SAP Finance Notes and Rules (Infotype 1509)

Use

You can use this function to make changes to the position plan which are necessary due to external, budgetary requirements such as internal re-structuring. You can map changes to the pay scale valuation and locks or deletions of positions.

Features

It is often not possible to make the changes mentioned above because the positions in question are still staffed. If this is the case you can first create a note in the position or a group note on the organizational unit in the transaction PPOME (Organization and Staffing Change). You can then activate the change when the position becomes vacant. The system automatically indicates that a note exists if you delimit the holder link between an employee and a position with a note. Alternatively, you can create an automatic reassignment lock centrally in Customizing of Position Budgeting and Control.

Events or dates can be used for activating a note:

· Event-controlled notes: You create event-controlled notes if you do not know when the change will become effective in the position. This is the case, for example, if a position is to be deleted as soon as the person holding the position changes department.

An event-controlled note must be activated. By delimiting a holder link between an employee and a position with an event-controlled note, the system automatically leads the user to the function Activate Note.

· If the note/rule should be valid from a specific date, create a date-controlled budgeting rule. This budgeting rule does not have to be activated separately. It is effective in the validity period of the date, that it, the system reduces the current budget by the number of full-time equivalents entered for this period. The prerequisite for this is that the full-time equivalents are available in the period, that is, there are not staffed and are not locked by another note.

You define the different meanings of the budgeting rules in the form of rule/note types in Customizing. You define the subtypes of the infotype budgeting rule PBC (1509) for them. You can assign the following rule/note categories (notes which control the processing of the rules) to the rule/note types:

· Notes in Positions

¡ Lock Notes (event and date-controlled):

¡ “To be Deleted“ Notes (event-controlled)

¡ “To be Reclassified“ Notes (event-controlled)

· Notes in Organizational Units

¡ Group Lock Notes (event-controlled)

¡ Group “To be Deleted“ Notes (event-controlled)

· Automatic reassignment locks (event-controlled). The automatic reassignment lock is set up in Customizing of Position Budgeting and Control. It affects all positions that comply with certain conditions. You can also define these conditions in Customizing.

All rule/note types can be specified as internal or external. External rules/notes are displayed in the explanations of the budget and position plans in reporting.

You can also use a workflow for managing notes. If you have activated the workflow for notes In Customizing of Position Budgeting and Control, the notes are not proposed to the user immediately; a workflow-work item is sent to the person responsible for the position plan of the organizational unit. The person responsible for the position plan then activates the note manually or using a system proposal. This makes sense if the delimiting of holder links and notes management is not carried out by the same person. The system creates temporary locks to prevent the full-time equivalent from being staffed in the time between the delimiting of the holder link and the execution of the workflow work item.

See also:

You can find more information in the implementation guide of Organizational Management for Public Services under the following sections:

· Lock Notes and “To be Deleted” Notes

· “To be Reclassified” Notes