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SuccessFactors Time Off Period End Processing

Period End Processing

A term used in SF time management which  deals with following year end activities .

  1. Carry forwarding balances from old time account to new account
  2. Closing old time accounts

Period

Duration which allows an employee to submit an absence.Period  can be determined from respective time account . In below example leave booking is possible from 01/01/2017 until 31/03/2018 which is the booking period of time account

Period End

Last day of the booking period. 31/03/2018 is the end of bookable period in above example

PEP CONFIGURATION STEPS

Step 1:Create a PEP rule

Sample rule

Below rule carry forwards all balances from old account to new account and closes old account.

IF CONDITION

  • If condition in above rule is checking whether a follow up account exists for the user.If there is no follow up account system will just Zero out the current balances by posting a negative amount.  For example:If total balances in current account is 50 then system will post -50 which makes the  balance Zero
  • Check Amount posted logic in create statement  section of above rule.Its negating the remaining balance by adding opposite sign.
  • Final set statement in above rule will close the old account.There is a field named Closed within time account object.Value of that field will be set to YES once pep is completed

All “employee time” instances within this account will become non editable once account is closed.There is a field named editable in “employee time” object, value of “editable ”  field will be set to “NO” .User will no more be able to request any leaves on that account too.

Above IF condition usually helps to close the accounts of terminated user’s who may not have a follow up account.

ELSE CONDITION

Above else condition is the continuation of first if condition

Here the logic is written for the employees who has follow up accounts already created

  • First create statement in above rule will zero out the current balance
  • Next set statement closes the current account
  • Second create statement post the carry forwarded balances to the new account.Check the create statement

Create newAccount.Time Account Details: Its creating a time account details within the new account and will post carry forwarded balances as per the logic written in “amount posted” section.

Step 2: Add rule within the time account type

Navigate to Manage time off structures—>Choose respective time type—>add rule in period  end processing rule field.

Step 3:Create new/ follow up account

Follow up account should be created prior to PEP run. To run 2018 pep we will have to create new 2019 account first.This can be done via manage time off structures—>Create new account

Step 4:Simulate PEP

Simulate PEP calendar via manage time off calendar and check the results.Logs can be downloaded from monitor job page

PEP simulation

Simulation is a trial run which will helps to check how the balances will be posted after actual PEP run. It’s possible to simulate PEP during open period.

Step 5.Run PEP

Run pep via manage time off calendars page after verifying simulation results

Make sure that all pending leaves are approved before the final run

PEP will fail for a user if there is any pending leaves. Approve all pending leave requests of that specific time account before running PEP. Approval should be done via UI,you should not import the leaves with approved status ,this can cause inconsistencies like workflow request will still be dispayed in “to do” list etc..

How to choose start and end date of PEP calendar

Dates are important while running a PEP calendar.System picks accounts based on the dates entered while creating calendar.In below example start date is Aug 1 2018 and end date is Jan 1 2019 ,here system will consider all the accounts whose bookable until date is falling in between Aug 1 2018 and Jan 1 2019

When to run period end processing

PEP can be run once the period is ended, its not possible to run PEP during the open period

For example:

Booking possible from: Jan 1 2018
Bookable Possible until : March 31 2019

In above case ,system will allow us to run PEP post March 31st 2019 and not before that.You will get an empty log file if PEP is run during open period

Frequently Reported Issues

1.Error :You cant close the account because it contains employee times with status Pending.

Check whether any users related to this time account type has  pending leave request.If so ,approve the leave request and run the calendar again.System will not process PEP if a user has a pending request.

2.Error:Parent cannot be null for creating new child!

Check whether the pep rule is creating a new time account detail.If so ,users should have a follow up account

Example:

We are running a pep for 2018 account and planning to carry forward remaining balance to 2019.During PEP run, system will try to carry forward the balance and will throw an error if that user do not have a 2019 account.Always create follow up account  prior to pep calendar run,else create pep rule(check if condition in above example) accordingly so that system will not try to carry forward balances to new account if it doesn’t exist

3.Error:DETAIL_WRONG_BOOKING_DATE

Check the posting date configuration inside the create .New Account.Time Account Details section in the PEP rule.

4.PEP run returns an empty log file

Check whether the bookable until date of the account is in past. You cannot run PEP if the bookable until date of the account is in future

5.Time account type not displayed in manage time off calendars page

Time account types which has a period end processing rule will only be displayed in manage time off calendar page while creating pep calendar

Drop your comments below if you are facing any issues or if you need more information.

 

 

 

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