time management training guide time reports
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Chapter
4
Time Reporting
Objectives:
At the end of the chapter you will be able to:
Access SAP Standard and Customised Time Reports Complete the relevant Time Reports
Execute the relevant Time Reports
Create a Variant for frequently used Time Reports
Download Time Report data to a Microsoft Excel Spreadsheet
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Time Management
Course Map
The course map will provide you with a high level overview of where you are at the beginningof every chapter.
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Time Management
Time Reporting
The purpose of this chapter is to describe how to access and execute the relevant TimeReports applicable to Prasa. The User needs to experiment with the reports, the selectioncriteria and report layout.
The report selection screen consists of the following areas:
Reporting Period to indicate the period that must be evaluated
Selection Area to use a combination of selections to evaluatethe correct employees
All report data can be printed or downloaded as required.
Prasa uses SAP Standard Reports that is part of SAP
The Program Documentation button on the selection screen of the
SAP Standard reports contains a description and also describes thepurpose of the report.
Users can use the Ad Hoc Query transaction to create their own reportswhere required.
SAP Standard reports are displayed in the Time Management module.
Time Reporting Learner Guide
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Take Note
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Complete the following instructions:
Button/Field Description
Select the relevantReporting Periodradio button.
PersonnelNumber
Enter the Personnel Numberof the Employee whosePersonal Work Schedule must be displayed.
The Further Selections button above the Periodarea contains additional report selection options.
The Personal Work Schedule screen is displayed.
Time Reporting Learner Guide
Chapter 4 Page 4
Instruction
Take Note
Personal WorkSchedule
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Complete the following instructions:
Button/Field Description
Click on the Enterbutton to check and verify theentries.
Click on the Execute button to start the report.
The Personal work schedule screen is displayed.
The personal Work Schedule for the relevant person is displayed. You canprint or download the report data to Microsoft Excel, if required.
You are now able to:
Display a Personal Work Schedule of an Employee for aspecific period
ABSENCE/ATTENDANCE DATA OVERVIEW
The Time Administrator uses this report to obtain an overview on EmployeeAttendances and Absences for a specific period.
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Chapter 4 Page 5
Instruction
Personal workschedule
System Result
Consolidation
Overview
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Time Management
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemReport SelectionAttendancePT64 Attendance Data Overview
OR
Enter transaction code PT64 in the Command field and click on the
Enterbutton.
TheAttendance/Absence Data: Overviewscreen is displayed.
Complete the following instructions:
Button/Field Description
Select the relevantReporting Periodradio button.
Time Reporting Learner Guide
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Menu Path
Attendance/Absence Data:Overview
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Button/Field Description
Selection
Use one or more of the following combinations toselect the Employee time data that must be evaluatedby the report:
Personnel Number
Personnel Area
Personnel Subarea
Absence type Select one or moreAbsence types if required.
Attendance/
Absence typesfor eval
Select one of the following evaluation options:
Select the relevantData Formatradio button.
Select to output additional fields to group the report.
Select to add additional output fields to the report.
Select the relevant radio button for the report groupingsequence.
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TheAttendance/Absence Data: Overviewscreen is displayed.
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Attendance/Absence Data:Overview
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Time Management
Complete the following instructions:
Button/Field Description
Click on the Execute button to start the report.
TheAttendance/Absence Data: Overviewscreen is displayed.
Using the Change Layout button, change the layout to suit the reportingrequirement.
You are now able to:
Execute the Attendance Data Overview report
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Instruction
Attendance/Absence Data:
Overview
Take Note
Consolidation
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ABSENCE/ATTENDANCEDATA CALENDAR VIEW
The Time Administrator uses this report to obtain an overview on EmployeeAttendances and Absences for a specific period in a Calendar format.
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemReport SelectionAttendancePT90 Attendance Data: Calendar View
OR
Enter transaction code PT90 in the Command field and click on theEnterbutton.
TheAttendance/Absence Data: Calendar Viewscreen is displayed.
Time Reporting Learner Guide
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Overview
Menu Path
Attendance/Absence Data:Calendar View
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Complete the following instructions:
Button/Field Description
Select the relevantReporting Periodradio button.
Selection
Use one or more of the following combinations toselect the employee time data that must beevaluated by the report:
Personnel Number
Personnel Area
Personnel Subarea
Absence type Select one or moreAbsence types if required.
Attendance type Select one or moreAttendance types if required.
Attendance/Absence types for
eval
Select one of the following evaluation options:
Select the relevant radio button.
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TheAttendance/Absence Data: Calendar Viewscreen is displayed.
Complete the following instructions:
Button/Field Description
Click on the Execute button to start the report.
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Attendance/Absence Data:Calendar View
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TheAttendance/Absence Data: Calendar Viewscreen is displayed.
The Key field area at the bottom of the screen contains a legend thatdescribes the Keys used for each absence type.
Days highlighted in red are public holidays.
Complete the following instructions:
Button/Field Description
AbsenceIndicator
Click on theAbsence Indicatorbelow a specific date.
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Attendance/Absence Data:Calendar View
Take Note
Instruction
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Click on the Details button to display the Time Record.
The Display Attendances screen is displayed.
You are now able to:
Complete and Execute the Attendance Data Overview:Calendar View report
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DisplayAttendances
Consolidation
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ABSENCE/ATTENDANCEDATA MULTIPLE EMPLOYEE VIEW
The Time Administrator uses this report to display the attendances andabsences for each Employee in a monthly view for multiple Employees.For example, the user can display the Employees who have leave in aparticular month.
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemsReport SelectionAbsences PT91 AbsenceData: Multiple Employee View
OR
Enter transaction code PT91 in the Command field and click on the
Enterbutton.
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Overview
Menu Path
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TheAttendances/Absences: Multiple Employee Viewscreen isdisplayed.
Complete the following instructions:
Button/Field Description
Select the relevantKeyDate radiobutton.
Selection
Use one or a combination of the following selectionoptions to select the relevant Employees:
Personnel Number
Personnel Area
Personnel Subarea
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Attendances/AbsencesMultipleEmployeeView
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Button/Field Description
Absence typesSelect one or moreAbsence Types for reporting orleave the fields blank to report on all the relevantabsence types.
Evaluationoptions
Select one of the following evaluation options:
TheAttendances/Absences: Multiple Employee Viewscreen isdisplayed.
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Attendances/AbsencesMultipleEmployeeView
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Complete the following instructions:
Button/Field Description
Click on the Execute button to start the report.
TheAttendances/Absences: Multiple Employee viewscreen isdisplayed.
Complete the following instructions:
Button/Field Description
Time IndicatorDouble click on a relevantTime Indicatorto display thedetails of the record.
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Instruction
Attendances/Absences:MultipleEmployee
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The Select a day for detailed information dialog box is displayed.
The Select a day for detailed information dialog box displays theAttendance or Absence type name.
You are now able to:
Complete and Execute the Attendances/Absences: MultipleEmployee View report
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Select a dayfor detailedinformation
Take Note
Consolidation
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ABSENCE/ATTENDANCE OVERVIEW GRAPHIC
The Time Administrator uses this report to create a planning board thatdisplays Employees' recorded attendances and absences in graphicalformat. The graphic interface supports the User in planning leave or inchecking personnel capacities for a group of Employees. The evaluation isrun for each individual Employee. The report also runs an evaluation forlocked records.
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemsReport SelectionsAttendance PT65 Attendance Overview Graphic
OR
Enter transaction code PT65 in the Command field and click on the
Enterbutton.
Time Reporting Learner Guide
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Overview
Menu Path
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Time Management
The Overview Graphic of Attendances/Absences screen is displayed.
Learner Guide Time Reporting
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OverviewGraphic ofAttendances/Absences
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Complete the following instructions:Button/Field Description
Select the relevantReporting Periodradio button.
Selection Enter the relevantPersonnel Number.
AdditionalData
Select the relevantAbsence orAttendance types orleave these fields blank to list all absence andattendance types.
De-select the Checkboxbutton if locked records mustbe excluded when the report is run.
The Overview Graphic of Attendances/Absences screen is displayed.
Complete the following instructions:
Button/Field Description
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Instruction
OverviewGraphic ofAttendances/Absences
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Time Management
Click on the Execute button to start the report.
TheAttendance/absence overviewscreen is displayed.
Complete the following instructions:
Button/Field Description
Time Indicator
Double click on a relevantTime Indicatorto display its
details.
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Attendance/Absenceoverview
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Time Management
The Display Absences screen is displayed.
Complete the following instructions:
Button/Field Description
Click on the Display Note button to display the reasonfor the relevant absence, if applicable.
You are now able to:
Complete and Execute the Attendance/Absence OverviewGraphic report
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Display
Absences
Instruction
Consolidation
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DISPLAY ABSENCE QUOTAINFORMATION
The Time Administrator uses this report to create overviews of Employees'absence quotas according to various aspects. For example, you candisplay Employees remaining quota entitlement within a specific interval.
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemReport SelectionTime AccountsPT_QTA10 Display Absence Quota Information
OREnter transaction code PT_QTA10 in the Command field and click on the
Enterbutton.
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Overview
Menu Path
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The Display Absence Quota Information screen is displayed.
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DisplayAbsenceQuotaInformation
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Complete the following instructions:
Button/Field Description
Select the relevantReporting Periodradio button.
Selection Enter a Personnel Numberin the
Personnel Number selection field
QuotaSelection
Select a relevantQuota type or leave the field blank todisplay all the Employees quotas. Enter the relevantkey dates for the:
Deduction Period determines what periodthe employee can make deductions fromtheir quota
Key Date for Deduction deductions takenup to this date will display on the report
Entitlement Key Dates entitlements up tothis date will display on the report
Display
The user can select one of the following two displayoptions:
Display only Employees with selectedquotas
Display all selected Employees
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The Display Absence Quota Information screen is displayed.
Complete the following instructions:
Button/Field Description
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Display QuotaInformation
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Click on the Execute button to start the report.
The Display Absence Quota Information screen is displayed.
Complete the following instructions:
Button/Field Description
Click on the Backbutton to return to the ReportSelection Screen.
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DisplayAbsenceQuotaInformation
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The Display Absence Quota Information screen is displayed.
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DisplayAbsenceQuotaInformation
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Complete the following instructions:
Button/Field Description
PersonnelNumber
Remove the enteredPersonnel Number.
PersonnelArea
Enter the Relevant Personnel Area Numberor click
on the Possible Entries button to search for and
select the relevant Personnel Area.
Click on the Execute button to run the report with newselection criteria.
The Display Absence Quota Information screen is displayed.
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Instruction
DisplayAbsenceQuotaInformation
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Complete the following instructions:
Button/Field Description
Quota Header Click on the Quota Headerto select the Quota column.
Click on the Sort Ascending Orderbutton to group therelevantQuotas.
The Display Absence Quota Information screen is displayed.
The Absence Quotas are grouped together.
You are now able to:
Complete and Execute the Display Absence Quota Informationreport
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Instruction
DisplayAbsenceQuotaInformation
System Result
Consolidation
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CUMULATED TIME EVALUATION RESULTS TIME BALANCES/WAGE TYPES
The Time Administrator uses this report to create a list of the day balances,cumulated balances (period balances), or time wage types that weredetermined by time evaluation.
The user can check what balances have been formed for eachorganisational unit. The report only reads the results that were created onthe basis of time evaluation without errors. It does not take account of thepreliminary balances generated by time evaluation when there is an error.
The leave entitlements/accounts can be displayed by using this report.
Ensure that the SAP Easy Access screen is displayed.
Select Human ResourcesTime ManagementAdministration
Information SystemReport SelectionTime AccountsPT_BAL00 Cumulated Time Evaluation Results: Time Balances/Wage Types
OR
Enter transaction code PT_BAL00 in the Command field and click on the
Enterbutton.
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Overview
Menu Path
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Time Management
The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
Complete the following instructions:
Button/Field Description
Select the relevantReporting Periodradiobutton.
Selection
Use one or more of the following combinations to
select the Employee time data that must beevaluated by the report:
Personnel Number
Time Recording Administrator
Click on the Further Selections button to displaya list of additional selections.
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CumulatedTimeEvaluationResults
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The Choose Selection Fields dialog box is displayed.
Complete the following instructions:
Button/Field Description
Click on the Selection boxbutton next to PersonnelArea.
Click on the Selection boxbutton next to PersonnelSubarea.
Click on the Selectbutton to copy the two additionalselection options.
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Choose
SelectionFields
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The Choose Selection Fields dialog box is displayed.
Complete the following instructions:
Button/Field Description
Click on the Continue (Enter) button to proceed.
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ChooseSelectionFields
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The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
Complete the following instructions:
Button/Field Description
PersonnelNumber
Leave this field blank.
Personnelarea
Click on the Possible Entries button to display a
list of possible entries.
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CumulatedTimeEvaluationResults
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The Personnel Area dialog box is displayed.
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PersonnelArea
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Complete the following instructions:
Button/Field Description
PersonnelArea Text
Select the relevantPersonnel Area.
Click on the Copybutton.
The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
Complete the following instructions:
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Instruction
CumulatedTimeEvaluationResults
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Button/Field Description
Personnelsubarea
Click on the Possible Entries button to display a
list of possible entries.
The Personnel Subarea dialog box is displayed.
Complete the following instructions:
Button/Field Description
P.subarea
textSelect the relevantPersonnel Subarea.
Click on the Copybutton.
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PersonnelSubarea
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The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
Complete the following instructions:
Button/Field Description
Select the relevantSelection Condition radio button.
The User can create a Variant for frequently used reports. The reportselection area is completed and then saved so that it can be accessedagain.
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Cumulated
TimeEvaluationResults
Instruction
Take Note
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Complete the following instructions:
Button/Field Description
Click on the Save button to save the enteredReportSelection Criteria.
The Variant Attributes screen is displayed.
Complete the following instructions:
Button/Field Description
Variant Name Enter the relevantVariant Name. Free text.
Meaning Enter a Short Description for the Variant. Free text.
Click on the Save button to save the Variant.
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VariantAttributes
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The Cumulated Time Evaluation Results: Time Balances/ Wage Typesscreen is displayed.
A message is displayed on the Status Bar that indicates that the relevantvariant was saved. The next time the User accesses this report screen
he/she clicks on the Get Variant button to display and select the
created variant.
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Cumulated
TimeEvaluationResults
System Result
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Complete the following instructions:
Button/Field Description
Click on the Execute button to run the report.
The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
The User can print the report or export the data to Microsoft Excel, ifrequired.
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Instruction
CumulatedTimeEvaluation
Results
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The Cumulated Time Evaluation Results: Time Balance/ Wage Typesscreen is displayed.
Click on the Local File button to export the report data
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CumulatedTimeEvaluationResults
Menu Path
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The Select File Formatdialog box displayed.
Complete the following instructions:
Button/Field Description
Click on the Spreadsheetformat
Click on the Continue button to proceed with thedownload.
The SAP Custom Save File As dialog box is displayed.
Complete the following instructions:
Button/Field Description
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Select FileFormat
Instruction
SAP Custom Save File As
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Click on the Selection button to indicate the area wherethe data must be saved.
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The following screen is displayed:
Complete the following instructions:
Button/Field Description
File Name Enter a relevantFile Name for the downloaded data.
Click on the Save button to save the file.
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The following screen is displayed:
Complete the following instructions:
Button/Field Description
Click on the Generate button to proceed with thedownload.
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SAP Custom Save File As
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The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.
Note the message at the bottom of the screen confirming the download
The file can now be accessed via windows explorer.
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CumulatedTimeEvaluationResults
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You are now able to:
Complete the Cumulative Time Evaluation Results report
Create a variant to save report selection criteria
Execute the Cumulative Time Evaluation Results report
Download report data to Microsoft Excel in the form of aspreadsheet
Learner Guide Time Reporting
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Consolidation
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Time Management