By : Ravi Kanth Vadla

Steps to generate Absence quotas:

Absence quota:
1. Group personal sub areas for Attendances and Absences.
Time data recording - Time management 
Menu Path: SPRO --> Group personal sub areas for -->Absence catalog -->Absences --> administration Attendances and Absences.  Here, first you need to do PSG grouping for Attendances & Absences. 

2. Define Absence Type
Menu Path: Time Absence --> Absences --> Time data recording and Administration --> Management Define Absence Type --> catalog
Click on New Entries; Create an Absence type with a 4 characters code. 

3. Determine Entry Screens and Time Constraint Classes
Time data recording 
Menu Path: Time Management --> Determine Entry Screens and Time --> Absence Catalog --> Absence --> Administration Constraint Classes.
Here find the Absence Type that you have created. Click X on Magnifying glass or Ctrl+Shift_F2.
Here, by specifying the screen number for attendance type and absence type, you determine which screen is to be used for entering, displaying and maintaining records. Select screen number field and press F1.Give screen number that suits your requirement. 
Quota Ex.2001 deduction
No quota deduction 2051

4. Define Counting Classes for Period Work Schedule.
Time data recording 
Menu Path: Time Management Define Counting --> Absence Counting --> Absence Catalog --> Absences  --> Administration Classes for Period Work Schedule.
Here, select your PWS and give counting class range 01-09.
Counting classes: Counting classes for PWS are used to evaluate absences& attendances. Use different counting classes for PWS with long DWS &many Dayoffs.When you maintain a counting class you must define a separate rule for each Counting class.) 

For Employee sub groups
5. Group Employee sub groups for Time Quotas.
Time data recording and Administration
Menu Path: Time Management --> Rules for absence counting (New) --> Absence Counting --> Absence Catalog --> Absences Group Employee sub groups for Time Quotas.
Here select you Employee group & Group Employee sub groups for Time Quotas give number ranging from 1-9.

For Personnel sub areas
6. Group Personnel sub areas for Time Quotas
Time data recording and Administration
Menu Path: Time Management --> Rules for absences counting (New) --> Absence Counting --> Absence Catalog --> Absences Group Personnel sub areas for Time Quotas.
Here select your & Group Personnel sub areas for Time Quotas give number ranging from 01-99.

7. Define Absence Quota
Time data recording
Menu Path: Time Management Time --> Managing Time Accounts using Attendance/Absence Quotas -->Administration --> Define Absence Quota Types.--> Quota Types
Definition of Absence quota: Here we define valid absence quota types with 2 digit code (entitlement to time off & leave types) for your employee group& personal sub area¡¦s grouping for time quotas. Why we define Absence quota, because, in this we define unit of time measurement whether you want the entitlement to time off to be maintained in Hours or in Days.

8. Permit Quota Generation without Time evaluation
Time data recording and Administration
Menu Path: Time Management Calculating Absence --> Managing Time Accounts using Attendance/Absence Quotas --> Permit Quota Generation --> Automatic Accrual of Absence Quotas --> Entitlements without Time evaluation
Here we define, to transfer the left absence quota for next year or not.
Select the Absence quota and click No generate (Radio button).

9. Specify Rule groups for Quota type selection.
Menu Path: Managing Time Accounts --> Time data recording and Administration --> Time Management Rules for  Calculating Absence Entitlements using Attendance/Absence Quotas --> Specify Rule groups for Quota type --> Generating Absence Quotas selection.
Here we give one 2 digit code (01-99) for quota type selection, that what we mention in QUOMO feature.

10. Set Base Entitlement
Time data recording
Menu Path: Time Management --> Managing Time Accounts using Attendance/Absence Quotas --> Administration Set --> Rules for Generating Absence Quotas --> Calculating Absence Entitlements Base Entitlement.
Select Base Entitlement for Absence Quota Generation and Click on Choose: button
Click on --> New Entries --> to enter the data.
Base Entitlement: Why we define this is, here we evaluate number of eligibility days for the Absence quota. And we assign this to Absence quota that we created earlier.

11. Determine Validity and Deduction Periods.
Menu Path: Time Managing Time Accounts using --> Time data recording and Administration --> Management Rules for Calculating Absence Entitlements --> Attendance/Absence Quotas Determine Validity and Deduction Periods.--> Generating Absence Quotas
Click on New Entries to enter the data.
We define Validity & deduction periods, as you want to define as per calendar year, Accrual period etc.

12. Define Generating rules for Quota Type Selection.
Time
Menu Path: Time Management Managing Time Accounts using data recording and Administration Rules for Calculating Absence Entitlements --> Attendance/Absence Quotas --> Define Generating rules for Quota Type --> Generating Absence Quotas Selection.

13. Define Deduction Rules for Absence and Attendance Quotas
Time data recording and Administration
Menu Path: Time Management Quota Deduction Using Managing Time Accounts using Attendance/Absence Quotas - Define Deduction Rules for Absence and Attendance --> Attendance /Absences Quotas
Click on New Entries to enter the data.
We define deduction rules according to which attendance & absences are to be deducted from the Attendances & Absence quotas. Actually the quota deduction did not depend on individual Absence/Attendances types, but it is determined by the counting rules for Absences/Attendances that are counting rules assigned to an Attendances &Absences types
Select Define deduction Rules for Absence Quotas and Click on Choose button.
Go and Click on New Entries and enter the data

14. Define Counting rules
Time data 
Menu Path: Time Management --> Absences Counting --> Absence Catalog --> Absences recording and Administration Define Counting Rules --> Rules for absence counting (New) 
Click on New Entries; enter the data as of your requirement.
Counting rules: We define counting rules for counting Attendances & Absences. The rules are used to determine the payroll days & hours for an Attendance & Absence type. The payroll days and hours that have been counted are used to control the deduction of 

15. Assign counting rule to Absence type
Menu Path: Time --> Absence Catalog --> Absences --> Time data recording and Administration --> Management Assign Counting rules to Absence Types --> Absences Counting 

16. Set Personnel Sub area groupings for Time Recording 
Menu Path: Time Set Personnel Sub area groupings for Time --> Time Evaluation setting --> Management Recording.
Select your personnel sub area and give the 2digit code, for grouping and give the same digit for Personnel Sub area groupings for Time Recording. While creating the Attendance /Absence type. 
Run Absence quota: The Transaction code to run Absence quota is SE38.In SE38 we generally use to run the SAP Reports.

Give SE38, and give report RPTQTA00, to run Absence quota.
Then Execute it....

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