZKO.
ZL Table ZL represents the interface between time
evaluation and payroll. The existing time wage
types have been derived via time wage type
selection using the Time Wage Type Selection
Rule table (T510S).
The entries in table ZL contain pointers to the
following tables:
ALP - alternative payment
C1 - cost distribution
AB - absences
An IFTYP is specified for the selected time
wage types. The IFTYP is an indicator for
payroll. It describes the origin of the wage
type:
S - planned work
M - overtime
A - absence
ALP Table ALP contains the specifications on a
different rate of payment
 C1 Table C1 contains cost distribution
specifications (account assignment).
AB Table AB contains all absences
ANWES Table ANWES contains all attendances that
have been entered using the Attendances
infotype (2002).
QTACC Table QTACC contains the accrual
entitlements that were generated by time
evaluation on the relevant date of the accrual.
You can view detailed information on the
generation by double-clicking the appropriate
line.
QTBASE Table QTBASE contains the information on
the base entitlement that was used as a basis
for calculating the accrual entitlements.
Any changes to the base entitlement within an
accrual period are flagged accordingly.
QTTRANS Table QTTRANS indicates the status of the
transfer pool for each day. The cumulated
entitlements are indicated until they have
been transferred to the Absence Quotas
infotype (2006) or until the entitlement has
expired.
You can view detailed information on the
transfer pool and on the transfer by double-
clicking the appropriate line.

5. Choose the Back button.

Result
Detailed time evaluation results are retrieved.
7 Time Management Pool
Definition
The Time Management pool is a comprehensive instrument that
can be used to check, correct, and display evaluated time data.
Time data administrators can perform all their most important
administrative tasks, such as processing time evaluation
messages, from one central screen.
Prerequisites
Employees are active and evaluated with time evaluation.
Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time evaluation Æ Time
Management Pool
Business HR Personnel or Time Administrator
Role
Transaction PT40
code

2. Make the following entries:

Field name Description R/O/C User action Comment
and values
PERNR Personnel # O 109005
Work Work O
Schedule Schedule
Time Time O Use this
Administrator Administrator option if the
time
administrator
group is set
 up to your
enterprise
Administrator Administrator O
Group Group

3. Choose Error Handling to check time evaluation messages.

4. On the Date dialog box, enter a date, then choose Continue.

5. The error and warning messages are displayed.

6. Choose Attendance Check to check daily attendance. This

report is used to generate an overview of all employees who
are at work or absent - having given prior notification - at a
specific time, and of their anticipated attendances and
absences for the remainder of the selected day. It is useful
with time events

7. Choose Time leveling to compare employee’s time against

work schedules. The time leveling report can be used to
compare employees’ actual working times to the times
documented for them in the form of time or incentive wage
data. You can then make corrections or new entries so that
the time data corresponds to the actual time worked

8. Choose Time Statement to review time evaluation results. The

time statement function in the Time Management pool can
print an overview of the time balances calculated for
individual employees in time evaluation. You can also create
time statement forms for specific employees, if required.

9. Choose Weekly calendar to maintain time in weekly view. This

allows you to maintain employee’s data with a weekly
overview.

10. Choose Quota overview for quota overview. This will

bring you to transaction PT50 – Quota overview.
11. Choose Time accounts to review employee’s time accounts.
The time accounts function in the Time Management pool can
check an employee’s current time balances.

12. Choose Cml.balances to review employee’s cumulated

balance. The report Cumulated Time Results - Time Balances
and Time Wage Types (RPTBAL00) enables you to analyze the
results of time evaluation according to various aspects of
organizational assignment.
Result
Employee’s time data is managed in one place, and the
evaluation results are checked.
8 Time Statement

Definition
Report RPTEDT00 creates an overview of the results determined
by time evaluation, for example, an overview of time balances
and time wage types for each employee.
You can use the report to check the time evaluation results, for
example, or to send time statements to employees. Employees
can use the self-service application to call this time statement to
view the current status of their time balances and time wage
types in the Internet or intranet.

Prerequisites
Time evaluation is processed.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time evaluation Æ Time
Management Pool
Business HR Personnel or Time Administrator
Role
Transaction PT61
code
2. On the selection screen, choose and select the variant
<SAP&TEDT>. Clear your username from the dialog box so all
the variants are displayed.

3. On the selection screen, make the following entries:

Field Description R/O/C User action Comment
 name and values
Period Selection O Option
period current
month is
commonly
used query.
PERNR Personnel # O 109563
FORM TEDT Form R Use the one SAP&TEDT
saved in the
variant
SAP&TEDT.

4. Choose the Execute button.

5. On the record line, double-click Details to branch into

employee’s master data record.
Result
The employee’s time statement is displayed.
9 Leave Balance Payout

Definition
The Time Quota Compensation infotype (0416) can be used to
remunerate absence entitlements such as Leave or Time in lieu
of overtime.
When the compensations are recorded, the remaining quota or
leave that has not been deducted or compensated is reduced by
the specified amount.

Prerequisites

The leave balance is available to be compensated.

Procedure

1. Access the transaction choosing one of the following

navigation options:
SAP R/3 Human resources → Time Management→
menu Administration → Time Data Æ Maintain
Or
Human resources Æ Personnel
management Æ Administration Æ HR
Master Data Æ Maintain
Business HR Personnel or Time Administrator
Role
Transaction PA30
code

2. On the Maintain Time Data screen, make the following entries:

Field Description R/O/C User action Comment
name and values
Personnel Personnel R Use search 109663
no. number help to find
the number
Infotype Infotype R Or select the Or enter
0416 tab <Time infotype
Quota> - tab 416
line < Time directly.
Quota
Compensation
>.
Subtype Subtype R Select from
dropdown the
quota type
available for
compensate,
or select from
the dialog box
after click
create.
3. Choose the Create button. The list of absence quotas in the
infotype shows which quotas can be compensated. It displays
all the employee’s absence entitlements that are available for
deduction on the current day.

4. On the <Create Quota Compensation> screen, make the

following entries:
Field Description R/O/C User action Comment
name and values
Date Date of R Use the date
compensation that falls
within
coming
payroll
period.
 Number Number R Number to Or enter
be infotype
compensated 416
from the directly.
balance.
You have the option of checking the specified
compensation before saving. The check enables you to
view which quotas are reduced by the compensation and
by how much.

5. Choose the Save button.

6. After payroll is run, the leave payout will be picked up and

pay to the employee.
Result
The payout record is saved and to be picked by payroll run to
pay the employee.
 SAP
HR User Manual

Time Evaluation

Published by Team of SAP

Consultants at SAPTOPJOBS Visit us at
www.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means electronic or mechanical
including photocopying, recording or any information storage and retrieval system without
permission in writing from SAPTOPJOBS.