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OHASE_VC013 - Transfer of saved vacation quotas from another system

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There are three purposed solutions of how to transfer your vacation days from the old system so that it fits with the swedish change of vacation year set up in the model company (accrual year is before deduction year.

This leads to some things to consider when it comes to transferring (konvertering) of vacation quotas from another system. By transferring days with infotype 2013 the dates are the dates of the accruing (intjänandeåret) and not of the deduction date. However these days need to be deductible at once. Here are three described solutions of how to manage this in accordance with the swedish model with rolling of quotas.The first solution has the advantage that you do not have to run time back to the beginning of the vacation year (worst case one year back).

I) First solution

Example you start the new system as of 01.01.2001

Your vacation year: 01.04.20XX - 31.03.20XX

You have to use infotype 2006 and 2013

Infotype 2006 - only fill out these fields described

The number field shall not be filled because the quotas are customised with increase (VC_T559L). Create only those lines that are needed for conversion for an employee e.g. if the employee only has quota 30 and 31 you only need to create these.

Quotas Validity period Deduction period

Type Start Date End date Ded. from Ded. to

30 01.01.2001 28.02.2001 01.01.2001 31.03.2001

31 01.01.2001 28.02.2001 01.01.2001 31.03.2001

32 01.01.2001 28.02.2001 01.01.2001 31.03.2001

33 01.01.2001 28.02.2001 01.01.2001 31.03.2001

34 01.01.2001 28.02.2001 01.01.2001 31.03.2001

35 01.01.2001 28.02.2001 01.01.2001 31.03.2001

36 01.01.2001 31.12.9999 01.01.2001 31.12.9999

Attention: On all quotas (except 36 leave remaining) you have to put the End date to 28.02.20XX or 30.11.20XX (depending on if your vacation year ends on 31.03.20XX or 31.12.20XX) that means one month prior to when your vacation year ends. This is due to technical reasons, because the dates of the new quotas that appears when you change the vacation year are built up on the 31.03.20XX and these ones shall have the normal dates e.g. the accrual year before the deduction year. If you would put an enddate on your converted quotas, that lies within the validity period of the quotas that will be generated, the quotas will be put together and you will not get two separate lines, but one line with the quotas added together and with the wrong dates on the quotas.

Infotype 2013

You choose the quotas that you want to transfer one by one.

Start: 01.01.2001 (your transfer date)

Absence quota type: 30

Quota number: 15 (the days that are still to be taken from the old system)

Choose radio button:

Increase generated entitlement

Transfer:

Transfer collected entitlement immediately

Run time evaluation on 01.01.2001. You now have the quotas that you can take out until the 31.03.2001. When you run time evaluation on 31.03.2001 and the change of vacation year appears, you will get your accrued days from 01.01.2001 until 31.03.2001 (e.g. if you have 25 days 7 days of paid vacation if you havenot reported any e.g. leave of absence affecting your paid vac. days)

If someone leaves the company in the period where you still have transfer days to take out of e.g. 01.01.2001 until 31.03.2001 and you want to pay them out through infotype 0416 set up an extra subtype called Compensate all vac. days leave within transfer year.

II) Second solution

If you want directly to put in your days in 2013 you have to put them in so that they are on the accruing vacation year and not on the vacation year. You would not have to use it 2006 in this case but you must set up the system so that you can put in the dates 1 year and one day back.

In our example:

Infotype 2013

Date:31.03.2000 This is the latest date to put in for your employee with vac. days to be taken out (deductible) during vacation year 01.04.2000 until 31.03.2001. If you try to put them in on the vacation year you get the wrong dates of your quotas (you get the accruing year)

III) Third solution

To use other parallell quotas used for conversion only. This you could set up with accruing year equals vacation year and put in into 2013. You would have to extend the customising tables and also change the rules according to this.

We would recommend the first or the second solution.

What is not recommended is to have the customising of the quotas manually and then change them to increase. This can lead to retroactive change problems and these transferred quotas cannot be rolled into a saving quota with the swedish model solution.

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