Absence report denotes a standard report in the module Human Resources of ERP systems, which provides a structured overview of all employee absences such as sick days, holidays or other absences. Absences based on defined selection criteria and is primarily used for operational personnel planning and documentation.
Context and area of application
The absence report is mainly used in the HR departments of medium-sized companies. HR managers use this function to get a quick overview of the absence situation. Managers also use the report when they need to check the availability of their team members for upcoming projects.
In SAP Business One, users can define various selection criteria, such as a specific time period, individual departments or specific reasons for absence. The system then generates a clear visualisation that can either be viewed on screen or printed out for documentation purposes. The report also supports compliance with statutory documentation obligations during company audits or inspections.
Differentiation from related terms
Although the absence report is closely linked to the Absence management is related, it fulfils a different function. While absence management refers to the recording and maintenance of absence data, the absence report is the evaluation tool.
Furthermore, the absence report differs from the time sheet. The time sheet documents both the hours worked and the absences at individual employee level, while the absence report provides an aggregated overview across several employees.
Practical application and examples
HR managers use the absence report at the end of the month, for example, to determine the absence rate. They select the relevant period and display all absences. The system clearly shows which employees were absent for how many days and for what reasons.
In capacity planning, a project manager uses the report to check which team members have planned holidays in the coming weeks. This information enables realistic milestones and optimised resource allocation. They also use controlling-If sick days in a department are continually increasing, this may indicate problems with the workload.
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Reference book: Business User Guide 2
