Understanding Quota Corrections in SAP HR

In SAP HR (Human Resources), the Time Management module handles attendance, absences, and employee leave entitlements. Quotas play a crucial role in this process, representing the time an employee is entitled to take off for various absence types (e.g., vacation, sick leave, etc.).

However, there are instances where manual adjustments to these automatically generated quotas become necessary. This is where quota corrections come in. Here’s why they are essential:

• Adjusting for Errors: Time evaluation processes might sometimes result in incorrect quota calculations. Quota corrections allow HR administrators to rectify these errors.
• Accommodating Special Circumstances: Situations like extended illnesses, company-approved leaves, or policy changes can necessitate changes to an employee’s quota entitlement.
• Retroactive Changes: Occasionally, there might be a need to apply quota adjustments to past periods.

Critical Elements in Quota Correction Configuration

1. Infotype 2013 (Quota Corrections): This infotype is the primary tool for manual quota adjustments. It allows you to:
   • Increase or Decrease Entitlement: Modify the existing quota balance.
   • Replace Entitlement: Set an utterly new quota value.
   • Specify Validity Period: Define the start and end dates of the correction’s applicability.
2. Configuration Table (V_556A_B): This table controls the behavior of quota corrections. Here’s what you’ll configure:
   • Absence/Attendance Types: Determine the specific leave or attendance types eligible for quota correction.
   • Correction Options: Define whether IT2013 can increase, decrease, or replace quotas.
   • Quota Transfer: Decide if the corrected quota should be transferred immediately during time evaluation or later.

Step-by-Step Configuration

1. Access the Configuration Table: Use transaction code SM30 and enter table name V_556A_B.
2. Create New Entries: Add entries for each absence/attendance type requiring quota correction capability.
3. Set Correction Parameters: Configure whether to allow increases, decreases, or replacements in the quota values using Infotype 2013.
4. Immediate Transfer (Optional): If immediate transfer of the corrected quota is desired during time evaluation, set the appropriate indicator.

Performing Quota Corrections

1. Infotype 2013: Access Infotype 2013 (Transaction code PA30).
2. Enter Employee Details: Input the employee’s Personnel Number and the relevant period.
3. Select Quota Type: Choose the absence quota you need to adjust.
4. Make Corrections: Utilize the ‘Increase,’ ‘Decrease,’ or ‘Replace’ options to modify the quota.
5. Save Changes: Save the corrections you’ve made.

Important Considerations

• Integration with Time Evaluation: Ensure quota corrections are reflected accurately in time evaluation results. You might need to re-run the time evaluation for the affected periods.
• Authorization: Establish proper authorization controls to manage who can perform quota corrections.
• Auditing: Maintain an audit trail of quota corrections for transparency and record-keeping.

Additional Tools

• RPTBPC10: This report can further correct inconsistencies in leave quotas.
• PT_QTA10: This transaction shows quota balances and deductions.