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Function documentationCustomizing Settings for Data Entry Profiles


This function enables you to provide your employees with a data entry view that is tailored to their area of activity and that fulfils your business requirements. 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.

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

  • Set Up Data Entry Profiles

    The Customizing activities you use for setting up data entry profiles depends on the user interface you use. You can make the necessary settings for the appropriate user interface in Customizing, under Start of the navigation path Cross-Application Components Next navigation step Time Sheet End of the navigation path.

  • Select Fields

    In Customizing, using transaction code CAC2, you can determine which fields are displayed for each data entry profile .


  • Profile maintenance

    The views that are visible in the CATS application depend on the periods selected during Customizing. The following settings for data entry profiles are available in Customizing, using transaction code CAC1:

    • Display Option

      Enables the horizontal or vertical view of the timesheet.

    • HR Enabled CATS

      Enables HR features in the CATS application.

    • Public Holiday Type

      Configures the public holiday default type.

    • Time-Recording Cut-off Date

      This parameter is applicable only for the HR-Enabled CATS application. You use it to set the cut-off date for time recording on either the payroll period end date or the last day of the calendar month. You can use BAdI: Calendar Display for Recording Working Times (HRESS_CATS_CAL_DISPLAY) to change the time-recording cut-off date.

      For more information, see Customizing for HR-Enabled CATS under Start of the navigation path Employee Self-Service (Web Dynpro ABAP) Next navigation step Service-Specific Settings Next navigation step Working Time Next navigation step Record Working Time Next navigation step Record Working Time End of the navigation path.

    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.
    • 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 about default values for CATS classic, CATS regular, and 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, other 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. 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.

    End of the example.