SAP BP CATS Business Process

EHP7 for SAP ERP 6.0

February 2014

English

Time Recording (211)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Time Recording (211): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, buttons as well as menu names, paths, and options.

Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.



Contents

Time Recording................................................................................................................................... 5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Assigning Your System User to the Employee HR Master Record (NWBC only)..................6

2.3 Roles..................................................................................................................................... 7

3 Process Overview Table...............................................................................................................8

4 Process Steps.............................................................................................................................. 9

4.1 Recording Actual Working Times..........................................................................................9

4.2 Approval of Working Times.................................................................................................13

4.3 Time Sheet: Transfer to Target Components......................................................................15

5 Appendix.................................................................................................................................... 18

5.1 Reversal of Process Steps..................................................................................................18



Time Recording

1 Purpose The Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. Working time can be recorded on a sales order, internal order, service order, or a project. Additionally, you can switch over to travel management for reimbursement and posting of travel expenses.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scope item.

Additional Master Data (Default Values)

You can test the scope item with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information about creating master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Time Recording

CATSMaster data

Value Master data details Comments

Personnel 999xxx ID for Scope item for example, if you enter BPD You can also use



Master data

Value Master data details Comments

Number 211 from a CO-based scope item, use the CO-based Personnel Number; if you enter this BPD from an SD-based scope item, use the SD-based Personnel number, and so on)

other existing personnel numbers.

Data Entry Profile

YBxx Profile for Scope item for example, if you enter BPD 211 from a CO-based scope item, use the CO-based CATS profile; if you enter this BPD from an SD-based scope item, use the SD-based CATS profile, and so on)

2.2 Assigning Your System User to the Employee HR Master Record (NWBC only)

This step is only necessary if you are using the following time recording activities in the NWBC user role SAP_NBPR_EMPLOYEE_S:

Time Sheet (WD): ProjectsTime Sheet (WD): Sales OrdersTime Sheet (WD): Service Orders

To enter working times in CATS (Web Dynpro), your system user must be assigned to this employee's HR master record. To do this assignment, perform the following steps in the SAP ECC system (in SAP GUI) before starting the scope item.

Procedure1. Using SAP GUI, access the activity using one of the following navigation options:

Transaction Code

PA30

SAP Menu Human Resources → Personnel Management → Administration → HR Master Data → Maintain

2. On the Maintain HR Master Data screen, make the following entries:

Field Name User Action and Values Comment

Personnel no. 999XXX For example, 999101.

Infotype 0105 (Communication)

Subtype 0001 (System user name)

3. To create the new Infotype record Communication, choose Create.

4. On the Create Communication screen, make the following entries:



Field Name User Action and Values

ID/Number <your system user>

5. To store the Infotype record, choose . If a dialog box displays informing you that an existing record will be overwritten, choose OK.

2.3 Roles

UseTo test this scope item in the SAP NetWeaver Business Client (NWBC), ensure that the following roles are installed and assigned to the users testing this scope item. These roles are only required if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scope item.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Project Manager

or

Consulting Agency Project Manager

SAP_NBPR_PROJECTMANAGER_M

or

SAP_NBPR_CNSLT_PROJMGR_S

Approval of Working Times

Time Sheet: Transfer to Target Components



3 Process Overview Table

Process step

External process reference

Business condition

Business role

Transaction code Expected results

Recording Actual Working Times

– Personnel No. and relevant cost object exists

Employee [Professional User]

CAT2 Working times are recorded on cost objects

Approval of Working Times

– Scenario needs approval

Working times are recorded

Project Manager

CATS_APPR_LITE Working times are approved

Time Sheet: Transfer to Target Components

– Working times are recorded

Project Manager

CATA Working times are transferred to target components

Travel Travel (191)

See result from referenced process

See scope item no. 191





4 Process Steps

4.1 Recording Actual Working Times

UseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment.

PrerequisitesThe master data for the employee and the relevant cost object you want to use is complete.

ProcedureOption 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing one of the following navigation options:

SAP ECC menu Human Resources → Time Management → Time Sheet → CATS Classic → Record Working Times

Transaction code

CAT2

2. On the Time Sheet: Initial screen, make the following entries:

Field name Description User action and values

Comment

Data Entry Profile

Customized time sheet profile

<Scenario profile>

For example, YBCO.

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number

Numeric key identifying a personnel record

<Scenario Personnel Number>

For example, 999101.

3. Choose Enter Times.

4. On the Time Sheet: Data Entry View screen, make the following entries in the first empty line:


Comment

Rec. CCtr Receiver Cost Center <Cost center number>

For example, 1602

RecSaleOrd Receiving order that collects time and cost

<Receiving sales order>

RecItm Item number in receiver sales order

<Sales order item number>




Comment

Rec.Order Receiver order <Receiver order number>

Act. Activity number in receiving order

<Activity number>

Receiver WBS element

WBS element <WBS element>

Network Network <Network number>

Activity Activity number in the netwrk <Activity number>

<Date> Time worked on the receiving object

<Number of hours> For example, 8

5. Choose Enter.

6. Save your entries.

At this point, you can go to Travel Management to enter travel expenses on the used

cost object. To do this, select the item and choose Travel Expenses (Ctrl+Shift+F6).

7. Choose Back to return to the SAP Easy Access screen.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

1. Access the activity using the following navigation option:

Business role Employee (Professional User)

(SAP_NBPR_EMPLOYEE_S)

Business role menu

Control Panel → Employee Services → Time Sheet: Maintain Times

The activities for NWBC have been split into several options corresponding to the used account assignment object in the different scenarios. For example with sales orders, choose option 2.2; SAP NetWeaver Business Client (SAP NWBC) via Business Role working with account assignment object: Sales Order.

If you use scope item 211 Time Recording as standalone version, account assignment object Cost Center is used. In this case, use the listed example data and choose option 2.4 to work with cost centers.

Before you begin this activity, make sure that your system user is assigned to the employee master record, as described in section 2.2.

Option 2.1: SAP NetWeaver Business Client (SAP NWBC) via Business Role working with account assignment object: Project




option 2.1

Business role



Business role menu

Control Panel Employee Services Time Sheet (WD): Projects



Comment

WBS element

WBS element <WBS element>



4. Choose Enter.


ResultYou have successfully recorded working times on the WBS element for your scenario.

Option 2.2: SAP NetWeaver Business Client (SAP NWBC) via Business Role working with account assignment object: Sales Order


option 2.2

Business role



Business role menu

Control Panel Employee Services Time Sheet (WD): Sales Order



Comment

Rec. Sales ord.

Receiving order that collects time and cost

<Receiving sales order>

RecSalOrd. item

Item number in receiver sales order

<Sales order item number>



3. Choose Enter.


ResultYou have successfully recorded working times on the cost object for your scenario.

Option 2.3: SAP NetWeaver Business Client (SAP NWBC) via Business Role working with account assignment object: Service Order




option 2.3

Business role



Business role menu

Control Panel Employee Services Time Sheet (WD): Service Orders


Field name

Description User action and values

Comment

Rec.Order Receiver order <Receiver order number>

Oper./Act. Activity number in Service Order <Activity number>



3. Choose Enter.


ResultYou have successfully recorded working times on the cost object for your scenario.

Option 2.4: SAP NetWeaver Business Client (SAP NWBC) via Business Role working with other account assignment objects: for example, Cost Center


option 2.4

Business role



Business role menu

Control Panel Employee Services Time Sheet : Maintain Times

2. On the Time Sheet: Initial screen, make the following entries:


Comment

Data Entry Profile

Customized time sheet profile

YBCO Cost Center (all profiles possible)

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number


for example, 999101

Demo Employee-A(all personnel numbers possible)

3. Choose Enter Times (F5).




Field name

Description User action and values

Comment

Activity Type

Number of Activity Type

Leave empty The value is set automatically after all necessary fields are filled in and are confirmed with Enter

Rec. CCtr

Receiver Cost Center

<cost center> for example, 1602


<Number of hours>

For example, 8

5. Choose Enter.

At this point, you could switch over as shortcut to travel management to enter travel

expenses on the used cost object. To do this, select the item and choose Travel Expenses (Ctrl+Shift+F6).


ResultYou have successfully recorded working times on your cost center.

4.2 Approval of Working Times

UseDepending on the scenario, the working times you recorded in the process before must be approved. The data is checked a final time and approved by your immediate superior, for example. Approved data can then be transferred to the target components for further processing

Prerequisites

The approval of working times should be only used for the scenarios with CATS profile YBPS and YBCO, respectively account assignment objects Project or Cost Center.

For all other account assignment objects, the working times are approved automatically.

Independently of the account assignment object on which times have been recorded, the following section 4.3 Time Sheet: Transferring to Target Components must be executed. Otherwise, the working times are not visible as costs on the account assignment object and no expenses for creating the resource-related billing are available.



Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Human Resources → Time Management → Time Sheet → Approval → Approve Working Times

Transaction code

CATS_APPR_LITE

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Project Manager

(SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management → Project Execution → Time Management → Approve Working Times

Alternative Option:

Alternative option

Business role


(SAP_NBPR_CNSLT_PROJMGR_S)

Business role menu Actual Postings Working Times Approve Working Times

2. On the Approve Working Times screen, make the following entries:


Comment

Reporting Period

Enter Current Year

Default Entry

Personnel Number


Any 999xxx Scenario Personnel Number

Example: 999101

Immediate transfer to HR

Deselect The transfer is done in the following step Transfer to Target Components

3. Choose Execute.

4. A list of all recorded working times in status Released for Approval is displayed.

5. Select all entries (select first entry, press and hold Shift, then select the last entry).

6. Choose Approve.

7. Select all entries (select first entry, press and hold Shift, then select the last entry).

8. Choose Details.

9. For the next procedure, make a note of the document numbers: ____________________.

10. Choose Back three times to return to the SAP Easy Access menu.



ResultAll selected items in the list changed status to Approved.

The system displays the message Working times/key figures were approved.

4.3 Time Sheet: Transfer to Target Components

UseRecorded and approved working times must be transferred from the Time Sheet interface tables to the target components HR, CO, PS, and PM/CS.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Human Resources → Time Management → Time Sheet → Transfer → All Components

Transaction code

CATA

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Project Manager

(SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management → Project Execution → Time Management → Transfer to Target Components

Alternative Option:

Alternative option

Business role


(SAP_NBPR_CNSLT_PROJMGR_S)

Business role menu

Actual Postings Working Times Transfer to Target Components

2. On the Approve Working Times screen, make the following entries:

Field name Description User action and values Comment

Period Radio button on for Other Period

Enter Current Date

Personnel Number Numeric key identifying a personnel record

Any 999xxx Scenario Personnel Number

Example: 999101

Document no. (CO/PM/CS/PS))

ID identifying a time sheet record

Any Document Numbers from the previous procedure

Human Resources possible Target Component

Select



Field name Description User action and values Comment

Controlling possible Target Component

Select if scenario requires transfer to CO

For example, Cost Center, Sales Order Item, WBS Element

Plant maintenance/Cust. Service

possible Target Component

Choose Option if scenario requires transfer to PM/CS

Project System possible Target Component

Choose Option if scenario requires transfer to PS

Test run Deselect

3. Choose Execute.

4. The log file for transfer time data to HR Time Management is shown.

5. Choose Back.

6. The log file for transfer time data to controlling or message dialog no data for transfer is shown.

7. Choose Back.

8. The log file for transfer time data to Plant Maintenance/ Customer Service or message dialog no data for transfer to PM/ CS is shown if that Target Component was selected.

9. Choose Back.

10. The log file for transfer time data to project system is shown if that Target Component was selected.

11. Choose Back twice to return to the SAP Easy Access menu.

Recommendation

Run this process in the background:

1. From the Program menu, choose Execute in the Background

2. Select printer device (for print-out log files) and choose continue ( ).

3. In the Start Time dialog box, choose Immediate.

4. Choose Check.

5. Choose Save.

6. In the System menu, choose the Own Jobs function.

7. On the Job Overview screen, select your job.

8. Choose Joblog to see the results.



ResultAll selected documents are transferred to the target components.

In addition to this activity, you can use Travel Management (191) to enter travel expenses on the used cost object in your scenario.



5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps that you can take to reverse some of the activities described in this document.

Recording Actual Working Times

Transaction code (SAP GUI)

CAT2

Reversal: Recording Actual Working Times


CAT2

Business role Service Employee [Professional User]


Business role menu Control Panel Employee Services Time Sheet: Maintain Times

Comment Delete entered hours or delete the entire line if you want to delete all entries in that line.

Approve Working Times


CATS_APPR_LITE

Reversal: Approval of working times


CATS_APPR_LITE

Business role Project Manager (SAP_NBPR_PROJECTMANAGER_M)

Business role menu Project Management Project Execution Time Management Approve Working Times

Comment Select Time Sheet in Processing status 30. Select the relevant

line and reset the approval (see dropdown menu of ).

Time Sheet: Transfer to target components


CATA

Reversal: Time Sheet: Transfer to Target Components


CATA

Business role Project Manager (SAP_NBPR_PROJECTMANAGER_M)



Time Sheet: Transfer to target components

Business role menu Project Management Project Execution Time Management Transfer to Target Components

Comment There is no real reversal step for this situation. If recorded and approved times are transferred to other components, the only way to roll back is to delete the recorded times via CAT2, approve that deleted times via CATS_APPR_LITE, and to Transfer the correction via CATA.


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SAP BP CATS Business Process