SAP Note 21216 - Composite note: Error in leave deduction

Symptom:

The leave entered in infotype records does not match the deduction of the leave that is displayed for the infotype Leave Entitlement or that is printed in Payroll.

Cause and prerequisites

Depending on the type of entry used for absences, such an inconsistency can have different causes. Therefore, choose from the correction notes listed the ones that correspond to your mode of entry.
Plwase also note the release for which each of the individual corrections is valid.

Solution

The following is a list of notes which contain the corrections.
Note 25377 contains report RPTKOK00 which you can use to check your leave and quota deduction.
To correct leave deduction afterwards, you can proceed as follows:
As of Release 3.0D, you can start correction report RPTBPC10 from the check report RPTKOK00 for the persons for which errors have been found (the complicated procedure described in note 12524 is not necessary here).
Report RPTBPC10 is available from Release 2.1G and you can make the correction as described in note 12524.
Remember here that, in the log, a note is printed on records with manual deduction, but that automatic deduction is then created for this record. The indicator for manual deduction is deleted in this case.
Until release 2.1F, you must use the report RPTUPD00 and proceed as described in note 7950. However, please remember that note 9026 must be implemented beforehand. Moreover, records with manual deduction cannot be corrected manually this way and must, therefore, be processed manually.
Missing authorization can be a general cause of the error.
For this, see

Note 39455:
The reduction of the leave entered in the infotype is represented in cluster PC. To write (read) data to (from) cluster PC, you need a cluster authorization (authorization object HR:_Cluster [technical name: P_PCLX]).

The following corrections are described in detail in notes:

Up to Release 3.0*:

Note 64642: Releases 2.2A - 2.2I. 3.0A - 3.0F:
If an absence record that is to reduce leave is added in the background using dynamic events, then this leave reduction does not take place. If the record is processed online, the reduction is made.

Note 52549: Releases 2.2A - 2.2I, 3.0A - 3.0E:
Inconsistencies are caused in the leave account, if a leave record is partially deleted from the list screen under certain conditions.
Example:
A leave record 10/01/96 - 10/11/96 is to be partially deleted for 10/07/96.
Procedure:
Position the cursor in the list screen and press 'Deletion mode'; then overwrite the beginning and end dates with 10/07/96 and 'Delete'; a warning message appears stating that the last working day of the first record is free; if you now press F12 then a list screen appears with the two delimited leave records which are not evaluated correctly (record 1 is not evaluated correctly); if the user then confirms these records with ENTER, then the incorrect leave reduction takes place. If, instead of pressing F12, you press 'Previous record' after the above warning message and then confirm this by pressing ENTER, then the leave reduction of the deleted section is incorrectly retained.

Note 49916: Releases 3.0B to 3.0E:
Leave is entered using the indiviual screen (screen 2001).
After entering the data, you click immediately on the SAVE button.
If the system issues a warning message (anything to do with a change in the payroll history), this is not confirmed with ENTER, but you press SAVE again. The entered leave is then deducted twice from the leave account.

Note 33044: Releases 2.1*, 2.2A 2.2G, 3.0A - 3.0B:
List entry is used for maintaining absences. You first make a change to the existing datasets and then scroll so that the changed line is no longer displayed and then SAVE.
In this situation, the change is not used in the recalculation of the leave deduction.
Another error occurs if you change the selection period of the list entry after changing a vacation absence. When you then save, the leave reduction for the changed record is incorrect.

Up to Release 2.2*

Note number 26350: 2.1*, 2.2A - 2.2F
In the following situations, inconsistencies in the leave account can arise when you enter leave by means of the detail screen or list entry
(personal fast entry):

1. Warning message PG131 is issued when you make a save:

"Entry for accounting past (retroactive accounting)"
After this, you change the begin or the end date and save this immediately.

2. You make a save.

A collision results in a warning message, you exit the collision screen by pressing BACK, and then change the begin and end date and make a save immediately.

3. On the detail screen, you now branch into manual leave deduction.

You change nothing here and press BACK again.
You now change the begin or end date and make a save immediately.

Note 28049 (2.2A - 2.2G, 2.1*) or 26048 (3.00 - 3.0A):
You enter a one-day absence for a personnel number and then enter leave lasting several days from the following day for the same personnel number.
If you then bring the begin date of the leave record forward by one day and make a save directly after making the change, the result is a collision with the one-day absence. You leave the collision screen by pressing ENTER, whereupon the error message PG080 "E: Insertion not possible due to collision" is issued, and you return to the detail screen of the leave record.
If you now leave the detail screen by pressing BACK, the leave record disappears, even though it still exists in infotype 0005 (Leave Entitlement).
If you now leave the detail screen by pressing ENTER, the changed record is saved (despite collision and error message). The one-day absence remains as it is.

Note 20622: 2.1*, 2.2A - 2.2E
In the case of changes to leave records which involve two different years, inconsistencies in leave deduction and errors in the leave account can occur. Three different phenomena can be distinguished:

1.

If an absence which reduces the infotype Leave Entitlement (0005) is changed, the leave account might then be incorrect.
Example:
Absence leave from 12/20/xx to 1/10/xx+1
is changed to
Absence leave from 12/20/xx to 12/30/xx
In this case, the leave deduction of the year xx+1 is retained. This is incorrect. The error only occurs if the absence record involved extends into the following year and is then changed in such a way that it no longer extends into the following year.

2.

If Note 15556 was used to correct this phenomenon, this caused a subsequent error: When a leave record for more than one year is changed, then the existing deduction for only one of the years is taken into account in the recalculation of the leave deduction. This can mean that negative leave entitlements result.

3.

If a leave record from one year into another year is changed, say from 30/12/94 to 1/2/95 or due to a typing error from 8/4/94 to 8/4/95, the deduction of the old record stays as it was (12/30/94 or 8/4/94).

Note 19342: 2.1*, 2.2A - 2.2E
The leave records are recorded via fast entry PA71. In this case, a collision in the time constraint occurs. It can then happen that the quota is not deducted for another record.

Note 19988: 2.1*, 2.2A - 2.2E
If a leave record is limited using manual deduction in the time constraint, the complete deduction of this record is lost.

Note 15556: Please do NOT use, see Note 20622 instead.
If an absence which reduces the infotype Leave Entitlement (0005) is changed, the leave account might then be incorrect.
Example:
Absence leave from 12/20/xx to 1/10/xx+1
is changed to
absence leave from 12/20xx to 12/30/xx
In this case, the leave deduction of the year xx+1 is retained. This is incorrect. The error only occurs if the absence record involved extends from one year into the next, and is then changed so that it does not extend from one year to the next.

Up to Release 2.1*:

Note 9026:
If you are in change mode and save an absence which deducts leave and if nothing was changed in the existing record, the deduction of this record is then no longer taken into account for the leave deduction. The error also occurs if you carry out a reevaluation of the absences with the aid of report RPTUPD00.

Note 10934:
Leave deduction is incorrect in the following situation. - An absence is entered in the list entry. This absence should deduct leave.

• In the time constraint, this record collides with another time record. The user returns to the list entry without saving. - This record is then deleted from the list entry.

• After this, a further record which deducts leave is entered. This record is saved.

• The leave account is now incorrect. The deleted record with the collision in the time constraint deducts leave. This should not happen.

Up to Release 2.0B:

Note 5156:
If a leave record for which sufficient entitlement does not exist is entered, the system reports this with error E020. Nevertheless, the record can be entered with ENTER or repeated saves. The leave deduction here is then incorrect.

Note 9182:
Tables T554X and T533 are coded in such a way that leave entitlement can be negative. You use the monthly calendar (I2051) or the annual calendar (I2050) to enter an absence which reduces the infotype Leave Entitlement (I0005). This deduction leads to the warning message 'W045 This record will make leave entitlement negative' appearing on the detail screen. If you confirm this warning message by pressing ENTER, the leave account is maintained correctly. If, on the other hand, you confirm this warning message with the function key 'Save', the leave account is maintained incorrectly. Deductions already entered disappeared, only the new record is still deducted.

Additional key words

Leave, leave entitlement, leave deduction, leave account, remaining leave, P0005, I0005, P2001, I2001.