2336918 - Best Practices for Time Off Recurring Time Accounts

This KBA highlights the Best Practices to use Recurring Time Accounts in order to avoid incorrect deductions when booking leave requests.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

• SAP SuccessFactors Employee Central
• SAP SuccessFactors HXM Suite

• The Validity Period of the exisiting Recurring Accounts at a given point must not overlap;
• The Account Validity length should always be one year (except for hire scenarios, where it might differ);
• The accounts should always be adjacent (without any time gap in between).

Longer booking periods (Booking Possible Until) is allowed and supported; However there should not exist postings outside this booking period. If you need to change the booking period of an already existing Time Account, do not change this manually - Make sure to make use of the Interim Account Update process, explained on KBA 2309405 - Extending Manually the Bookable Period of a Time Account - SAP for Me.

All of these dates are taken in consideration for the correct account allocation when you submit, create, edit or cancel a time off request. Make sure to use the automated processes when making corrections, e.g.:

• To correct an Accrual posting - Re-run the Accrual Calendar;
• To change the Bookable Periods - Run an Interim Account Update.

When the Validity/Bookable Period of an account is reached, you might want to run a Period End Processing to close this account and carry over some/all the balance to the next recurring time account.

Overlapping of Bookable Periods is allowed and supported - However, as mentioned above, do not change this date manually from the object. If you have several of the same recurring Time Accounts Open at the same time (Validity for different periods but overlapping Bookable Periods), make sure you are using the 'Posting Order' from Oldest First to consume the days from the oldest available account first and that there are no gaps between the validity dates of the accounts. If you use this setting, the system will deplect the old account completly first after deducting from the next available account.

This example given below is configured Incorrectly

Ideally the start and end date (first 2 dates) should never be longer than 1 year. If you look into the Time Account Type you will see that it only allows to create either a Permanent one or a Recurring "each valid for one year". The only date which can extend to longer than a year is the Booking Possible Until Date. The above configuration will result in incorrect deductions from the existing time accounts if you try to submit a time leave (especially if longer than 21 days).

This example given below is configured Correctly for overlapping open time accounts of the same type

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SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Suite all versions