Customizing Settings for Data Entry Profiles

Use

When employees record working times, they call the time sheet by specifying a data entry profile . The profile determines the data entry process and the layout of the time sheet. The various data entry profiles enable you to provide your employees with a data entry view that is tailored to their area of activity and that fulfils your business requirements.

To create a data entry profile, you must make the following settings in Customizing:

  • Set Up Data Entry Profiles

    The IMG activities used for setting up data entry profiles depend on the user interface used. Make the necessary settings for the appropriate user interface in the Implementation Guide (IMG), under Start of the navigation path Cross-Application Components Next navigation step Time Sheet. End of the navigation path

  • Select Fields

    Here you can determine which fields are displayed for each data entry profile.

Features

Profile maintenance

Before you define a data entry profile, you must consider the following:

  • Do you want the data entry profile to provide a daily, weekly, or monthly data entry view?

  • Do your employees record their own working times or are they recorded centrally, for example in a data entry office?

  • Do you want to set up a separate release and approval procedure for the recorded data? If you choose to use an approval procedure, do you want to use SAP Business Workflow ?

  • Which profile authorization group do you want the data entry profile to belong to?

    Note Note

    Profile authorization groups enable you to set up authorizations for the Time Sheet. You use authorizations to determine which data entry profiles a user can use for which personnel numbers. For more information, see: Assignment of Authorizations for the Time Sheet

    End of the note.

  • Which data entry checks do you require?

  • If you implement HR Payroll , which receiver object do you want to post the personnel costs to?

  • Do you want to simplify data entry for the user by providing default values and a worklist ?

    Note Note

    For more information on default values for CATS classic and CATS regular , see Default Values for Sender Cost Center and Activity Type .

    For more information on default values for CATS for service providers , see Default Values for Sender Cost Center and Activity Type .

    End of the note.

Once you have answered these questions, you can create the data entry profiles you require. In addition to the options described above, additional options are available that enable you to modify the time sheet layout to suit your requirements, and increase ease of use for users.

For example, you can choose whether users record their working times as a number of hours or with start and end times.

Note Note

If you enter your working times with clock times, the system calculates the exact number of hours for you. You can only change the clock times on which the calculation was based, and not the actual calculated hours. This is also the case if you change a data record that you entered with clock times in a different data entry profile in which no fields are available for clock times. In this case, the system does not allow you to change the number of hours calculated because it administrates the clock times in a background task. If necessary, change the clock times on which the calculation is based.

End of the note.

Field selection

Users enter different information when recording their working times according to their area of activity. For this reason, you should provide your various employee groups with different fields on the data entry screen.

Example Example

An employee who confirms a maintenance order requires different fields on the data entry screen to an employee who only records attendances and absences for Human Resources .

End of the example.

You control which fields appear for a particular user using the data entry profile he or she uses to call the time sheet, because you define an individual field selection for each data entry profile.