Attendances/Absences Overview Graphic (Report RPTLEA40) 
Use
This report creates a planning table that represents recorded employee attendances and absences. The graphical interface helps in the leave scheduling process or when checking personnel capacities for a group of employees. The evaluation is carried out for each individual employee. You can also evaluate locked records.
Features
Selection
You can evaluate individual attendances and absences when scheduling leave (vacation).
Output
In the graphic, attendances and absences are represented by color bars (attendances = yellow; absences = red). If locked records are evaluated, their corresponding attendances and absences are displayed with other colors (locked attendances = blue; locked absences = green). You can also enter a text for the applicable attendance or absence type that is also displayed in the color bars.
Evaluation can be presented in various periods, such as daily or weekly. You can specify the timeframe even further in the graphic itself.
After evaluation, you can change the graphic layout (color assignments or grid density, for example).
From the graphic, you can jump to the displayed infotypes or to the Display time data function. For example, you can display additional infotype records or find out more details on the employee’s work schedule.
You can also send the graphic as an e-mail, after exiting.
Activities
Determine Attendances/Absences to be Evaluated
To evaluate all attendance and absence types, leave the Attendance types and Absence types fields blank on the selection screen.
To restrict the attendance and absence types, enter the corresponding attendance or absence types in the Attendance types and Absence types fields on the selection screen. To evaluate only all absences, for example, leave the Absence types field blank and exclude all attendances using multiple selection.
Change Settings for Graphic
- Degree of time information
Enter the timeframe type for display in the Time unit field on the selection screen. In this way, you can choose between daily, weekly, or an annual period, for example. You can change the period within the graphic by choosing the Time unit menu option.
- Layout
Choose the Settings menu option to change the format of the graphic in the following ways:
- Improve clarity of graphic (vertical or horizontal grid, grid density, timeline, or print mode)
- Display attendance/absence type (event block text)
- Change colors (color assignment)
Obtain Detail Information on Attendances/Absences
- Select (click on) the attendance/absence in the graphic to obtain more information.
The relevant infotype record appears.
- To return to the attendance/absence overview, exit the infotype record.
- Select the graphic with the cursor.
Obtain Information on an Employee’s Time Data
- Select (click on) the employee’s name to obtain more information.
The Display Time Data function appears and here you can jump to additional time infotypes.
- To return to the attendance/absence overview, exit infotype processing.
- Select the graphic with the cursor.
Send E-mail
- Choose Back to exit the graphic.
- Choose Send SAP Office.
- Enter a user name as the receiver.
- Choose Document ® Send.
Example
You want to see the leave overview for employees in a specific organizational unit for the current month.
Procedure
- Access the selection screen for report RPTLEA40.
- Choose Current month as the period.
- Insert the Organizational unit field by selecting it in the Additional selections section of the selection screen, and enter the organizational unit for which you want to display the employees.
- Enter all absence types that reflect leave in the Absence types field in the Additional entries section of the screen.
- Exclude all attendance types in the Attendance types field using multiple selection.
- Choose Execute.