HCM COURSE 1
BSNL
USER MANUAL: Leave and Attendance
(Quota Generation and Punch in -Punch Out Process)
Version:1.0
28/07/2010
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HCM COURSE 1
Table of Contents
I.
SAP Basics...................................................................................................................................................3
A.
SAP Icon on Monitor…. ............................................................................................................................4
B.
Log On Window… .....................................................................................................................................4
C.
Logging on to System..... ..........................................................................................................................5
D.
Access further links..... .............................................................................................................................5
E.
Layout of SAP Easy Access Screen............................................................................................................6
F.
Menu Bar on SAP Window… ....................................................................................................................7
G.
Field Help: F1 and F4..... ...........................................................................................................................8
II.
Time Management Basics ............................................................................................................................9
A.
Key Definitions ...................................................................................................................................... 10
i.
Infotypes: ......................................................................................................................................... 10
ii.
Subtypes: ......................................................................................................................................... 10
iii.
Transaction Code ........................................................................................................................... 10
iv.
Personnel File: ............................................................................................................................ 10
B.
IMPT. Time Transaction Codes ............................................................................................................. 11
C.
IMPT. Time Related Infotypes ............................................................................................................... 11
D.
INFOTYPE Description ........................................................................................................................... 12
III.
IV.
a)
Infotype – 0007 : Planned Working Time ................................................................................... 12
b)
Infotype 0050 - Time Recording Info ........................................................................................... 17
c)
Infotype 2001 - Absences ............................................................................................................. 18
d)
Infotype 2006- Absences Quota .................................................................................................. 23
e)
Time Events – Infotype 2011 ........................................................................................................ 25
Quota Generation Process .................................................................................................................... 27
Punch In- Punch Out Process ............................................................................................................... 35
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I. SAP Basics
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HCM COURSE 1
A.
SAP Icon on Monitor….
B.
Log On Window…
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C.
Logging on to System.....
The asterisks in the password box cannot be deleted just overwrite in the box.
D.
Access further links.....
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E.
Layout of SAP Easy Access Screen
Messages appear in the status bar.
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F.
Menu Bar on SAP Window…
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G. Field Help: F1 and F4.....
i.
ii.
F1 Help
•
The F1 key to display an explanation of fields, menus, function and messages.
•
The F1 help also displays technical information on the relevant field.
F4 Help
•
The F4 key to display possible input values.
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II. Time Management Basics
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A. Key Definitions
i. Infotypes:
Infotypes are used to group related data fields together. They provide information
with a structure, facilitate data entry, and enable you to store data for specific periods. Infotypes are
identified by a four digit code followed by IT (acronym for INFOTYPE).
Example: IT0002 is the Personal Data infotype used for storing personal details of an employee
ii. Subtypes: Subtypes are subdivisions or special variants of infotypes.
Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person
that can be stored.
iii. Transaction Code: A transaction code (T Code) is a command that tells the system location of
a task. Each SAP screen has a unique transaction code. A transaction code may contain only
letters such as SPRO or a combination of letters and numbers such as PA61, PT_QTA00
Example: T Code for Display of Personnel Data-PA20
iv. Personnel File: All the infotypes maintained for an employee can be viewed in a Personnel File
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B. IMPT. Time Transaction Codes
T. Code
PA61
TEXT
Maintain Time data
PT63
Personal Work schedule
PA51
Display time data
PT_QTA00
Generate Absence Quota
PT_QTA10
Display Absence Quota Information
PT50
Quota Overview
PT01
Create Work Schedule
PT03
Display Work Schedule
C. IMPT. Time Related Infotypes
Every Infotype has a start date and end date which specifies the validity of the data
INFOTYPE INFOTYPE Text
0007
0041
0050
0080
2001
2006
2002
2003
2005
2011
Planned Working Time
Date Specifications
Time Recording Info
Maternity Protection
Absences
Absences Quota
Attendances
Substitutions
Overtime
Time Events
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D. INFOTYPE Description
a) Infotype – 0007 : Planned Working Time
Infotype 0007 is used to define when and where an employee works within your
enterprise on a daily basis. By assigning a work schedule rule in the Planned working time infotype
(0007), you ensure that the system can determine the employee's personal planned working time.
In order that an employee's time data is to be processed by Time Evaluation, the relevant
processing type in the Time Management status field must be specified.
Work Schedule Rule:
The work schedule rule determines which period work schedule is used to set up the work
schedule and the day of the period as of which it applies. Work Schedule Rule changes form
personnel area to personnel area. Working schedule belonging to the particular employee can be
seen here. To view the work schedule of a particular employee, go to PA61 and choose Infotype
0007 Planned Working Time record and choose display icon. The system takes you to Display
Work Schedule screen as shown below:
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management
Administration  Time Data  Maintain
Via Transaction Code
PA61



Enter the Employee Code for whom Planned Working Time has to be created
Enter Infotype 0007


Click on Over view / Change icon
For all Employees the Time management status should be 7 – Time Evaluation without
Payroll Integration.
Following Time Management Status are also available:
Indicator 0 or BLANK:
The employee's actual times are not recorded, and his/her time data is not
accounted using the time evalulation program.
Indicator 1:
The employee's actual times are recorded and he/she participates in time evaluation.
Example:
o
The employee's actual times are recorded at a time recording terminal.
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HCM COURSE 1
o
The employee's actual times are recorded in the Attendances infotype
(2002).
Indicator 2:
Employees' actual times are recorded and they take part in plant data collection.
Their time data is accounted using the time evaluation program.
Example:
o
Employees' actual times are recorded using PDC systems.
o
Employees' actual times are recorded in the Attendances infotype (2002).
Indicator 8:
This indicator is intended for external employees. The employee's actual times are
not recorded, attendances are recorded in the Attendances infotype (2002), and time
data is accounted in time evaluation.
Indicator 9:
You can use indicator 9 for employees for whom only exceptions to the work
schedule are recorded. In this case, the employees' actual times are not recorded,
but they do participate in time evaluation.
Time Management Status: The Time Management status indicator is assigned to employees who
take part in time evaluation. The following Time Management status is relevant:
7 – Time evaluation without payroll integration
Field Name
Start Date
Work
Schedule rule
Time
Management
Status
Description
R/O/ User Action and Values
C
The date the Work schedule
R
begins for the employee
The shift of the employee
R Choose from the F4 options
The Status is selected as 7
O
Choose TM status from the F4
options
Note: On above table in column “R/O/C”; “R” = Required, “O” = Optional, “C”= Conditional
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This Infotype is used for Maintaining Employees Planned working Schedule / Time
The Working time gives the employment percentage, which comes by default from customizing
tables.
If the work Schedule icon
in the above screen shot is chosen then the
employee’s daily shifts can be seen month wise for present month, previous month and next month.
The screen shot is given below.
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If clicked on a any of the above shown day (boxes) the following screens appears giving
details of the day type, planned working time, start time, end time, day type and holiday
class.
Day Type:
The day type “D” defines the payment relevancy of a certain calendar day, and also the planned
attendance regardless of the daily work schedule. As a general rule, all days with a day type other
than 0 or BLANK are normal working days. Day types with “1” are paid/off .i.e. holiday.
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Public holiday class:
The public holiday class “HC” is used to classify groups of public holidays. Days with the public
holiday class ‘1‘are paid public holidays. Holiday Class “3” are RH – restricted public holidays. Ex:
In the above figure January 23 – HC -3 is RH as it is Basant Panchmi; January - 26th is HC -1 as it
is a Gazetted public holiday
Double Click on any days record.
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b) Infotype 0050 - Time Recording Info
This infotype is used for recording the employee’s punch ID number. The field Time recording ID
number contains the ID number for time recording. The number in the Time recording ID no. can be
same as Personnel No. (PERNR), but it has to be a unique number for each employee. In the
interface data tab, ensure that the following data is given. Also make a note of the start date and the
end date.
In this infotype, enter master data for employees who record their clock-in/out times at a
time recording terminal and control data for time evaluation. This infotype is maintained for all
employees who take part in time recording i.e. employees based at different locations where-in
Time Machines have been installed.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management
Administration  Time Data  Maintain
Via Transaction Code
PA61







Enter the Employee Code for whom Time Recording Info has to be created
Enter Infotype 0050
Enter the employee’s Punch Card Number/ID
Enter Time Event grouping as 01 – Standard entry
Enter Subsystem Grouping as 001 – Standard entry
Enter Grouping Atten /Absence as 001 –Standard entry
Employee expenses grouping as 001 - Standard entry

Press enter and save
icon
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HCM COURSE 1
Field Name
Description
R/O/ User Action and Values
C
Start Date
The Date of joining of the R
employee
Time Rec.ID
The Punch card ID of the R
Has to be unique number as
employee
the employee code.
Time
event Is a standard entry as “01”
R
Choose from F4 help
type grp
Subsytem
Is a standard entry as “001”
R
Choose from F4 help
grouping
Grpg.attn/
Is a standard entry as “001”
R
Choose from F4 help
Absence
EE expenses Is a standard entry as “001”
R
Choose from F4 help
grpng
Note: On above table in column “R/O/C”; “R” = Required, “O” = Optional, “C”= Conditional
c) Infotype 2001 - Absences
Recording of Absences/Leave period according to Leave Policy is done through this
infotype. Below mentioned are the leave types created for BSNL as per the leave policy.
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Types of leaves:




















Earned Leave
Restricted Holiday
Half Pay Leave
Commuted Leave
Maternity Leave
Paternity Leave
Casual Leave
Leave Not Due
Extraordinarily Leave
Leave to female government servant on adoption of child
Special Casual Leave
Hospital Leave
Study Leave
Special Disability Leave
Diesnon – With break in service
Diesnon – Without break in service
Extraordinarily leave with Medical Certificate
Absence due to Strike
Leave without Pay
Non Pay Absence
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management
Administration  Time Data  Maintain
Via Transaction Code
PA61
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HCM COURSE 1
Process of creating leave





In PA30 or PA61(Users may have access to any one or both the transaction
code)Enter the employee code
Select Infotype 2001- Absences
In the Period Tab page select Period button and enter from & to dates
Select the subtype – leave type i.e. CL/EL
Click on Create
icon

Press enter and then save the record
icon
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The following screen appears:
The status bar gives the message to save the leave and thus the leave is created.
Incase of ESS the workflow is triggered and the leave application goes to the employee’s reporting
manager.
Process of seeing the leaves availed



In PA30 or PA61(Users may have access to any one or both the transaction code) Select
Infotype 2001- Absences
In the Period Tab page select All radio button
Click on the overview icon
and see the records of leaves availed. The following screen
would appear on clicking overview icon. If no leave record exits, error message would be
displayed.
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Field Name
Pernr
Period
Subtype
Description
R/O/ User Action and Values
C
Enter the employee code for R
Employee code
which the leave should be
created.
Enter the to and from dates for R
Start date and end date of the
which the leave is being
leave
applied
The leave being applied for
R
EL, HPL; CL ,RH etc
Deleting a Record




Enter the Pernr number
Select Infotype 2001
Select Subtype
Click on overview button and then select the leave to be deleted


Click on Delete icon.
Record is deleted.
Change a leave record



Enter the Pernr number
Select Infotype 2001
In period tab select all radio button

Choose over view
icon in the tool bar
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


Select the leave to be changed in the screen and select change icon
Change the dates as required for the leave and then press enter
Choose the save icon and save the record.
d) Infotype 2006- Absences Quota
Absence quotas can be recorded manually, proposed by the SAP System, or accrued
automatically. An employee can claim an absence quota by requesting an absence such as leave
In this case you record an absence in the Absences info type (2001). The absence is deducted from
the quota.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management
Administration  Time Data  Maintain
Via Transaction Code
PA61





Enter the Personnel Number and date
Enter the period i.e. form and to dates
Enter Info type 2006 in Infotype field
Choose overview icon
All the quotas will be displayed
Field Name
Pernr
Period
Subtype


Description
R/O/ User Action and Values
C
Enter the employee code for R
Employee code
which the quota is to be
created /overviewed.
Enter the to and from dates for R
Start date and end date of the
which the leave is being
leave
applied
The Quota type to be viewed or R
EL, HPL; CL ,RH etc
changed/created
Start date is the day the leave quota is credited to the employee.
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





End date is the validity till the quota can be availed; incase of EL, HPL the leaves are carried
forward and hence end deduction date has 31.12.9999. RH and CL get lapsed within the
calendar year if not availed.
Ab- gives the Absence quota number and Quota text gives the quota type text
Start deduction specifies the period in which the employee can avail the quota. The Start
Deduction date determines the start date of the quota deduction period. The entries in the
Deduction from date and End deduction to date determine the quota deduction period. If no
entries are made in these fields, the validity period of the quota record determines the period
in which the quota can be deducted is the number of quota deducted leaves availed.
End deduction to - specify the period within which an employee can deduct upto a time
quota. End deduction to date determines the end date of the quota deduction period. The
date 31.12.9999 is a standard date which shows that the quota is carried forward till the
employee is with the company.
Number field gives the total number of quota credited.
The below screen shot gives the overview of quotas credited to the employee. Quota
Generation Process is explained later in this document.
Quota Correction through Infotype 2006
To credit quota to an employee or adjust the quota balances as on the go live date the quota
correction is done through Infotype 2006 ( incase of BSNL)




Go to transaction PA61
Choose Infotype 2006
In date field enter the go live date.
Select the icon execute and the specified subtype will be displayed



Choose create button
In the quota number field give the balance to be credited.
Press enter and save button, the record is created.
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Note: The quota correction shall be done for all the employees before the go live date to update
their leaves quotas as on go live date.
e) Time Events – Infotype 2011
Time events Infotype is used to store the daily attendances of the employee. The data from
terminals is taken and converted into the Sap format and uploaded into the system. A program is
run to update the entries in this infotype.The time in stored as “Clock-In” and time out is stored as
“Clock –Out”.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management
Administration  Time Data  Maintain
Via Transaction Code
PA61




Enter personnel Number
Enter to and from dates in the period column
Enter 2011 in Infotype field
Click on icon overview to see the entries
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HCM COURSE 1
Field Name
Pernr
Period
Time
Description
R/O/ User Action and Values
C
Enter the employee code for R
Employee code
whom the time events are to be
viewed
The to and from dates of the to R
be viewed
Time duration of overtime
R
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Enter start and end time of
overtime
HCM COURSE 1
III. Quota Generation Process
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a)
Logon to the SAP System through your user ID and password.
b)
In the SAP Easy Access screen in the Command Task and enter the T. Code
(Transaction code) PT_QTA00
PT_QTA is the T. Code used for the Generation of Leave Quotas.
There are 4 leave Quotas that have been created as per BSNL requirement as
mentioned below:
Leave Type
Generation period
Total Entitlement
70-Earned Leave
1st of Jan and 1st of July-Half Yearly
15
71-Half Pay Leave
2nd of Jan and 1st of July-Half Yearly
10
72-Restricted Leave
1st of Jan -Annual
2
75-Casual Leave
2nd of Jan -Annual
12
So while generating quotas and defaulting them in IT2006, quotas being generated half
yearly can be clubbed together and generated and similarly leaves being generated
annually can be clubbed together.
c) The below screen will appear for the generation of Leave Quotas:
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In the Period section click on Radio button for Other Period as we are generating the
Leave Quota for a Period that is a past period.
In the Selection sections enter the PERNR (Personnel No. Of the employee for whom the
Leave Quota is being generated
In the Quotas to be generated section select relevant quotas from the drop down list by
pressing F4.(Here we select Leave Quota 70 and 71 as both are generated Half Yearly)
There are four ways of Generating Quota: Batch Input, Direct, By Record, Test Run.
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We would be using Direct method for quota generation:
After Selecting 70 to 71 in the Quota Type
,
Select TEST RUN. This would help in checking whether the quota is getting generated properly or
not.
d) Click TEST RUN
and then Click Execute
. The following screen would appear:
This screen would give an overview of the quotas that would be generated on executing the
process.
e) Go back and click on Direct
.
Click on Execute:
f) The following screen for Maintain Time Data will appear:
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Here the Maintain Time Data screen opens.
In this his screen Infotype 2006 is automatically selected and the subtype 70 which is for Earned
leave is selected to be generated
Press enter or click on
that appears in the Maintain Time Data Dialog Box
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g) The screen for Infotype 2006 appears for the creation of Absence Leave Quota type
70 (Earned Leave)
.
Here the Screen for Infotype 2006 for Absence Quotas opens.
In this his screen Earned leave (Quota Type-70) is defaulted automatically
Note: 2 leaves have been defaulted(on pro rata basis)
Leave Type
Generation period
Total
Entitlement
70-Earned Leave
1st of Jan and 1st of July-Half Yearly
15
DOJ: 9th June
Total Entitlement for 6 months(181 days)=15days of EL
Therefore entitlement for 22 days(9th June -30th June)=22/181*15
=1.823=2 days
If the employee would have joined on 01.01.2010 he would have got the full entitlement of 15
ELs, applicable for 01.01.2010 to 30.06.2010.(FOR FULL Period)
Press enter or click on
that appears in the Create Absence Quota Dialog Box.
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h) Now screen for Maintain Time Data appears again and the subtype now selected is 71
for Half Pay Leave.
In this his screen Infotype 2006 is automatically selected and the subtype 71 which is for Half Pay
Leave is selected to be generated
i) The screen for Infotype 2006 appears for the creation of Absence Leave Quota type
71 (Half Pay Leave)
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HCM COURSE 1
Leave Type
Generation period
Total Entitlement
71-Half Pay
Leave
2nd of Jan and 1st of July-Half Yearly
10
DOJ: 9th June
Total Entitlement for 6 months(181 days)=10 days of HPL
Therefore entitlement for 22 days(9th June -30th June)=22/181*10
=1.21=1 day
If the employee would have joined on 01.01.2010 he would have got the full entitlement of 10
HPLs, applicable for 01.01.2010 to 30.06.2010.(FOR FULL Period)
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IV.
Punch In- Punch Out Process
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a) The raw file is obtained from time machine or the file prepared by the time administrator
as per the pre defined format mentioned below:
0050000077 201006150930
Here the first set of 10 characters is the time card ID or the employee number as the case
may be. The next set of 12 characters followed by a space is the date and time in the
following format-YYYYMMDDHHMM
Where the meaning is as below
YYYY-Year E.g. 2010
MM-Month E.g. 06
DD-Day E.g. 15
HH-Hours E.g. 09
MM-Min E.g.30
It is a space delimited file.
b) Now create an Output File (in notepad) and save it on the local machine / system. (For
creating a output file, right click on the desktopgo to NewText documentRename the
text document to Output.txt)
Logon to the SAP System through your user ID and password.
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c) In the SAP Easy Access screen in the Command Task and enter the custom T. Code
“ZHRTR_RAWPUNCH” and press enter.
d) The following screen will appear.
Select the Input file that you had saved on your local file by clicking on F4 and then
selecting on the location the file was saved, followed by the selection of the file.
Similarly select the Output file you had created on the local system.
Now click on execute button
or press F8.
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e) The following message appears confirming that the data has been saved.
. This No. Of bytes would depend on the no of
record that was there in the file.
The above message is a sample message and shall vary with the number of records in the
raw data file.
Now if you go and open the Output file the data appears in the below format
P10000120100615093000201006280858015000007750000077
P20000120100615163000201006280858015000007750000077
P10000120100616093000201006280858015000007750000077
P20000120100616183000201006280858015000007750000077
Here if you notice you have the values appearing in pairs P10 and P20. This is repeated all
along.
This program basically converts convert the raw data into SAP upload able format showing
P10 (in punch) and P20 (out punch).
P10 shows the punch- in data and P20 forms the punch- out data. P10 and P20 are known
as time events in SAP and are entered in the Time Events Infotype 2011.
It is not necessary that there are pairs available in the converted file. There can be a single
punch available for the day and as per the logic, it may be converted as P10 or a P20.
f) Now you have to execute the standard program RPTEUP10 ( GOTO SAP EASY
ACCESS screen and in Command Task field type the T Code and press enter
The following screen appears:
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Select the radio button for Local File and then select the relevant file by pressing F4 and
then selecting from the drop down.
In the Processing Tab the 3 check boxes should be ticked (Upload, Post and Log).
Now press F8 or execute button
.
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g) The following screen appears:
The record shows that there were 12 records of which 12 have been posted in Time
Management in IT 2011
If there is any data which has been duplicated, it will not be posted to It 2011(Time Events
Infotype), repetitive posting of data in Infotype will not be allowed.
If there is any time pair corresponding to a future date it will be shown as an error.
h) Now the Controlling Officer will execute a custom report to view time statement for
subordinates through a custom T. Code, which is to be entered in the Command Task in
SAP EASY Access Screen.
The following screen will appears:
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Enter the month (E.g. for June enter 06) and the Year for which the report needs to be
generated.
Now click on execute button
or press F8.
This report shall list all the subordinates of the controlling officer (person logged on). The
controlling officer shall select the employee for whom he wishes to see the time statement
The list appears which shows the Punch In and Punch out for the selected period i.e., June, 2010.
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