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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Course Map

The course map will provide you with a high level overview of where you are at the beginningof every chapter.

Learner Guide Time Reporting

Chapter 4 Page 1


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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

Chapter 4 Page 2

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.


Chapter 4 Page 4

Instruction

Take Note

Personal WorkSchedule


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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.


Chapter 4 Page 5

Instruction

Personal workschedule

System Result

Consolidation

Overview


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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.





Chapter 4 Page 6

Menu Path

Attendance/Absence Data:Overview

Instruction


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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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Chapter 4 Page 8

Attendance/Absence Data:Overview


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Using the Change Layout button, change the layout to suit the reportingrequirement.


Execute the Attendance Data Overview report


Chapter 4 Page 9

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.



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.


Chapter 4 Page 10

Overview

Menu Path

Attendance/Absence Data:Calendar View


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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 the relevant radio button.


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Instruction


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Chapter 4 Page 12


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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.



AbsenceIndicator

Click on theAbsence Indicatorbelow a specific date.


Chapter 4 Page 13


Take Note

Instruction


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Click on the Details button to display the Time Record.

The Display Attendances screen is displayed.


Complete and Execute the Attendance Data Overview:Calendar View report


Chapter 4 Page 14

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.



Information SystemsReport SelectionAbsences PT91 AbsenceData: Multiple Employee View

OR


Enterbutton.


Chapter 4 Page 15

Overview

Menu Path


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TheAttendances/Absences: Multiple Employee Viewscreen isdisplayed.



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


Chapter 4 Page 16

Attendances/AbsencesMultipleEmployeeView

Instruction


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Absence typesSelect one or moreAbsence Types for reporting orleave the fields blank to report on all the relevantabsence types.

Evaluationoptions


TheAttendances/Absences: Multiple Employee Viewscreen isdisplayed.


Chapter 4 Page 17

Attendances/AbsencesMultipleEmployeeView


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TheAttendances/Absences: Multiple Employee viewscreen isdisplayed.



Time IndicatorDouble click on a relevantTime Indicatorto display thedetails of the record.


Chapter 4 Page 18

Instruction

Attendances/Absences:MultipleEmployee

Instruction


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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.


Complete and Execute the Attendances/Absences: MultipleEmployee View report


Chapter 4 Page 19

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.



Information SystemsReport SelectionsAttendance PT65 Attendance Overview Graphic

OR


Enterbutton.


Chapter 4 Page 20

Overview

Menu Path


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The Overview Graphic of Attendances/Absences screen is displayed.


Chapter 4 Page 21

OverviewGraphic ofAttendances/Absences


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Complete the following instructions:Button/Field Description


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.




Chapter 4 Page 22

Instruction

OverviewGraphic ofAttendances/Absences

Instruction


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TheAttendance/absence overviewscreen is displayed.



Time Indicator

Double click on a relevantTime Indicatorto display its

details.


Chapter 4 Page 23

Attendance/Absenceoverview

Instruction


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The Display Absences screen is displayed.



Click on the Display Note button to display the reasonfor the relevant absence, if applicable.


Complete and Execute the Attendance/Absence OverviewGraphic report


Chapter 4 Page 24

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.



Information SystemReport SelectionTime AccountsPT_QTA10 Display Absence Quota Information

OREnter transaction code PT_QTA10 in the Command field and click on the

Enterbutton.


Chapter 4 Page 25

Overview

Menu Path


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The Display Absence Quota Information screen is displayed.


Chapter 4 Page 26

DisplayAbsenceQuotaInformation


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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


Chapter 4 Page 27

Instruction


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Chapter 4 Page 28

Display QuotaInformation

Instruction


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Click on the Backbutton to return to the ReportSelection Screen.


Chapter 4 Page 29


Instruction


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Chapter 4 Page 30



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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.



Chapter 4 Page 31

Instruction



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Quota Header Click on the Quota Headerto select the Quota column.

Click on the Sort Ascending Orderbutton to group therelevantQuotas.


The Absence Quotas are grouped together.


Complete and Execute the Display Absence Quota Informationreport


Chapter 4 Page 32

Instruction


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.



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.


Chapter 4 Page 33

Overview

Menu Path


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The Cumulated Time Evaluation Results: Time Balances/Wage Typesscreen is displayed.



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.


Chapter 4 Page 34

CumulatedTimeEvaluationResults

Instruction


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The Choose Selection Fields dialog box is displayed.



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.


Chapter 4 Page 35

Choose

SelectionFields

Instruction


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The Choose Selection Fields dialog box is displayed.



Click on the Continue (Enter) button to proceed.


Chapter 4 Page 36

ChooseSelectionFields

Instruction


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PersonnelNumber

Leave this field blank.

Personnelarea

Click on the Possible Entries button to display a

list of possible entries.


Chapter 4 Page 37


Instruction


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The Personnel Area dialog box is displayed.


Chapter 4 Page 38

PersonnelArea


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PersonnelArea Text

Select the relevantPersonnel Area.

Click on the Copybutton.




Chapter 4 Page 39

Instruction


Instruction


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Personnelsubarea

Click on the Possible Entries button to display a

list of possible entries.

The Personnel Subarea dialog box is displayed.



P.subarea

textSelect the relevantPersonnel Subarea.

Click on the Copybutton.


Chapter 4 Page 40

PersonnelSubarea

Instruction


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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.


Chapter 4 Page 41

Cumulated

TimeEvaluationResults

Instruction

Take Note


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Click on the Save button to save the enteredReportSelection Criteria.

The Variant Attributes screen is displayed.



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.


Chapter 4 Page 42

Instruction

VariantAttributes

Instruction


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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.


Chapter 4 Page 43

Cumulated

TimeEvaluationResults

System Result


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Click on the Execute button to run the report.


The User can print the report or export the data to Microsoft Excel, ifrequired.


Chapter 4 Page 44

Instruction

CumulatedTimeEvaluation

Results

Take Note


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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


Chapter 4 Page 45


Menu Path


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The Select File Formatdialog box displayed.



Click on the Spreadsheetformat

Click on the Continue button to proceed with thedownload.

The SAP Custom Save File As dialog box is displayed.




Chapter 4 Page 46

Select FileFormat

Instruction

SAP Custom Save File As

Instruction


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Click on the Selection button to indicate the area wherethe data must be saved.


Chapter 4 Page 47


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The following screen is displayed:



File Name Enter a relevantFile Name for the downloaded data.

Click on the Save button to save the file.


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Instruction


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The following screen is displayed:



Click on the Generate button to proceed with thedownload.


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SAP Custom Save File As

Instruction


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Note the message at the bottom of the screen confirming the download

The file can now be accessed via windows explorer.


Chapter 4 Page 50



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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


Chapter 4 Page 51

Consolidation


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time management training guide time reports

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