SuccessFactors Time Off Period End

Processing

SHAMEER THAJUDEEN
January 13, 2019 4 minute read

62010,331
Period End Processing

A term used in SF time management which deals with following year end activities .

1. Carry forwarding balances from old time account to new account

2. Closing old time accounts
Period

Duration which allows an employee to submit an absence.Period can be determined

from respective time account . In below example leave booking is possible from
01/01/2017 until 31/03/2018 which is the booking period of time account

Period End

Last day of the booking period. 31/03/2018 is the end of bookable period in above
example
PEP CONFIGURATION STEPS
Step 1:Create a PEP rule

Sample rule

Below rule carry forwards all balances from old account to new account and closes old
account.

IF CONDITION

 If condition in above rule is checking whether a follow up account exists for the
user.If there is no follow up account system will just Zero out the current
balances by posting a negative amount. For example:If total balances in current
account is 50 then system will post -50 which makes the balance Zero
 Check Amount posted logic in create statement section of above rule.Its
negating the remaining balance by adding opposite sign.
 Final set statement in above rule will close the old account.There is a field
named Closed within time account object.Value of that field will be set to YES
once pep is completed

All “employee time” instances within this account will become non editable once
account is closed.There is a field named editable in “employee time” object, value of
“editable ” field will be set to “NO” .User will no more be able to request any leaves on
that account too.
Above IF condition usually helps to close the accounts of terminated user’s who may not
have a follow up account.

ELSE CONDITION

Above else condition is the continuation of first if condition

Here the logic is written for the employees who has follow up accounts already created

 First create statement in above rule will zero out the current balance
 Next set statement closes the current account
 Second create statement post the carry forwarded balances to the new
account.Check the create statement
Create newAccount.Time Account Details: Its creating a time account details within the
new account and will post carry forwarded balances as per the logic written in “amount
posted” section.
Step 2: Add rule within the time account type

Navigate to Manage time off structures—>Choose respective time type—>add rule in

period end processing rule field.
Step 3:Create new/ follow up account

Follow up account should be created prior to PEP run. To run 2018 pep we will have to
create new 2019 account first.This can be done via manage time off structures—
>Create new account

Step 4:Simulate PEP

Simulate PEP calendar via manage time off calendar and check the results.Logs can be
downloaded from monitor job page

PEP simulation

Simulation is a trial run which will helps to check how the balances will be posted after
actual PEP run. It’s possible to simulate PEP during open period.

Step 5.Run PEP

Run pep via manage time off calendars page after verifying simulation results

Make sure that all pending leaves are approved before the final run

PEP will fail for a user if there is any pending leaves. Approve all pending leave requests
of that specific time account before running PEP. Approval should be done via UI,you
should not import the leaves with approved status ,this can cause inconsistencies like
workflow request will still be dispayed in “to do” list etc..

How to choose start and end date of PEP calendar

Dates are important while running a PEP calendar.System picks accounts based on the
dates entered while creating calendar.In below example start date is Aug 1 2018 and
end date is Jan 1 2019 ,here system will consider all the accounts whose bookable
until date is falling in between Aug 1 2018 and Jan 1 2019
When to run period end processing

PEP can be run once the period is ended, its not possible to run PEP during the open
period

For example:

Booking possible from: Jan 1 2018

Bookable Possible until : March 31 2019

In above case ,system will allow us to run PEP post March 31 st 2019 and not before
that.You will get an empty log file if PEP is run during open period
Frequently Reported Issues
1.Error :You cant close the account because it contains employee times with
status Pending.

Check whether any users related to this time account type has pending leave request.If
so ,approve the leave request and run the calendar again.System will not process PEP if
a user has a pending request.

2.Error:Parent cannot be null for creating new child!

Check whether the pep rule is creating a new time account detail.If so ,users should
have a follow up account
 Example:

We are running a pep for 2018 account and planning to carry forward remaining
balance to 2019.During PEP run, system will try to carry forward the balance and will
throw an error if that user do not have a 2019 account.Always create follow up account
prior to pep calendar run,else create pep rule(check if condition in above example)
accordingly so that system will not try to carry forward balances to new account if it
doesn’t exist

3.Error:DETAIL_WRONG_BOOKING_DATE
Check the posting date configuration inside the create .New Account.Time Account
Details section in the PEP rule.
4.PEP run returns an empty log file

Check whether the bookable until date of the account is in past. You cannot run PEP if
the bookable until date of the account is in future

5.Time account type not displayed in manage time off calendars page

Time account types which has a period end processing rule will only be displayed in
manage time off calendar page while creating pep calendar

Drop your comments below if you are facing any issues or if you need more information.

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Assigned Tags

 SAP SuccessFactors HXM Core

 balance carry forward
 EC Time Off
 pep
 period end processing
 successfactors time off

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6 Comments
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baskaran Krishnamoorthy
December 6, 2020 at 2:41 pm

Hi Shameer,

This is one of the best writeups on PEP. thanks for such a lucid blog

with regards,

Baskaran K
 Like 1
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SHAMEER THAJUDEEN
Blog Post Author

January 31, 2021 at 6:27 am

Thanks Baskaran !!
 Like 0
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 Nay Myo Wai Lin
January 28, 2021 at 7:30 am

Thank you so much , this helps a ton.

 Like 1
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SHAMEER THAJUDEEN
Blog Post Author

January 31, 2021 at 6:27 am

Thanks Nay !!
 Like 0
 Share

Omprakash H
March 15, 2021 at 9:38 am

Hi Shameer,

Excellent post ! I have a query on PEP with payout. I have configured a rule for PEP with payout and
when we simulate in Time - off calendars, Payout Account details are not reflecting in the job
response when we download it from Monitor jobs page. Other Old balance account and balance in
new account are reflecting as per rule. Any specific reason?

Thanks & Regards,

Jaikumar R
 Like 0
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Lalit Singh
August 23, 2021 at 12:40 pm

Thanks Shameer.
 It helped me to fix one issue as to when to run PEP. I was trying to run PEP for current period and
got empty log. Now i understand PEP should run after 'bookable possible until' date.

Regards,

Lalit
 Like 0
 Share

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Time off balance Report

successfactors
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Hi All,

Kindly I need to generate a report to know employees balance remining in a specific

month, in time off

Thank you,

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 SAP SuccessFactors Employee Central

Similar Questions

 is it possible to get a report or an export with the Time off balances?

A mAug 13, 2021

 Successfactors: Odata API to create a time off entry for an employee

Former MemberMay 12, 2017

2 Answers
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Razia Sultana
Sep 11, 2020 at 06:07 AM
Hello,

Time Off/Time Sheet is report-able using the Advanced Reporting tool under the
analytics tab or using the Canvas report when the Report Center is enabled.
 2443541 - How To Report On Time Off / Time Sheet - Advanced Reporting

The EC standard Report titled 'Time Account Snapshot' includes this information.
However, this is includes a lot more details like department and leave applied, and
hence might not be the best solution for a few users.

In the below KBA article, its explain how the Time Account Snapshot can modified, to
include vacation information only.

2835203 - How to report on vacation balance with user breakdown?

If the user is terminated but he is still eligible to the Privileged Leave. Hence, the system
is adding all the Accrual after the termination Date.

For resolution please see below KBA.

2582853 - How to report on Leave Balance excluding Accrual of Privileged Leave

Entitlement for terminated users

Hope this helps!

Regards,

Razia

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1 comment
Mostafa Keshtari
Sep 12, 2020 at 11:38 AM
Thank you Razia Sultana ,

It's very useful for me, I reach Time Account Snapshot Report Template it helped me a lot, but still
can't find a way to have a report include the days taken and remaining balance for a specific month, Is
there a way to use formula column to calculate the remaining balance for specific month.

Thank you for your help,

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 Adrián Galisteo Rivas
Aug 15, 2021 at 03:14 PM
Hello Mostafa Keshtari

Where you able to get this report? i created a SAP note and they replied me with the
same message that Razia Sultana has sent to you, but i am still unable to get exactly
the balance/number of days available to use for holidays and leaves of each employee.

Any help?

Kind Regards

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