Fast Entry Demystified

  • by Dawn Burns, QA Manager, Howrey LLP
  • June 15, 2004
Fast entry enables you to simultaneously create and edit the same infotype or subtype record for multiple employees. Using a substitution example, the author explains how to optimize the fast entry functionality.

One of the most common questions that individuals have when they look at the SAP HR module is how to simultaneously create and edit the same infotype or subtype record for more than one employee. To assist individuals in doing this, SAP created fast entry.

While the fast entry functionality can be used for most Personnel Administration (PA) infotypes, I will focus on fast entry for substitutions (infotype 2003). In my example, a manager has 10 hourly employees reporting to him. These individuals all have a work schedule rule on planned working time (infotype 0007). The work schedule rule indicates that these individuals work a fixed shift — a first shift eight-hour daily work schedule Monday through Friday. The manager has requested that his employees work a second shift, eight-hour day on Monday, December 8, 2003. The company uses positive time recording and has a special rule in the time evaluation schema that identifies a shift one versus a shift two schedule based upon the employee’s planned daily work schedule for the day. This means that employees are compensated with the values derived from their daily work schedule on infotype 0007. The only way to circumvent the infotype 0007 record would be to create a substitution (infotype 2003) record for the day in question. The manager has the following options available:

  • Create a new infotype 0007 (planned working time) infotype record for December 8, 2003, using a second shift, eight-hour day. If the manager elects this option, he would need to create a second infotype 0007 (planned working time) record that would delimit the December 8, 2003, through December 31, 9999, record with a December 9, 2003, through December 31, 9999, record. This record would place the employees back to their regular first shift, eight-hour day.
  • The manager could go to transaction PA30 (maintain master data), pull up each employee individually, and create a substitution (infotype 2003) record for them indicating that they worked a second shift, eight-hour day on December 8, 2003. If the manager creates a substitution infotype, it directly overrides what the planned working time infotype states for December 8, 2003.
  • The manager could use fast entry (transaction PA70) and select all his hourly employees at one time to create all 10 second-shift, eight-hour substitution (infotype 2003) records.

Dawn Burns

Dawn Burns is an SAP-certified human resources senior consultant and Quality Assurance Manager and HR Consultant with Howrey LLP. She is a former SAP Human Resources instructor for SAP America and has more than 12 years of experience in human resources and information technology.

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