HCM COURSE 1

BSNL

USER MANUAL: ABSORPTION

Version:
1.0

27/07/2010

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HCM COURSE 1
Table of Contents
I.

SAP Basics

A.

SAP Icon on Monitor................................................................................................. 5

B.

Log On Window........................................................................................................ 5

C. Logging on to System.................................................................................................. 6
D. Access further links..................................................................................................... 6
E.

Layout of SAP Easy Access Screen..............................................................................7

F.

Menu Bar on SAP Window........................................................................................ 8

G. Field Help: F1 and F4................................................................................................... 9

II.

SAP HCM Basics

A.

10

Key Definitions.......................................................................................................... 11
i.

Infotypes:................................................................................................................. 11

ii.

Subtypes:................................................................................................................. 11

iii.

Personnel Action:...................................................................................................... 11

iv.

Infogroup:............................................................................................................. 12

v.

Transaction Code...................................................................................................... 12

vi.

Personnel File:....................................................................................................... 12

B.

IMPT. PA Transaction Codes....................................................................................... 13

C. IMPT. PA Infotypes..................................................................................................... 13
D. Creation of Master Data............................................................................................ 14
E.

Maintenance of Master Data..................................................................................... 15

F.

Processing HR Master Data....................................................................................... 16

G. Display of Master Data.............................................................................................. 17

H. INFOTYPE SCREENS................................................................................................... 18
i.

Actions Infotype (IT0000)............................................................................................ 18

ii.

Organizational Assignment Infotype(IT0001).................................................................19

iii.

Personal Data Infotype(IT0002)................................................................................... 20

iv.

Challenge Infotype (IT0004)..................................................................................... 21

v.

Address Infotype (IT0006).......................................................................................... 22

vi.

Planned Working Time (IT0007)............................................................................... 23

vii.

Basic Pay Infotype (IT0008)..................................................................................... 24

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III.

viii.

Bank Details Infotype (IT0009)................................................................................. 25

ix.

Contract Elements Infotype (IT0016).........................................................................26

x.

Travel Privileges (IT0017)........................................................................................... 27

xi.

Monitoring of Tasks Infotype (IT0019)........................................................................28

xii.

Family Member/Dependents (IT0021).......................................................................29

xiii.

Education Infotype (IT0022)..................................................................................... 30

xiv.

Other/Previous Employers Infotype (IT0023)..............................................................31

xv.

Appraisal Infotype (IT0025)...................................................................................... 32

xvi.

Internal Medical Service (IT0028)............................................................................. 33

xvii.

Date Specifications (IT0041).................................................................................... 34

xviii.

Additional Personal Data Infotype (IT0077)................................................................35

xix.

Communication Infotype (IT0105)............................................................................. 36

xx.

Personal IDs Infotype (IT0185)................................................................................. 37

xxi.

External Organizations Infotype (IT0219)...................................................................38

xxii.

Nominations Infotype (IT0291)................................................................................. 39

xxiii.

Documents on Dependents (IT0703).........................................................................39

xxiv.

Discipline Infotype (IT0743).................................................................................. 40

xxv.

HR Letters Infotype (IT0906).................................................................................... 41

xxvi.

Transfer Order Infotype (IT9000)...........................................................................42

Absorption Process

43

A.

Maintaining IT0374 for an employee:........................................................................44

B.

Maintaining IT0906 for an employee:........................................................................47

C. Running The Action................................................................................................... 52

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I.

SAP Basics

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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.

i.

ii.

Field Help: F1 and F4.....

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.

SAP HCM 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. Personnel Action:

Any activity carried out on an employee (personnel) such as - hiring,

promotion, change of pay, termination etc is called a Personnel Action. In SAP, each action is
performed as a combination of edits to several individual infotypes. The transaction for executing
Personnel Actions is PA40.

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Example: Hiring, Promotion

iv. Infogroup: The sequence of infotypes associated with Personnel Action

v. 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 PA30
Example: T Code for Display of Personnel Data-PA20

vi. Personnel File: All the infotypes maintained for an employee can be viewed in a Personnel File
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B.

IMPT. PA Transaction Codes

T. Code
PA40
PA30
PA20
PA10
PA41
SM30
SE38

C.

Applicalibilty
Execute a Personnel Action:Eg Hiring
Maintain Master Data: Eg Update Telephone # of Employee in IT
0105
Display Master Data: Eg Display the shift of an employee in
IT0007
Display Personnel File of Employee
Change Hiring/Leaving Date of Employee
Displaying/Maintaining tables
Executing Reports

IMPT. PA Infotypes

Every Infotype has a start date and end date which specifies the validity of the data
By default at the time of Hiring the start date is taken as the date of Hiring for Infotypes created then.
Any change in start date if required can be however be made. The end date is taken as 31.12.999 and
when details are changed the data is delimited and the end date of previous or old record is set to one
day before the start of validity of new record.
INFOTYPE INFOTYPE Text
0000
0001
0002
0004
0006
0007
0008
0009
0016
0017
0019
0021
0022
0023
0025
0028
0041
0077
0105
0185

Actions
Organizational Assignment
Personal Data
Challenge
Address
Planned Working Time
Basic Pay
Bank Details
Contract Elements
Travel Privileges
Monitoring of Tasks
Family Member/Dependents
Education
Previous Employers
Appraisal
Internal Medical Service
Date specifications
Additional Personal Data
Communication
Personal IDs

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0219
0591
0703
0743
0906
9000

D.

External Organizations
Nominations
Documents on Dependants
Discipline
HR Letters
Transfer Order

Creation of Master Data

Master Data can be maintained using T Code PA40 through execution of Personnel Actions

Enter the Date from which

the infotypes are to be
created

Select the relevant

Personnel Action that
needs to be executed

Specify the date on which the Personnel Action is to be executed

Select the relevant the Personnel Action to be executed
Press Execute

button or press F8

Update the sequence of infotypes that appear

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E.

Maintenance of Master Data

Master Data can be maintained using T Code PA30.

Enter the Personnel No. of

Employee whose master
data is to be maintained

Select the relevant period

for which data needs to be
Created/maintained/Displa
yed
Enter the four digits
Infotype that needs to be
maintained
Enter the Subtype if
required
The below mentioned OPERATIONS can be performed while maintaining master data by clicking on
the relevant icon:
Create a new create
Change an existing record
Display an existing record
Copy an existing record
Delimit an existing record
Delete an existing record

Display an overview of all information maintained

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F.

Processing HR Master Data

You can change existing infotype records and create new infotype records for employees. The SAP
system uses this data to create a history of all the changes and developments pertaining to an
employee during the period that the employee works at a company.
Create infotype record
The Create function allows you to enter new data. A new record is created while retaining the old
record. The infotype history is generated by defining the validity periods.
Change infotype record
The Change function enables you to correct an existing infotype record without creating a new one. You
overwrite the old one. When an infotype record is changed, its history is not updated.
Delete infotype record
The Delete function enables you to delete existing infotype records from the database. If you delete
infotype records with time constraint 1, the previous record is automatically extended. An infotype
history is created using the definition of the validity period.
Copy an infotype record

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The Copy function also creates new infotype records. It also updates the infotype history. Unlike the
Create function, you do not enter data on an empty screen, but on a screen containing the current data.
You can then overwrite these values.

G.

Display of Master Data

Master Data can be maintained using T Code PA20.

Enter the Personnel No. of

Employee whose master
data is to be displayed

Select the relevant period

for which data needs to be
displayed
Enter the four digits
Infotype that needs to be
displayed
Enter the Subtype if
required
The below mentioned OPERATIONS can be performed while maintaining master data by clicking on
the relevant icon:
Display an existing record
Display an overview of all information maintained

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H.

INFOTYPE SCREENS

i.

Actions Infotype (IT0000)

Select
the
Reason
for Action

Employee life cycle events; provides an overview of employee history. Infotypes are
grouped based on events that occur in an employees lifecycle, such as New Hire,
Separation, Promotion, Leaves of Absence, and so forth.

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ii.

Organizational Assignment Infotype(IT0001)

Enter the start

date

Enter the
Personnel
Subarea to which
Employee
Enter the Payroll
Area to which
employee
belongs

Enter the Work

Area of the
Employee from
the drop down
This infotype contains detailed information about an employees position in the organization, including
the position number, personnel area, personnel subarea, business area, payroll area, employee group
and employee subgroup. Organizational Infotype IT0001 stores data that incorporates the employee
into the organizational structure and personnel structure. Stores data about the organizational unit to
which the employee belongs, including the position assigned to the employee and the job from which
the position was created.

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iii.

Personal Data Infotype(IT0002)

Mention the
Title, Last
name and
First name
Mention the
Gender, Date
of Birth,
Birthplace,
Marital Status,
Religion ,
Nationality
Mention the
Mother
Tongue and
Identification
marks
In the Personal Data infotype (0002), you enter the employees name and birth data. You can add
information on his or her marital status and religion, if necessary
Information on the mother tongue and any identification marks may also be updated in IT0002

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iv.

Challenge Infotype (IT0004)

Maintain the
start date of
the infotype

This infotype is used if an employee is physically challenged.

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Select the
Challenge
group, degree
of challenge
and type of
Callenge from
drop down list

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v.

Address Infotype (IT0006)

Maintain the start date

of the relevant subtype
of address

Maintain the address details

of the Employee after
selecting the relevant
subtype of the address.

The address details of the employee are maintained in this Infotype.IT has various subtypes as
mentioned above.
The various addresses maintained in the sytem at different times can be viewed by clicking on the
overview button

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vi.

Planned Working Time (IT0007)

Maintain the start

date of the
Infotype

Select the
relevant Time
Management
Status from the
drop down list

The Working
Time Details are
maintained in
this section

The planned Working Time Infotype stores the work schedule rule for employees. Details of this
infotype are created in Time Management and include the employees position, hours per day, weekly
hours, and yearly hours.

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vii.

Basic Pay Infotype (IT0008)

The Pay scale

details of the
employee is
maintained
here

The different
wage types
under which
payment is
to be made
to employee
is maintained
here

Pay information based on the employees position, such as annual salary, monthly salary, and hourly
pay.

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viii.

Bank Details Infotype (IT0009)

Maintain the
details of the
bank and
account #
through
which
payment is to
be made to
employee
This infotype enables you to enter the employees bank information, which is used to make direct
deposits

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ix.

Contract Elements Infotype (IT0016)

Probation
Appointment
Probation Promotion
Probation Extension
Days
Weeks
Months
Years

30 DAYS
60 DAYS
1 MONTH
2 MONTH

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x.

Travel Privileges (IT0017)

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xi.

Monitoring of Tasks Infotype (IT0019)

Select the Task Type and

mention the Date of
Task
E.G: Expiry of Probation
Maintain details
regarding reminder date
and follow up time for
Task

Monitoring of Tasks (also referred to as date reminder) Infotype is used to record Dates associated
with specific requirements or activities.
There are various subtypes as below:

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xii.

Family Member/Dependents (IT0021)

Maintain
details of
Family
Member likeName,
Gender,
DOB,

Information about the employees family members is stored in this infotype. This will be used in the
Benefits Module for designation of dependents and or beneficiaries.
The various subtypes are ass below:
Spouse
Child
Legal dependent
Testator
Guardian
Stepchild
Related persons

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xiii.

Education Infotype (IT0022)

Update details regarding

Education of Employee by
selecting the relevant
education type.
Update details like
Educational Establishment,
Institute Location, duration
of course, final grade etc

Educational establishments that an employee has attended, including dates of attendance and level
completed; also contains certificates that are not required for a position

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xiv.

Other/Previous Employers Infotype (IT0023)

Update details of previous

employer of employee.
Details like Employer, City,
Industry, Job and type of
contract the employee had
a maintained here.
This infotype enables you to record an individuals employment history.

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xv.

Appraisal Infotype (IT0025)

Details of
criteria on
which
appraisal is
done are
maintained in

Employees performance appraisals are stored in the Appraisals (0025) infotype

Appraisal: In the Appraisal field, enter the points value for each appraisal criterion
Appraisal Attributes: Enter the appraisers name here and the date of the appraisal. In addition, you
can indicate whether the performance appraisal should affect the relevant employees salary and
whether the employee has been notified of the appraisal.

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xvi.

Internal Medical Service (IT0028)

Maintain details on
Examination result
like examination
result, Diagnosis,
Examination date
etc.

Details of the
examination
conducted are
maintained in this
section.

In the infotype Internal Medical Service (0028) you can enter the results and data referring to an
employees medical examination.
The internal medical service has been divided into different examination types. A subtype is used for
each examination type. The standard SAP system contains the following examination types:

Subtype 0001: General data

Subtype 0002: Habits

Subtype 0003: Dermatological examination

Subtype 0004: Reproductive organs and urinalysis

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xvii.

Date Specifications (IT0041)

Important date
specifications
are maintained
in this section
You can record the following information in the Date Specifications infotype (0041): The Date type
specifies the type of information.
A concrete Date type (specified by the user) is used in a series of reports, for example to evaluate an
entry date that cannot be derived from the organizational assignment history but which is stored in the
infotype Date Specifications (0041).
This infotype can be used in payroll as well as for the leave program.

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xviii.

Additional Personal Data Infotype (IT0077)

Additional Personal
Details like Ethnic
Origin and Military
Status can be
maintained here if
Infotype 0077, Additional Personal Data, stores personal information that is not stored in the other
master data infotypes.
This infotype contains information that is confidential, and should only be accessed by a select few
employees
The field for ethnic origin is required. It is used mostly for EEO regulatory reporting that is required by
the government The field Military Status stores the military information of the employee.

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xix.

Communication Infotype (IT0105)

Maintain Communication
details of the employee like
System user ID , E-mail Id
Mobile No. etc.

Identification regarding the various forms of employee communication is maintained in the infotype.
Employees communication IDs are stored in the infotype Communication (0105).

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xx.

Personal IDs Infotype (IT0185)

Important details
regarding the IDs of
the employee is
maintained here like
PAN No.,Gratuity ID

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xxi.

External Organizations Infotype (IT0219)

Details regarding External

Organization in case of
Deputation Out are
maintained here like
Organization Type
(DOT/Other PSU/Others) and
organization name is
The address details of the
External Organization are
maintained here to which an
employee is going through
Deputation-out Process
The End date of Deputation
and three further
extensions along with the
relevant dates are
maintained in this section
DOT
Other PSU
Others
In the infotype External organization (Infotype 0219) you enter the details of an external
organization. This infotype is used for recording details of the External Organization while executing
Deputation Out Process.
Every record must have a validity period.
Each record is identified by an organization type and an organization description. These are read by the
plans which have these organizations allocated as beneficiaries.

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xxii.

Nominations Infotype (IT0291)

Details of the
nominees for
different
benefits is
maintained
here in case of
employees
death

xxiii.

Documents on Dependents (IT0703)

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xxiv.

Discipline Infotype (IT0743)

Details regarding the

Offences committed and
the Disciplinary action
taken against the
Employee is maintained
here

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xxv.

HR Letters Infotype (IT0906)

This Infotype is used to generate the HR letter. HR Letters can be generated for various actions by
selecting the appropriate subtype and by specifying the start date and end date. It is also required to
mention the authorized signatory.

SubType:
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xxvi.

Transfer Order Infotype (IT9000)

This Infotype is used to carry out the Transfer Order

The Ref Transfer Order No will be automatically populated here. This value comes from the value we
created as Ref Transfer Order No through Transaction Code ZHR_BULK_TRANS.
The Transfer From and Transfer To fields also get populated from the values that were created through the
T.Code ZHR_BULK_TRANS. Transfer to and Transfer from will automatically be populated from the
ZHR_BULK_TRANS. Transfer to can be edited.

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III.

Absorption Process

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A. Maintaining IT0374 for an employee:
This needs to be maintained to ensure that the employee has absorbed for absorption.
a)

Log into the system using your SAP User ID and Password.

b)

In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

c)

The following screen will appear

In the Personnel no. field select the employee for whom absorption process is to be done.
Now Enter 0374 as Infotype and 0002 as Subtype in the respective boxes.
Click on Create
d)

The Create General Eligibility screen will appear.

Click on the check box 01 (Opted for Absorption)

Click on to save
e)

In the SAP Easy Access screen enter PA30 in Command Task and press Enter.

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f)

The following screen will appear

In the Personnel no. field select the employee for whom absorption process is to be done.
Now Enter 0374 as Infotype and 0002 as Subtype in the respective boxes.
Click on Create
g)

The following screen will appear

Specify the start and end date of the Presidential Order Released.
Tick on the check box 02 (Presidential Order Released)
Click on to save

After you press the save option if any vigilance case is pending against the person and
vigilance clearance have not been taken .

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The following message will come up

If there is no case of vigilance pending then it will save the said infotype.
In the SAP Easy Access screen enter PA30 in Command Task and press Enter

a) The following screen will appear

In the Personnel no. field select the employee for whom absorption process is to be done.
Click on Create

Specify the start and end date of the Presidential Order Released.
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Tick on the check box 02 (Presidential Order Released)
Click on to save
After you press the save option if any vigilance case is pending against the person and
vigilance clearance have not been taken .
The following message will come up

If there is no case of vigilance pending then it will save the said infotype.

B. Maintaining IT0906 for an employee:

a) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

b) The following screen will appear

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In the Personnel no. field select the employee for whom absorption process is to be done.
Now Enter 0906 as Infotype and 0002 as Subtype in the respective boxes.
Click on Create

c) The following screen will appear

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Enter the Authorized Signatory and Click Save

By Clicking Preview Letter
would look like this.

, letter preview can be seen. The letter preview

Absorption period: Enter the same period for which the absorption action was run.
As soon as enter is pressed, if any vigilance case is pending against the person and vigilance
clearance have not been taken .
The following message will come up

If no case og vigilance is pending then in the drop down of Ref. Order No that reference no.
which was generated when HR Letter infotype was maintained will appear.
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b) Click on PREVIEW. The following screen would appear:

c)

Here we specify the name of the person to who all copy would be sent. Click on OK

The following letter preview would appear:

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C. Running The Action
a)

Enter PA40 in command task and press Enter

b)

Personnel Action screen will appear

Put Personnel no. and press Enter.

Fill date in the From field and select Absorption from the Action type list
Click on Execute

c)

Screen for Infotype 0000 will appear.

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d) A list of possible values for Employee subgroup can be seen by pressing the F4 key
e)
f) Click on to save
After you press the save option if any vigilance case is pending against the person and
vigilance clearance have not been taken
The following message will come up

If there is no case of vigilance pending then it will save the said infotype.
g) Screen for Infotype 0001 will appear.

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Click on to save

h)

Screen for Infotype 0007 will appear.

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Other values time will be automatically calculated.

Click on to save
j) Screen for Infotype 0041 will appear.

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Enter the Start and end date.
Specify the Date of Absorption
Click on to save

i)

Screen for Infotype 0374 will appear.

Click on to save
Here the system would delimit the details maintained earlier. This indicates that the employee
has been absorbed.
Click on

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