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Author's profile photo Shine Sebastian Joseph

Absence and Quota Configuration Made Easy (Part II)


Time management is indeed a mystery in the beginning simply because of the flexibility it offers and today I am making an attempt on simplifying the absence and quota configuration process. This document is a follow through of my initial knowledge artifact Absence and Quota Configuration Made Easy (Part I) where I explained the concepts related to absence configuration, logic of configuration flow, performed step by step configuration of absence and absence quota configuration etc. Considering the convenience of my readers and for their full understanding, I broke the document into two parts and 4 sections each focusing on a particular part of the configuration so that in case you have specific doubts in a configuration, all you need is to go to the relevant
document having that particular section of the configuration and refer.

Sharing the link for viewing the Part I of this document

With no further delay, lets get back to action

PART III- Counting Rule

Here, we would be focusing on configuring the counting rule. This would be a two-step process.

  1. Defining the counting rule
  2. Assigning the counting rule to the Absence type

We would first start with the grouping via Employee subgroups and Personal subarea which would act as the selection criteria for the counting rule and then move on to the above configurations.

If you remember in my document Part I, we had already assigned the employee grouping and personal area grouping and so this time we would not require any action.

Step1:  View the values in grouping of time quotas via Employee subgroup and Personal subarea


Grouping Employee Subgroups




Grouping Personal Subareas





Step 2 (Config): Lets define the counting rule for our absence type – Casual Leave.




Conditions for the current day.

This specifies how the rule should be have when applied for certain days of the week. Like in my case, I don’t want the leaves to be considered for Friday and Saturday as those are weekends for UAE.

Holiday Class and Day type

This defines to which all holiday classes and day types should the counting rule apply.

Counting Class for Period Work Schedule

Counting classes are groupings of period work schedule and assigned to them in table T551C. Thus for different period work schedules, you can have different counting rules based on counting class for period work schedules.

Conditions for planned hours

This defines if the counting rule applies to working day or not.

Condition for full day, part day

Applicable for full day absence records, partial day absence records or both.


Counting can take place in days or hours.  Here you determine how many days or hours should be deducted when the absence type is applies in IT 2001. By giving Quota multiplier as 100% then that would mean it would take all the days applied in the absence record. You can deduct the quota by 1 day or 0.5 day or 2 days by specifying different percentages in quota multiplier.

You can also specify the rounding rule in case you want the days to round to half or one day. This is defined in table T559R.

Deduction Rule

This rule determines how attendance and absences are deducted from quotas.

Here you specify the deduction rule which we would be configuring in the next step.

Save the above changes which would define the counting rule.

Step 3 (Config): Our final step related to counting rule would be to assign the counting rule to the absence type casual leave.

pic 7.png


In this step, the counting rule is assigned to the absence type casual leave. Also pls ensure you check the box Quota deduction else there would not be any deduction from the absence quota when the absence type is applied.

We have successfully configured counting rule for our absence type.

PART IV- Deduction Rule

We are now in the last section of this document where we would be focusing on configuring the deduction rule for the absence quota. Two basic purposes of this rule is that it can be used for deduction of attendances and absences from quotas and also for deduction from quotas in case of quota compensation.

This would be a two step process:

  1.   Defining the deduction rule for the absence quota.
  2. Assigning the deduction rule to the counting rule.


Step 1 (Config): Lets define the deduction rule


We would start with naming the deduction rule with a number and text name which would be used for identifying the entry.

Unit relevant would be days in our case and for hourly employees, it would be hours.

Absence quota type would be the quota from which you would like to deduct the days from. You can assign multiple quotas and have the days deducted from. Upto 100 quota types can be defined and the deduction happens in the sequence updated in this column.

You have again multiple options to process the deductions from above defined quotas.

No further deduction- would mean only from the quotas defined above should there be any deduction. In case we select this checkbox, then that would inform the system to send an error message in case the absence/ attendance deduction is not met after considering all quota types specified above.

Quotas defined in the above can be deducted in ascending or descending order to.

Deduction Priority would define the criteria based on which the deduction would happen ie based on the priority set the  deduction would happen from the quotas or based on the start date , end date etc.


From the above we have defined a deduction rule and included the absence quota to be deducted from in the rule.

Step 2: The last step of the configuration would be to assign the deduction rule to the counting rule thereby completing the whole cycle.






In the above step with input the value for the deduction rule in the within entitlement option which also confirms that the deductions would happen only from the available days with the employee and no negative deductions.

We have no completed the entire configuration of Absence and Absence Quota.


We shall now test the absence type casual leave to ensure, we are able to apply the record and same is being deducted from the absence quota.

Step 1: Applying a casual leave absence type for an employee


Step 2: Verifying that the record reduces days of absence from the quota


With this I have come to the end of this configuration document and surely hope it comes in handy during your configurations.

Happy Reading


Shine Sebastian Joseph

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      Author's profile photo Former Member
      Former Member

      well explained 🙂

      Author's profile photo Shine Sebastian Joseph
      Shine Sebastian Joseph
      Blog Post Author

      Dear Ritu,

      Sincere thanks for your feedback.

      It would be great if you could pls rate the document for the benefit of other SCN users. 🙂



      Author's profile photo Former Member
      Former Member

      thanks fr sharing . simplified the concepts .. 🙂

      Author's profile photo Shine Sebastian Joseph
      Shine Sebastian Joseph
      Blog Post Author

      Dear Namra,

      Thanks for the feedback..Happy to know that the document was helpful 🙂 .

      Author's profile photo S S
      S S

      Good work ..Joseph .

      Author's profile photo Former Member
      Former Member

      Hi Joseph,

      I thank very much.I was scared to know this concept.Now i understood well.This is awesome.Keep posted this kind articles.It would really help us a lot. Thanks a lot



      Author's profile photo Iulian Durlan
      Iulian Durlan

      Hi Joseph,

      Very nice explained.

      Can you tell me if it can be configured a limit for deduction?

      I have a quota defined from 01.01.2020 till 31.12.2020 with 20 days. Can be set in quota configuration, that in period 01.12.2020 till 31.12.2020, 5 days to be "locked"? This means that the employee can take 15 days till 31.11.2020 and last 5 days on december?

      I've found something regarding the infotype 5 but it's not very clear to me.




      Author's profile photo Shivakumar Sowndararajan
      Shivakumar Sowndararajan

      Hi shine.. It was a fantastic explanation. If you could post some related to time pcrs and time evaluation will be useful .. is it possible shine ?