HCM COURSE 1
TIME MANAGEMENT
USER MANUAL
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Table of Contents
General Explanation.................................................................................................................................................................................. 3
Key Definitions ..................................................................................................................................................................................... 3
Infotypes: ............................................................................................................................................................................................. 3
Subtypes: ......................................................................................................................................................................................... 3
Transaction Code ............................................................................................................................................................................ 4
Personnel File: ................................................................................................................................................................................. 4
Time Transaction Codes ....................................................................................................................................................................... 4
Time Related Infotypes ........................................................................................................................................................................ 5
‘INFOTYPE’ Description ........................................................................................................................................................................ 6
Infotype – 0007: Planned Working Time.............................................................................................................................................. 6
Work Schedule Rule: ............................................................................................................................................................................ 6
Access transaction by:.......................................................................................................................................................................... 7
Time Management Status: ................................................................................................................................................................... 7
Planned Working Time ......................................................................................................................................................................... 9
Infotype 0050 - Time Recording Info ................................................................................................................................................. 13
Infotype 2001 - Absences................................................................................................................................................................... 16
Types of leaves ................................................................................................................................................................................... 16
Process of creating leave ........................................................................................................................................................................ 18
Process of seeing the leaves availed ....................................................................................................................................................... 19
Quota Correction through Infotype 2006 ............................................................................................................................................... 24
Time Events – Infotype 2011 ......................................................................................................................................................... 25
Starting the system ................................................................................................................................................................................. 27
Screen Elements ..................................................................................................................................................................................... 29
Menu Bar on SAP Window ...................................................................................................................................................................... 31
Field Help: F1 and F4 .......................................................................................................................................................................... 32
Time Management.................................................................................................................................................................................. 33
Process .................................................................................................................................................................................................... 33
Process-1 ............................................................................................................................................................................................ 34
Quota Generation Process ................................................................................................................................................................. 34
Process-2 ............................................................................................................................................................................................ 43
Punch In- Punch Out Process ............................................................................................................................................................. 43
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General Explanation
Key Definitions
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
Subtypes: Subtypes are subdivisions or special variants of infotypes.
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Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person
that can be stored.
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 PA61, PT_QTA00
Example: T Code for Display of Personnel Data-PA20
Personnel File: All the infotypes maintained for an employee can be viewed in a Personnel File
Time Transaction Codes
Transaction
Code
Text
PA61
Maintain Time data
PT63
Personal Work schedule
PA51
Display time data
PT_QTA00
Generate Absence Quota
PT_QTA10
Display Absence Quota Information
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PT50
Quota Overview
PT01
Create Work Schedule
PT03
Display Work Schedule
Time Related Infotypes
Every Infotype has a start date and end date which specifies the validity of the data
INFOTYPE
INFOTYPE Text
0007
Planned Working Time
0041
Date Specifications
0050
Time Recording Info
0080
Maternity Protection
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2001
Absences
2006
Absences Quota
2002
Attendances
2003
Substitutions
2005
Overtime
2011
Time Events
‘INFOTYPE’ Description
Infotype – 0007: Planned Working Time
Infotype 0007 is used to define when and where an employee works within your enterprise on a
daily basis. By assigning a work schedule rule in the Planned working time infotype (0007), you
ensure that the system can determine the employee's personal planned working time. In order that
an employee's time data is to be processed by Time Evaluation, the relevant processing type in the
Time Management status field must be specified.
Work Schedule Rule:
The work schedule rule determines which period work schedule is used to set up the work schedule
and the day of the period as of which it applies. Work Schedule Rule changes form personnel area
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to personnel area. Working schedule belonging to the particular employee can be seen here. To
view the work schedule of a particular employee, go to PA61 and choose Infotype 0007 Planned
Working Time record and choose display icon. The system takes you to Display Work Schedule
screen as shown below:
Access transaction by:
Human Resources  Time Management  Administration 
Sap Easy Access Menu
Time Data  Maintain
Via Transaction Code
PA61

Enter the Employee Code for whom Planned Working Time has to be created

Enter Infotype 0007

Click on Over view / Change icon

For all Employees the Time management status should be 7 – Time Evaluation without
Payroll Integration.
Time Management Status: The Time Management status indicator is assigned to employees
who take part in time evaluation.
Following Time Management Status are also available:
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Indicator 0:
The employee's actual times are not recorded, and his/her time data is not accounted using the
time evalulation program.
Indicator 1:
The employee's actual times are recorded and he/she participates in time evaluation.
Example:

The employee's actual times are recorded at a time recording terminal.

The employee's actual times are recorded in the Attendances infotype (2002).
Indicator 2:
Employees' actual times are recorded and they take part in plant data collection. Their time
data is accounted using the time evaluation program.
Example:

Employees' actual times are recorded using PDC systems.

Employees' actual times are recorded in the Attendances infotype (2002).
Indicator 8:
This indicator is intended for external employees. The employee's actual times are not
recorded, attendances are recorded in the Attendances infotype (2002), and time data is
accounted in time evaluation.
Indicator 9:
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You can use indicator 9 for employees for whose exceptions to the work schedule are only
recorded. In this case, the employees' actual times are not recorded, but they do participate in
time evaluation.
Planned Working Time
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This Infotype is used for Maintaining Employees Planned working Schedule / Time
The Working time gives the employment percentage, which comes by default from customizing
tables.
If the work Schedule icon
in the above screen shot is chosen then the
employee’s daily shifts can be seen month wise for present month, previous month and next
month. The screen shot is given below.
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If clicked on a any of the above shown day (boxes) the following screens appears giving details of
the day type, planned working time, start time, end time, day type and holiday class.
Day Type:
The day type “D” defines the payment relevancy of a certain calendar day, and also the planned
attendance regardless of the daily work schedule. As a general rule, all days with a day type other
than 0 or BLANK are normal working days. Day types with “1” are paid/off .i.e. holiday.
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Public holiday class:
The public holiday class “HC” is used to classify groups of public holidays. Days with the public
holiday class ‘1‘are paid public holidays. Holiday Class “3” are RH – restricted public holidays. Ex: In
the above figure January 23 – HC -3 is RH as it is Basant Panchmi; January - 26th is HC -1 as it is a
Gazetted public holiday
Double Click on any days record.
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Infotype 0050 - Time Recording Info
This infotype is used for recording the employee’s punch ID number. The field Time recording ID
number contains the ID number for time recording. The number in the Time recording ID no. can
be same as Personnel No. (PERNR), but it has to be a unique number for each employee. In the
interface data tab, ensure that the following data is given. Also make a note of the start date and
the end date.
In this infotype, enter master data for employees who record their clock-in/out times at a time
recording terminal and control data for time evaluation. This infotype is maintained for all
employees who take part in time recording i.e. employees based at different locations where-in
Time Machines have been installed.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management  Administration 
Time Data  Maintain
Via Transaction Code
PA61

Enter the Employee Code for whom Time Recording Info has to be created

Enter Infotype 0050

Enter the employee’s Punch Card Number/ID

Enter Time Event grouping as 01 – Standard entry

Enter Subsystem Grouping as 001 – Standard entry
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
Enter Grouping Atten /Absence as 001 –Standard entry

Employee expenses grouping as 001 - Standard entry

Press enter and save
icon
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Field Name
Start Date
Description
The
Date
of
joining
R/O/C
of
the
User Action and Values
R
employee
Time Rec.ID
The Punch card ID of the employee
R
Has to be unique number as the
employee code.
Time
event Is a standard entry as “01”
R
Choose from F4 help
Is a standard entry as “001”
R
Choose from F4 help
Is a standard entry as “001”
R
Choose from F4 help
expenses Is a standard entry as “001”
R
Choose from F4 help
type grp
Subsytem
grouping
Grpg.attn/
Absence
EE
grpng
Note: On above table in column “R/O/C”; “R” = Required, “O” = Optional, “C”= Conditional
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Infotype 2001 - Absences
Recording of Absences/Leave period according to Leave Policy is done through this infotype. Below
mentioned are the leave types created for BSNL as per the leave policy.
Types of leaves
Following types of leaves are available in BSNL
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Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management  Administration 
Time Data  Maintain
Via Transaction Code
PA61
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Field Name
Description
Personnel No.
Enter the employee code for
which
the
R/O/C
leave
should
User Action and Values
R
Employee code
R
Start date and end date of the
be
created.
Period
Enter the to and from dates for
which the leave is being applied
Subtype
The leave being applied for
leave
R
EL, HPL; CL ,RH etc
Process of creating leave

In PA30 or PA61(Users may have access to any one or both the transaction code)Enter the
employee code

Select Infotype 2001- Absences

In the Period Tab page select Period button and enter from & to dates

Select the subtype – leave type i.e. CL/EL

Click on Create

Press enter and then save the record
icon
icon
The following screen appears:
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The status bar gives the message to save the leave and thus the leave is created.
Incase of ESS the workflow is triggered and the leave application goes to the employee’s reporting
manager.
Process of seeing the leaves availed

In PA30 or PA61(Users may have access to any one or both the transaction code) Select
Infotype 2001- Absences

In the Period Tab page select All radio button
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
Click on the overview icon
and see the records of leaves availed. The following screen
would appear on clicking overview icon. If no leave record exits, error message would be
displayed.
Deleting a Record

Enter the Pernr number

Select Infotype 2001

Select Subtype

Click on overview button and then select the leave to be deleted

Click on Delete icon.

Record is deleted.
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Change a leave record

Enter the Pernr number

Select Infotype 2001

In period tab select all radio button

Choose over view

Select the leave to be changed in the screen and select change icon

Change the dates as required for the leave and then press enter

Choose the save icon and save the record. Infotype 2006- Absences Quota
icon in the tool bar
Absence quotas can be recorded manually, proposed by the SAP System, or accrued automatically.
An employee can claim an absence quota by requesting an absence such as leave In this case you
record an absence in the Absences info type (2001). The absence is deducted from the quota.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management  Administration 
Time Data  Maintain
Via Transaction Code
PA61
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
Enter the Personnel Number and date

Enter the period i.e. form and to dates

Enter Info type 2006 in Infotype field

Choose overview icon

All the quotas will be displayed
Field Name
Pernr
Description
Enter the employee code for
R/O/C
User Action and Values
R
Employee code
R
Start date and end date of the
which the quota is to be created
/overviewed.
Period
Enter the to and from dates for
which the leave is being applied
Subtype
The Quota type to be viewed or
leave
R
EL, HPL; CL ,RH etc
changed/created
The below screen shot gives the overview of quotas credited to the employee. Quota Generation
Process is explained later in this document.
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Start date is the day the leave quota is credited to the employee.
End date is the validity till the quota can be availed; incase of EL, HPL the leaves are carried forward
and hence end deduction date has 31.12.9999. RH and CL get lapsed within the calendar year if not
availed.
Ab- gives the Absence quota number and Quota text gives the quota type text
Start deduction specifies the period in which the employee can avail the quota. The Start
Deduction date determines the start date of the quota deduction period. The entries in the
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Deduction from date and End deduction to date determine the quota deduction period. If no
entries are made in these fields, the validity period of the quota record determines the period in
which the quota can be deducted is the number of quota deducted leaves availed.
End deduction to - specify the period within which an employee can deduct upto a time quota. End
deduction to date determines the end date of the quota deduction period. The date 31.12.9999 is
a standard date which shows that the quota is carried forward till the employee is with the
company.
Number field gives the total number of quota credited.
Quota Correction through Infotype 2006
To credit quota to an employee or adjust the quota balances as on the go live date the quota
correction is done through Infotype 2006 ( incase of BSNL)

Go to transaction PA61

Choose Infotype 2006

In date field enter the go live date.

Select the icon execute and the specified subtype will be displayed

Choose create button

In the quota number field give the balance to be credited.

Press enter and save button, the record is created.
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Note: The quota correction shall be done for all the employees before the go live date to update
their leaves quotas as on go live date.
Time Events – Infotype 2011
Time events Infotype is used to store the daily attendances of the employee. The data from
terminals is taken and converted into the Sap format and uploaded into the system. A program is
run to update the entries in this infotype.The time in stored as “Clock-In” and time out is stored as
“Clock –Out”.
Access transaction by:
Sap Easy Access Menu
Human Resources  Time Management  Administration
 Time Data  Maintain
Via Transaction Code
PA61

Enter personnel Number

Enter to and from dates in the period column

Enter 2011 in Infotype field

Click on icon overview to see the entries
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Starting the system
1. Click on this logo
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2. Log on Window
3. Logging on to the system.
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4. Access further links.
Screen Elements
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Menu Bar on SAP Window
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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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Time Management
Process
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Process-1
Quota Generation Process
Transaction Code: PT_QTAOO
STEPS:
Logon to the SAP System through your user ID and password.
a) In the SAP Easy Access screen in the Command Task and enter the T. Code (Transaction
code) PT_QTA00
PT_QTA is the T. Code used for the Generation of Leave Quotas.
There are 4 leave Quotas that have been created as per BSNL requirement as mentioned
below:
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Leave Type
Generation period
70-Earned
1st of Jan and 1st of July-Half
Leave
Yearly
71-Half
Pay
Leave
Total Entitlement
15
2nd of Jan and 1st of July-Half
Yearly
10
Leave
1st of Jan -Annual
2
75-Casual Leave
2nd of Jan -Annual
12
72-Restricted
So while generating quotas and defaulting them in IT2006, quotas being generated half yearly
can be clubbed together and generated and similarly leaves being generated annually can be
clubbed together.
b) The below screen will appear for the generation of Leave Quotas:
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c) In the Period section click on Radio button for Other Period as we are generating the Leave
Quota for a Period that is a past period.
d) In the Selection sections enter the PERNR (Personnel No. Of the employee for whom the
Leave Quota is being generated
e) In the Quotas to be generated section select relevant quotas from the drop down list by
pressing F4.(Here we select Leave Quota 70 and 71 as both are generated Half Yearly)
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There are four ways of Generating Quota: Batch Input, Direct, By Record, and Test Run.
We would be using Direct method for quota generation:
After Selecting 70 to 71 in the Quota Type
,
Select TEST RUN. This would help in checking whether the quota is getting generated properly
or not.
f) Click TEST RUN
and then Click Execute
. The following screen would
appear:
This screen would give an overview of the quotas that would be generated on executing the
process.
g) Go back and click on Direct
.
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Click on Execute:
h) The following screen for Maintain Time Data will appear:
Here the Maintain Time Data screen opens.
In this his screen Infotype 2006 is automatically selected and the subtype 70 which is for Earned
leave is selected to be generated
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i) Press enter or click on
that appears in the Maintain Time Data Dialog Box
The screen for Infotype 2006 appears for the creation of Absence Leave Quota type 70 (Earned
Leave)
.
Here the Screen for Infotype 2006 for Absence Quotas opens.
In this his screen Earned leave (Quota Type-70) is defaulted automatically
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Note: 2 leaves have been defaulted(on pro rata basis)
Total
Leave Type
Generation period
Entitlement
70-Earned
1st of Jan and 1st of July-Half
Leave
Yearly
15
DOJ: 9th June
Total Entitlement for 6 months(181 days)=15days of EL
Therefore entitlement for 22 days(9th June -30th June)=22/181*15
=1.823=2 days
If the employee would have joined on 01.01.2010 he would have got the full entitlement of
15 ELs, applicable for 01.01.2010 to 30.06.2010.(FOR FULL Period)
j) Press enter or click on
that appears in the Create Absence Quota Dialog Box.
Now screen for Maintain Time Data appears again and the subtype now selected is 71 for Half
Pay Leave.
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In this his screen Infotype 2006 is automatically selected and the subtype 71 which is for Half
Pay Leave is selected to be generated
The screen for Infotype 2006 appears for the creation of Absence Leave Quota type 71 (Half
Pay Leave)
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Leave
Type
Generation period
Total Entitlement
71-Half
Pay
2nd of Jan and 1st of July-Half
Leave
Yearly
10
DOJ: 9th June
Total Entitlement for 6 months(181 days)=10 days of HPL
Therefore entitlement for 22 days(9th June -30th June)=22/181*10
=1.21=1 day
If the employee would have joined on 01.01.2010 he would have got the full entitlement of
10 HPLs, applicable for 01.01.2010 to 30.06.2010.(FOR FULL Period)
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Process-2
Punch In- Punch Out Process
STEPS:
a) The raw file is obtained from time machine or the file prepared by the time administrator as per
the pre defined format mentioned below:
P10 0090000040 201006150930
P20 0090000040 201006151630
Here P10 = Time In and P20= Time Out
The first set of 10 characters is the time card ID or the employee number as the case may be. The
next set of 12 characters followed by a space is the date and time in the following formatYYYYMMDDHHMM
Where the meaning is as below
YYYY-Year E.g. 2010
MM-Month E.g. 06
DD-Day E.g. 15
HH-Hours E.g. 09
MM-Min E.g.30
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It is a space delimited file.
b) Now create an Output File (in notepad) and save it on the local machine / system. (For creating
a output file, right click on the desktopgo to NewText documentRename the text document
to Output.txt)
Logon to the SAP System through your user ID and password.
c) In the SAP Easy Access screen in the Command Task and enter the custom T. Code
“ZHRTR_RAWPUNCH” and press enter.
d) The following screen will appear.
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Select the Input file that you had saved on your local file by clicking on F4 and then selecting on the
location the file was saved, followed by the selection of the file.
Similarly select the Output file you had created on the local system.
Now click on execute button
or press F8.
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e) The following message appears confirming that the data has been saved.
This are the no. of bytes would depend on the
no of record that was there in the file.
The above message is a sample message and shall vary with the number of records in the raw data
file.
Now if you go and open the Output file the data appears in the below format
P10000120100615093000201010200825009000004090000040
P20000120100615163000201010200825009000004090000040
P10000120100616093000201010200825009000004090000040
P20000120100616183000201010200825009000004090000040
Where the specification from begin to end are:
1) P10 Clock in / P20 Clock Out
2) 0001 Terminal ID (4)- Machine id
3) 20070702 Logical Date (8)- Date of swiping
4) 080000 Logical Time (6)- time of swiping
5) 20070702 Logical Date (8)- Date of updation in TEVEN
6) 080000 Logical Time (6) - Time of updation
7) 00000012 Time Id(8) -record id in infotype-50
8) 00000012 Personnel number(8)-personnel number of employee
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Here if you notice you have the values appearing in pairs P10 and P20. This is repeated all along.
P10 shows the punch- in data and P20 forms the punch- out data. P10 and P20 are known as time
events in SAP and are entered in the Time Events Infotype 2011.
f) Go to SAP EASY ACCESS screen and in Command Task field type the T Code ZHRTR_ RPTEUP10
and press enter
The following screen appears:
Select the radio button for Local File and then select the relevant file by pressing F4 and then
selecting from the drop down.
In the Processing Tab the 3 check boxes should be ticked (Upload, Post and Log).
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Now press F8 or execute button
.
g) The following screen appears:
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The record shows that there were 12 records of which 12 have been posted in Time Management
in IT 2011
If there is any data which has been duplicated, it will not be posted to It 2011(Time Events
Infotype), repetitive posting of data in Infotype will not be allowed.
If there is any time pair corresponding to a future date it will be shown as an error.
h) Now the Controlling Officer will execute a custom report to view time statement for
subordinates through a custom T. Code, which is to be entered in the Command Task in SAP EASY
Access Screen.
The following screen will appear:
Enter the month (E.g. for June enter 06) and the Year for which the report needs to be generated.
Now click on execute button
or press F8.
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This report shall list all the subordinates of the controlling officer (person logged on). The
controlling officer shall select the employee for whom he wishes to see the time statement
The list appears which shows the Punch In and Punch out for the selected period i.e., June, 2010.
Only controlling Officers can see this report.
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