Attendance/Absence Data: Calendar View (Report RPTABS50)

Use

This report displays attendances and absence for each employee. For example, you can view an employee’s leave and business trips for a specific period. In addition, you can produce statistics and a legend for each employee.

You can display attendances and absences in the following ways:

In a calendar view
In a list view The list view is accessible.

Integration

You can branch from the Attendance/Absences Data: Calendar View to the Attendances/Absences: Multiple-Employee View report (RPTABS60).

Prerequisites

Attendances/absences are indicated in the output list by their abbreviation (attendance/absence category). These abbreviations must first be set up when you customize attendance and absence types.
You can select an alternative display period for the calendar view. These periods, such as a two-weekly period, must be defined in the Define Time Evaluation Period Customizing step. The periods must meet the following requirements:
- They do not overlap
- They cover the entire person selection period, without gaps
- They do not exceed 40 days

Features

For example, you can carry out time evaluation based only on attendances, on absences, or only on individual attendance and absence types. To do so, you specify whether you want the attendances and absences to be selected using the attendance/absence type or the attendance/absence category.
You can also enter a payroll period instead of a time period.
The calendar view can be set up for various display periods, such as monthly or weekly. The period can only be specified using the selection screen.
You can determine which organizational data is to be displayed in the header of the list and whether the technical keys or text is also to be displayed.
You can produce statistics of all selected attendance/absence categories for each employee.
From the output list, you can branch to the infotype for the corresponding attendance or absence.
You can display a list of the employees whose data contains errors. The list contains the personnel numbers of the employees, the type of error message, and the error text.

Activities

Selecting the Absences/Attendances to Be Evaluated

If you want to use the attendance/absence type to select the attendances/absences, select the attendance/absence type field and indicate whether you want to select attendances and absences. You can then restrict the evaluation to individual attendances/absences.

If you want to use the attendance/absence category to select the attendances/absences, select the attendance/absence category field and restrict the selection as required.

Determine Display Period

For the calendar view, you can determine the periods used to divide up the person selection period when the calendar view is created. The period can only be specified using the selection screen.

The list view shows all days specified by you in the data selection period. You can restrict the output to the days which actually contain the required attendances/absences.

Display Organizational Assignment

You can specify which organizational data you want to be displayed in the header by choosing Display organizational assignment . The default settings are Personnel area and Personnel subarea . A dialog box appears from which you can choose additional data. This data is then displayed or printed in the header in the order specified.

Select Statistics

If you select a monthly or weekly period, statistics are printed for the month. If you choose an alternative period, the statistics are generated for that period.

Statistics cumulate the hours per month for a particular attendance or absence category, for example, as well as the percentage ratio of these hours to the employee’s planned hours. Attendance or absence records assigned to the previous day count for the period in which the previous day falls.

Display Legend

The calendar view includes a legend for the selected attendance/absence categories (abbreviation + attendance or absence type). This information is then displayed/printed on each page.

Interpret the display

Attendances/absences are displayed in the list by their attendance or absence category (abbreviation). In addition to the abbreviations defined in Customizing, the following symbols may appear:

A question mark (?) indicates that no abbreviation exists in Customizing for the corresponding attendance/absence type.
A slash (/) indicates that the employee is not active on this day.
Only in the calendar view:
- A “less than” symbol (<) indicates that one of the attendances/absences of the following day is assigned to this day (previous day assignment).
- An asterisk (*) indicates that there are several attendances or absences on that day.
- Public holidays are highlighted in red in the calendar.

Obtain Detail Information on Attendances/Absences

In the calendar display, double-click on the abbreviation or the row containing the relevant attendance or absence.

The applicable infotype record is displayed.
To return to the calendar, exit the infotype record.

If both an attendance and an absence appear on one day (indicated by the “*” symbol), then you can decide in the dialog box to which infotype record you want to jump.

Generate Multiple-Employee View

You can go directly to the multiple-employee view (RPTABS60 report) from the calendar view and the list view.

Note Note

This function is not available if you have selected the calendar view with a weekly display period.

End of the note.

You can display the multiple-employee view for the period on which your cursor is placed.

In the list view you can display the multiple-employee view by placing the cursor on the relevant day in the list.
In the calendar view you can display the multiple-employee view for the period you selected on the initial screen. To do so, place your cursor in the calendar on the label of the required period.

If the cursor is at another position in the screen, the system displays the last selected period or the last month.