Troubleshooting SAP HR Error: “No absence quota type”

If you’ve been working with SAP HR’s Time Management module, you may have encountered the frustrating error message “No absence quota type 1/41/04 on [date]” (or a similar variation). This error indicates an issue with how absence quotas are configured or assigned for an employee. Let’s break down what it means and how to fix it.

Understanding Absence Quotas

In SAP HR, absence quotas are the mechanism that tracks how much time off an employee is entitled to for different absences (e.g., vacation, sick leave, etc.). These quotas are crucial for determining if an employee has enough time off balance to cover a requested absence.

Why the “No Absence Quota Type” Error Occurs

Several factors can trigger this error:

1. Missing Quota Configuration: The system can’t find the correct quota type for the specified absence type and date. This means the quota type is not set up or misconfigured.
2. Incorrect Absence Type: The absence type entered for the employee’s request doesn’t match a valid absence quota type setup.
3. Insufficient Quota Balance: The employee doesn’t have enough accrued balance in the relevant quota type to cover their requested absence.
4. Time Configuration Issues: Errors in the system’s time evaluation settings might affect how quotas are generated or calculated.

Troubleshooting Steps

1. Verify Absence Type and Quota Type:
   • Go to transaction code PA20 to view the employee’s absence quota records (Infotype 2006).
   • Ensure a valid quota type is assigned for the absence type you’re trying to book.
2. Review Quota Generation Rules:
   • Use transaction code V_T559L to examine the quota generation rules.
   • Make sure the rules generate the correct quotas for each employee based on their employment factors (seniority, job group, etc.).
3. Run Time Evaluation:
   • Sometimes, a correct quota appears only after you run the time evaluation for the relevant period. Check if the issue persists after running the time evaluation.
4. Examine Configuration Tables:
   • Go to the following tables in transaction SM30 to check the configuration settings:
     • T554S: Absence/attendance types
     • T556C: Absence valuation rules
     • T559L: Rules for quota generation

Additional Tips

• Debugging: If the issue is complex, consider debugging the time evaluation schema to pinpoint where the error occurs.
• Customizations: If your SAP system has extensive customizations, check if these customizations might impact absence quota calculations.

Example Scenario

Let’s say an employee requests vacation time but receives the “No absence quota type” error. After investigation, you realize that while a vacation quota type exists, the quota generation rules must be configured correctly for the employee’s seniority level. Adjusting the rules generates the correct quota, allowing the vacation request to process.

Key Takeaway

The “No absence quota type” error highlights the importance of accurate configuration in SAP HR for absence management. By systematically reviewing the causes and following these troubleshooting steps, you should resolve the error and enable smooth absence tracking.