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Introduction


In the last few days, I have also seen queries regarding solution for balance absence quota carry forward in SCN (SAP Community Network). There are a couple of methods to achieve the solution for this requirement. In this document, I will cover step by step configuration and testing for the first method. And may be when I have time, I will come up with another document on the second method.

Client Situation


Below are the client requirements with respect to balance absence quota carry forward.


Annual Leave


  • The annual leave quota gets generated in time evaluation either on 01-Jan or on the hiring date and has validity till 31-Dec of the given year.
  • On 31-Dec of every year, the remaining balance of annual leave quota should get carry forward to next year.
  • The validity and deduction interval for the carry forward annual leave quota will be for the next calendar year.
  • A maximum of 5 days balance can be carried forward to the next year. If the balance is more than 5 days, extra days above 5 days will lapse.

Sick Leave


  • The sick leave quota gets generated in time evaluation either on 01-Jan or on the hiring date and has validity till 31-Dec of the given year.
  • On 31-Dec of every year, the remaining balance of sick leave quota should get carry forward to next year.
  • The validity and deduction interval for the carry forward sick leave quota will be for the next calendar year.
  • The entire quota balance should get carried forward to next year.


Privilege Leave


  • The privilege leave quota gets generated by program RPTQTA00 and the validity of the leave quota is from 01-Jan of current year till 31-Mar of next year. Hence, the quotas will overlap during Jan – Mar next year.

  • On 31-Mar of next year, the remaining balance of previous year Privilege Leave Quota should be carried forward to next year for the period from Apr – Dec.
  • The validity and deduction of interval for the carry forward privilege leave quota will be for 01-Apr till 31-Dec.
  • A max of 7 days can be carry forward to the next year.



Solution Design


Let me give you step by step configuration of the solution design.


I assume here that the quotas for annual leave, sick leave and privilege leave have already been created.


We would need to create carry forward quotas for annual leave, sick leave and privilege leave. But before we do that, let us create few daily time types for our solution.


Step 1: SPRO > Time Management > Time Evaluation > Time Evaluation Settings > Define Time Types

 

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Step 2: SPRO > Time Management > Time Data Recording and Administration > Managing Time Accounts Using Attendance/ Absence Quotas > Time Quota Types > Define Absence Quota Types

The actual quotas are as mentioned below:


  • 91      –        Annual Leave Quota
  • 95      –        Sick Leave Quota
  • 97      –        Privilege Leave Quota

The carry forward quotas will be defined as below:


  • 71      –        CF Annual Leave Quota
  • 75      –        CF Sick Leave Quota
  • 77      –        CF Privilege Quota

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Step 3: SPRO > Time Management > Time Data Recording and Administration > Managing Time Accounts Using Attendance/ Absence Quotas > Calculating Absence Entitlements > Automatic Accrual of Absence Quotas > Permit Generation of Quotas in Time Evaluation

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Step 4: SPRO > Time Management > Time Data Recording and Administration > Managing Time Accounts Using Attendance/ Absence Quotas > Calculating Absence Entitlements > Rules for Generating Absence Quotas > Set Base Entitlements > Base Entitlement for Absence Quota Generation

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The carry forward time types have been assigned as base entitlement for carry forward quotas respectively.

Step 5: SPRO > Time Management > Time Data Recording and Administration > Managing Time Accounts Using Attendance/ Absence Quotas > Calculating Absence Entitlements > Rules for Generating Absence Quotas > Determine Validity and Deduction Periods

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This quota is valid for the period Apr – Dec.

Step 6: SPRO > Time Management > Time Data Recording and Administration > Managing Time Accounts Using Attendance/ Absence Quotas > Calculating Absence Entitlements > Rules for Generating Absence Quotas > Define Generation Rules for Quota Type Selection


We will define the selection rules for the three absence quotas.


C/F Annual Leave

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C/F Sick Leave

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C/F Privilege Leave

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Step 7: Create Constants for Leave Balance Thresholds

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Step 8: Create PCRs for Reading Balance Quotas at Quota End Date

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PCR ZALB reads the balance annual leave quota on 31-Dec using HRS=FR91C and passes the value to time type ZALB.

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PCR ZSLB reads the balance sick leave quota on 31-Dec using HRS=FR95C and passes the value to time type ZSLB.



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On 31-Mar, PCR ZPLB finds the difference between current date and quota end date for the earliest record. If the difference is 0, it means that this is the record for which quota needs to be read. If there is only one record of 97 which will be the case of new hire, the difference between current date and quota end date will be greater than 0.


If the difference is 0, it reads the remaining balance of privilege leave for the first record and passes it to time type ZPLB.




Step 9: Create PCRs for Bringing Forward Balance Quotas

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PCR ZALC reads the value of time type ZALB for 31-Dec and compares with the value of constant ZALTH (value = 5) on 01-Jan. If the values is less than 5, it passes the value to time type ZALC and if it is more than 5, it passes value 5 to time type ZALC.



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PCR ZSLC reads the value of time type ZSLB for 31-Dec and passes it to time type ZSLC on 01-Jan.



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PCR ZPLC reads the value of time type ZPLB for 31-Mar and compares with the value of constant ZPLTH (value = 7) on 01-Apr. If the values is less than 7, it passes the value to time type ZPLC and if it is more than 7, it passes value 7 to time type ZPLC.




Step 10: Add PCRs to Time Schema


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The PCRs ZALB, ZSLB and ZPLB which read the remaining balance at quota end date should be introduced in time schema after function QUOTA. This will be especially useful in arriving at the correct remaining leave balance in case of daily accrual of leaves where a small fraction of leave gets accrued and transferred every day.


Please ensure that you introduce function CUMBT in the time schema again after the PCRs ZALB, ZSLB and ZPLB. This is done to transfer the time types generated in these PCRs from Table TES to Table ZES.


The PCRs ZALC, ZSLC and ZPLC which bring forward the leave balance from previous day to the current day should be introduced after standard PCR TR30 and before function CUMBT. This is done so that the time types generated in these PCRs can move from Table TES to Table ZES in function CUMBT for quota generation.


Let us now proceed to testing.




Solution Testing


IT2006 (as on 01-Jan-13)


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Let us assume that the employee didn’t apply any leave in the year 2013.


Run time evaluation for 31-Dec-13.


PCR Processing for 31-Dec-13


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PCR ZALB reads the remaining balance on 31-Dec for annual leave quota and passes it to time type ZALB.



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PCR ZSLB reads the remaining balance on 31-Dec for sick leave quota and passes it to time type ZSLB.



Table ZES

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Timetypes ZALB and ZSLB have values 20 and 7 respectively on 31-Dec-13.



Run time evaluation for 01-Jan-14


PCR Processing for 01-Jan-14


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PCR ZALC brings forward remaining annual leave balance from time type ZALB and compares it with the value in constant ZALTH (value = 5). Since it is greater than 5, it passes the value 5 in time type ZALC.

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PCR ZSLC brings forward remaining sick leave balance from time type ZSLB to time type ZSLC.

Table ZES


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IT2006


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C/F quotas as well as quotas for the year 2014 get created.

Run time evaluation for 31-Mar-14


PCR Processing


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PCR ZPLB reads the privilege leave balance available on 31-Mar from the record with earliest validity start date.



Table TES

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The value of time type ZPLB on 31-Mar is 12 and not 24. Hence, it proves that only the first record of quota 97 has been read.

Run Time Evaluation for 01-Apr-14


PCR Processing

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PCR ZPLC brings forward the remaining balance in time type ZPLB and compares it with the value in constant ZPLTH (value = 7). Since it is greater than 7, it passes the value of 7 to time type ZPLC.


Table ZES

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IT2006

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C/F Privilege Leave has got generated for the period 01-Apr-2014 till 31-Dec-2014 for 7 days.


Here, I come to the end of this knowledge artifact. Thank you for your patience to go through this long document. I hope this has been useful for you.



Thanks and regards,

Vivek Barnwal.


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55 Comments

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  1. santosh mohanty

    Hi Vivek,

    Thanks for the detail explanation.I’m keen to learn positive time management by going through your documentation. I tried with some of your scenarios it works fine in my system.

    Regards,

    Santosh

    (0) 
  2. Mostafa Pajouyan

    Hi Vevek,

    Excellent step by step demo indeed.

    If I may just add one comment for readers, is that since the Quota generation is based on Time Evaluation, any Time evaluation failure nil your Quota.

    Of course, when the issue is resolved and your time eval is ran successfully, the record is fine again.  But untill this is done, no absence entry can be achieved because your quota is wrong.

    In some situations, this can be a problem or at least, an inconvinience.

    This is why, as much as possible, its better to avoid Time Evaluation based quota generations if it is not absolutely necessary.

    QUOTA is a beautifull tool, fully automated, extremely flexible with loads of capabilities.

    But with complexity comes complications.

    Sometimes, simplicity is the best option.  🙂

    (0) 
    1. Vivek Barnwal Post author

      Hi Mostafa,

      Thanks for your appreciation.

      However, I don’t agree with your opinion of QUOTA function and time evaluation. All companies which implement time evaluation also get the evaluation results monitored and if the time evaluation is failing for any reason, a ticket is logged to get the issue resolved.

      Once the issue will get resolved, the time evaluation will run successfully and generate the quotas.

      Time evaluation brings automation and reduces effort.

      Thanks and regards,

      Vivek

      (0) 
  3. Nisha S

    Hi Vivek,

    Very nice document it is…thanks a lot for sharing.,

    Could you please let me know if there is any other way like through  reports or something else is there in standard or custom in order to carry forward the remaining quota for the next year other than writing pcrs?

    (0) 
    1. Vivek Barnwal Post author

      Hi Nisha,

      Thanks Nisha. Kindly rate the document quality.

      I am not aware of any method other than PCRs to carry forward the remaining quota balance.

      There isn’t anything in standard apart from PCRs and time types method.

      Thanks and regards,

      Vivek Barnwal

      (0) 
  4. Ahmed MORSHIDY

    Hi Vivek,

    Thank you for your valuable document

    i want to ask if the annual leave valid from hiring date up till one year that mean carry forward won’t happened in exact date (December every year ) then how will you carry forward?

    Br

    Ahmed

    (0) 
    1. Vivek Barnwal Post author

      Hi Ahmed,

      You can use two date types to define quota start date and quota end date.

      Write a PCR where you try to find the difference between quota end date and date of time evaluation using HRS operation. If it is 0, read the balance.

      Write a PCR where you try to find the difference between quota start date and date of time evaluation using HRS operation. If it is 0, bring forward the balance and create quota.

      Refer the below document on creating quota using quota start date and quota end date.

      Prorated Grant of Absence Quota for Contract Period in Time Evaluation

      Thanks and regards,

      Vivek Barnwal

      (0) 
  5. Ahmed MORSHIDY

    Hi Vivek,

    Thank you for your quick respond

    Customer need to generate the quota based on Contract date and this case is ok.

    WRT carry forward if the contract renewed for one year more, the remaining balance for old quota will carry forward up till  5 month only ,if the employee didn’t take it he will lose it

    ex if the duration date of contact start from 01/06/2014 to 03/05/2015 and contract has been renewed one year more then the carry forward should be valid from 01/06/2015 to 01/11/2015 . my question, how the carry forward will be valid only from 01/6 until 01/11?

    again thank you for answer

    (0) 
    1. Vivek Barnwal Post author

      I think it would be better if you log a query in SCN regarding about your requirement by giving complete details.

      Thanks and regards,

      Vivek Barnwal

      (0) 
  6. Anil Chilaka

    Hi Vivek,

    Client Requirement:

    Quota Type = Annual Leave Quota (Quota number = 40)

    Quota per year = 30 days

    Accrual = Daily

    Calendar Year = 01st Jan 20XX to 31st Dec 20XX (XX = Current year)

    Carry forward limit = All 30 days can be transferred to next year on 1st Jan, Update the same quota type.

    Maximum entitlement of Annual Leave = 35 Days

    Generation Method = Time Evaluation (Daily run, using TM04 schema)

    ESG Grouping for Quota = 2

    PSG Grouping for Quota = 10

    Question1: In your example you have created another AL Carry forward quota, However can we update the same absence quota. I have used UPDTQ operation it didnt work.

    Question2: How to add the document to thread to show my config and PCRs I have written for your reference.

    Thanks

    Anil

    (0) 
  7. Amit C Soman

    Hi Vivek,

    Thank you so much.

    I just tried it with simple annual leave scenario…did PCRs (did not understand them so well) like u see and do things on electronic application user guides. it worked magic..

    its motivating …

    But i have a query. How can we use the carry forward quota for deduction in the current year ie the year to which it is carried forward. As in selection rule we have not mentioned any constant.

    regards

    amit

    (0) 
    1. Vivek Barnwal Post author

      Carry forward for deduction in the current year is based on the deduction validity interval which is for that given year only.

      Thanks and regards,

      Vivek Barnwal

      (0) 
  8. Jazib Tariq

    Dear Vivek,

    Thanks for the document stuff on Carry forward leave balance.

    What about the quota which he has not used. Like in your example its start date and end date is 01.01.2013 to 31.12.2014. The record exists in 2006 or what will happens to that record.

    2nd: If i want to configure only Annual Leave based on Hiring date of an employee. What should i need to change in this steps.

    (0) 
  9. Vipul Patil

    Hi Vivek,

    The article covers everything anyone need to configure carry forward leaves. Commendable job !!!

    I am using same configurations for quota carry forward, however i am facing a scenario and would like to discuss with you.

    Employee applied for leave on 23.12.2014 to 12.01.2015 = 13 leaves. Annual quota = 14.

    Validity and Deduction = Calendar Year. Carry forward limit = 5.

    Quota carry forward PCRs are working fine except the output in carry forward quota on 01.01.2015 is 5, which ideally should be 1.

    What am I missing?

    Thanks & Regards,

    Vipul Patil.

    (0) 
    1. Vivek Barnwal Post author

      Hi Nildari,

      Thank you.

      Without time evaluation, we can’t build the functionality of balance carry forward in standard SAP Time Management.

      Regards,
      Vivek Barnwal

      (0) 
  10. Amit C Soman

    Hi,

    I have tried the above earlier and did it rightly at that time.

    But I do not know what is going wrong this time.

    Whatever only quota I maintained in IT 2006 say 77 (01.01.2015 to 31.12.2015)as per it I am using HRS=FR77C.

    I do not have why transfer is not taking place to Time type (ZBAL)  when I  run time evaluation from and to date as 31.12.2015.

    I tried several times but not able to do. Position of pcr in schema is same as i tried several months back. so that is right.

    Could you suggest what would be wrong.

    regards

    amit soman

    (0) 
    1. Vivek Barnwal Post author

      Hi Amit,

      Please create a thread with screenshots of your configuration.

      I will have to analyze to let you know the cause of it.

      Regards,
      Vivek

      (0) 
  11. Irene .

    Hi Vivek,

    The Document is selfless sharing. I have read your other document on Workday Schedule ,my doubts were clarified .

    Regards,

    Irene

    (0) 
  12. shiva Kumar

    Hi Vivek sir,

    I have tried Creating Carry forward Quota ,

    10 is my Annual Leave generated through RPTQTA00

    DOJ is :01/02/2015

    i am trying to run the time evaluation in test to get the result i am gettting the following error. could you please help to resolve it.

    Error in TE while Carry Forward_3.png

    Error in TE while Carry Forward.png

    Error in TE while Carry Forward_2.png

    (0) 
      1. Babaiah C

        Hi Vivek,

        I have seen all your threads ,which are very helpful.I am sure that your solutions will help in my support//implementation projects.

        I feel you are my guru.

        Thank you

        Babaiah

        (0) 
  13. Naved Pasha Syed

    Thank you sir for sharing your experiences on your blog. I’ve gone through your blog. You are a expert in SAP HCM. And a guide to the freshers who are willing to build their career in SAP HCM.

    Your knowledge artifact is a big help for me, In future I’ll go through the PK Agarwal books also.I am currently based in Saudi Arabia now.

    We are waiting for your other method on Leave quota Vivek Sir,

     

    Thank you,

    Best Regards.

    (1) 

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