hr390 introduction to payroll hr390 - knowasap · ©sap ag 1999 human resources 4.6 (1) level 2...
TRANSCRIPT
HR390 Introduction to Payroll HR390
R/3 System Release 46C 05/02/2001
0
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Overview - Bank Transfer and Check Printing .....................................................................................................1-7
HR390 Introduction to Payroll......................................................................................................................................1-1
Copyright ..................................................................................................................................................................1-2
Human Resources 4.6 (1)......................................................................................................................................1-4
Human Resources 4.6 (2) .....................................................................................................................................1-5
Course Prerequisites..............................................................................................................................................1-6
Target Group.........................................................................................................................................................1-7
Introduction to Payroll ..............................................................................................................................................2-1
Introduction to Payroll: Unit Objectives ...............................................................................................................2-2
Course Overview Diagram....................................................................................................................................2-3
Introduction to Payroll: Business Scenario ...........................................................................................................2-4
Roles in the Workplace .........................................................................................................................................2-5
Composite Roles in Payroll...................................................................................................................................2-6
Payroll ...................................................................................................................................................................2-7
Overview of the Payroll Process ...........................................................................................................................2-8
Calculation of Wage Elements..............................................................................................................................2-9
Statutory and Voluntary Deductions ...................................................................................................................2-10
Storing HR Master Data Using Exact Dates .......................................................................................................2-11
Retroactive Accounting.......................................................................................................................................2-12
Introduction to Payroll: Summary.......................................................................................................................2-13
Data for Exercises ...............................................................................................................................................2-14
Exercises .............................................................................................................................................................2-16
Solutions .............................................................................................................................................................2-17
Entering Payroll Data................................................................................................................................................3-1
Entering Payroll Data: Unit Objectives.................................................................................................................3-2
Course Overview Diagram....................................................................................................................................3-3
Entering Payroll Data: Business Scenario.............................................................................................................3-4
Payroll Prerequisites .............................................................................................................................................3-5
Overview - Personnel Processes ...........................................................................................................................3-6
Ref. (1) Hiring......................................................................................................................................................3-7
Ref. (2) Organizational Reassignment .................................................................................................................3-8
Ref. (3) Deviations from the Work Schedule.......................................................................................................3-9
Methods of Entering Time Data..........................................................................................................................3-10
Entering Payroll Data: Summary ........................................................................................................................3-11
Entering Payroll Data Exercises..........................................................................................................................3-12
Entering Payroll Data Solutions .......................................................................3-14
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Organizing a Live Payroll Run .................................................................................................................................4-1
Organizing a Live Payroll Run: Unit Objectives ..................................................................................................4-2
Course Overview Diagram....................................................................................................................................4-3
Organizing a Live Payroll Run: Business Scenario ..............................................................................................4-4
Overview - Payroll Organization .........................................................................................................................4-5
Setting up the Payroll System in Customizing......................................................................................................4-6
Payroll Areas.........................................................................................................................................................4-7
Payroll Periods ......................................................................................................................................................4-8
Generating Payroll Periods (1)..............................................................................................................................4-9
Generating Payroll Periods (2)............................................................................................................................4-10
Generating the Calendar for Cumulations...........................................................................................................4-11
Payroll Control Record: Status............................................................................................................................4-12
Payroll Control Record: Periods .........................................................................................................................4-13
Payroll Status Infotype (System).........................................................................................................................4-14
Payroll Status Infotype (Changed Manually) ......................................................................................................4-15
Retroactive Accounting Limits (3 Scenarios) .....................................................................................................4-16
Organizing a Live Payroll Run: Summary ..........................................................................................................4-17
Organizing a Live Payroll Run Exercises ..........................................4-18
Organizing a Live Payroll Run Solutions...........................................4-19
Payroll Process..........................................................................................................................................................5-1
Payroll Process: Unit Objectives...........................................................................................................................5-2
Course Overview Diagram....................................................................................................................................5-3
Payroll Process: Business Scenario.......................................................................................................................5-4
Overview - Payroll Process...................................................................................................................................5-5
Payroll Simulation.................................................................................................................................................5-6
Release Payroll / Release for Payroll ....................................................................................................................5-7
Start Payroll / Release for Payroll (Part 1) ............................................................................................................5-8
Start Payroll / Release for Payroll (Part 2) ............................................................................................................5-9
Payroll Log..........................................................................................................................................................5-10
Detail View of a Processing Step........................................................................................................................5-11
Rejected Personnel Numbers ..............................................................................................................................5-12
Matchcode W ......................................................................................................................................................5-13
Check Result / Check Payroll Results.................................................................................................................5-14
Corrections / Release for Correction...................................................................................................................5-15
Exit Payroll / End of Payroll ...............................................................................................................................5-16
Payroll Process: Summary ..................................................................................................................................5-17
Payroll Process Exercises....................................................................................................................................5-18
Payroll Process Solutions....................................................................................................................................5-20
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Payroll Reports..........................................................................................................................................................6-1
Payroll Reports: Unit Objectives...........................................................................................................................6-2
Course Overview Diagram....................................................................................................................................6-3
Payroll Reports: Business Scenario.......................................................................................................................6-4
Overview - Views of the Payroll Results ..............................................................................................................6-5
Display Payroll Results .........................................................................................................................................6-6
Remuneration Statement .......................................................................................................................................6-7
Payroll Account and Payroll Journal.....................................................................................................................6-8
Wage Type Evaluations ........................................................................................................................................6-9
Evaluation of Payroll Results..............................................................................................................................6-10
Infotype Definition..............................................................................................................................................6-11
Ad Hoc Query .....................................................................................................................................................6-12
Payroll Reports: Summary ..................................................................................................................................6-13
Payroll Reports Exercises ...................................................................................................................................6-14
Payroll Reports Solutions....................................................................................................................................6-16
Posting Payroll Results to Accounting......................................................................................................................7-1
Posting Payroll Results to Accounting: Unit Objectives.......................................................................................7-2
Course Overview Diagram....................................................................................................................................7-3
Posting Payroll Results to Accounting: Business Scenario...................................................................................7-4
Components Involved ...........................................................................................................................................7-5
Overview - Posting to Accounting ........................................................................................................................7-6
Posting Information Stored in Master Data...........................................................................................................7-7
Posting Information in the Payroll Results............................................................................................................7-8
Posting Environment.............................................................................................................................................7-9
Posting Process ...................................................................................................................................................7-10
Execute Posting Run ...........................................................................................................................................7-11
Execute Run - Selection Screen ..........................................................................................................................7-12
Posting Run Log..................................................................................................................................................7-13
Document Analysis: Overview ...........................................................................................................................7-14
Display Posting Runs ..........................................................................................................................................7-15
Document Overview ...........................................................................................................................................7-16
Ref a) Display Posting Document.......................................................................................................................7-17
Revision Information on the Posting Document .................................................................................................7-18
Payroll Result and Posted Amounts ....................................................................................................................7-19
Ref. b) Releasing a Document.............................................................................................................................7-20
Posting a Run ......................................................................................................................................................7-21
Ref. c) Displaying Posting Documents ..............................................................................................................7-22
Displaying the Resulting FI Document ...............................................................................................................7-23
Displaying the Resulting CO Document .............................................................................................................7-24
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Completeness Check ...........................................................................................................................................7-25
Reversing a Posting Run .....................................................................................................................................7-26
Integration with other Subsequent Activities ......................................................................................................7-27
Posting in Financial Accounting .........................................................................................................................7-28
Posting Payroll Results to Accounting: Summary ..............................................................................................7-29
Posting Payroll Results to Accounting Exercises...................7-30
Posting Payroll Results to Accounting Solutions ...................7-31
Bank Transfers and Check Processing ......................................................................................................................8-1
Bank Transfers and Check Processing: Unit Objectives.......................................................................................8-2
Course Overview Diagram....................................................................................................................................8-3
Bank Transfers: Business Scenario ......................................................................................................................8-4
Generating Checks/Bank Transfers.......................................................................................................................8-5
Preliminary Program DME ...................................................................................................................................8-7
Generating Bank Transfers ...................................................................................................................................8-8
Generating Checks ................................................................................................................................................8-9
Repeating a Run ..................................................................................................................................................8-10
Qualified Advance Payment ...............................................................................................................................8-11
Advance Payments from Master Data.................................................................................................................8-12
Bank Transfers: Unit Summary...........................................................................................................................8-13
Bank Transfer and Check Processing Exercises .................................................................................................8-14
Bank Transfer and Check Processing Solutions..................................................................................................8-16
Process Model...........................................................................................................................................................9-1
Process Model: Unit Objectives............................................................................................................................9-2
Course Overview Diagram....................................................................................................................................9-3
Process Model: Business Scenario........................................................................................................................9-4
Payroll in a Background Operation.......................................................................................................................9-5
Process Model - Advantages.................................................................................................................................9-6
Overview - Process Model and Process ................................................................................................................9-7
Elements of a Process Model ................................................................................................................................9-8
The Process Step and its Attributes.......................................................................................................................9-9
Breakpoint between Steps ...................................................................................................................................9-10
Conditional Breakpoint - An Example................................................................................................................9-11
Monitoring HR Processes ...................................................................................................................................9-12
Repeating a Process ............................................................................................................................................9-13
Process Model: Summary ...................................................................................................................................9-14
Process Model Exercises.....................................................................................................................................9-15
Process Model Solutions .....................................................................................................................................9-17
Problem-Solving Aids.............................................................................................................................................10-1
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Problem-Solving Aids: Unit Objectives..............................................................................................................10-2
Course Overview Diagram..................................................................................................................................10-3
Problem-Solving Aids: Business Scenario..........................................................................................................10-4
Delayed Time Recording Sheets .........................................................................................................................10-5
Retroactive Employee Transfer...........................................................................................................................10-6
Change of Payroll Area.......................................................................................................................................10-7
Error Due to Missing Basic Pay Infotype ...........................................................................................................10-8
Error in Planned Working Time Infotype (0007)................................................................................................10-9
Errors in Payroll Administration .......................................................................................................................10-10
Partial-Period Factoring / Factoring..................................................................................................................10-11
Problem-Solving Aids: Summary .....................................................................................................................10-12
Problem-Solving Aids Optional Exercises........................................................................................................10-13
Problem-Solving Aids Solutions.......................................................................................................................10-15
Appendix.................................................................................................................................................................11-1
Off-Cycle Payroll ................................................................................................................................................11-2
Off-Cycle Payroll Process...................................................................................................................................11-3
Off-Cycle Functions............................................................................................................................................11-4
Out-of-Sequence Checks.....................................................................................................................................11-5
Out-of-Sequence Checks: Cumulations ..............................................................................................................11-6
Transferring Remuneration Statements as Payment Advice ...............................................................................11-7
Zero-Net Checks / Zero-Net Advices..................................................................................................................11-8
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© SAP AG 1999
Generating Checks
Payroll results
Preliminary Program DME
Create DME
Wage/salary check
Payable to: Employee Bank Signature
Bank
Overview - Bank Transfer and Check Printing
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© SAP AG 1999
HR390 Introduction to Payroll
© SAP AG
HR390HR390
Introduction to PayrollIntroduction to Payroll
System R/3 Release 4.6C September 2000 Material number 5004 0788
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© SAP AG 1999
Copyright 2001 SAP AG. All rights reserved.
Neither this training manual nor any part thereof maybe copied or reproduced in any form or by any means,or translated into another language, without the priorconsent of SAP AG. The information contained in thisdocument is subject to change and supplement without prior notice.
All rights reserved.
Copyright
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over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.
Design: SAP Communications Media
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© SAP AG 1999
Human Resources 4.6 (1)
Level 3Level 2
Reporting in Human Resources
HR580 3 days
see HR2
Human Resources Essentials III
HR053 2 days
Configuration of TimeRecording
HR306 4 days
Time Evaluation
HR310/311 5 days
Shift and Workforce Planning
HR520 2 days
Human Resources Essentials I
HR051 1 day
OrganizationalManagement
HR505 3 days
Employee Self-ServiceHR250 2 days
Configuration ofMaster Data
HR305 3 days
Personnel DevelopmentHR510 3 days
Training and EventManagement
HR515 3 days
Human Resources Essentials II
HR052 2 days
CompensationManagement
HR540 3 days
Configuration of HR System Controls
HR307 2 days
Programming in HR
HR350 5 days
Technical topics in Human Resources
HR530 3 days
CATS The Cross Application Time Sheet
CA500 2 days
Benefits AdministrationHR325 3 days
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© SAP AG 1999
Human Resources 4.6 (2)
Level 3Level 2
Human Resources Essentials I
HR051 1 day
Human Resources Essentials II
HR052 2 days
Human Resources Essentials III
HR053 2 days
Please note our country specific curriculum and our curriculum for release 4.6B.
Note:
Payroll Configuration
HR400 5 days
Introduction to Payroll
HR390 2 days Configuration ofMaster Data
HR305 3 days
Incentive wages
HR490 4 days
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© SAP AG 1999
Course Prerequisites
HR051 HR Essentials IHR052 HR Essentials IIHR305 Configuration of Master Data
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© SAP AG 1999
Target Group
Members of the project teamConsultantsData processing project team members responsible for the configuration of the payroll systemDuration: 2 Days
© SAP AG
Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's explanations. Your material includes space for noting down this additional information.
There may not be enough time to do all the exercises during the course. The exercises are intended to be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.
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(C) SAP AG HR390 2-1
© SAP AG 1999
Introduction to Payroll
Roles in Payroll
Payroll overview
Calculation of wage elements
Statutory and voluntary deductions
Storing HR master data using exact dates
Retroactive accounting
Contents:
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(C) SAP AG HR390 2-2
© SAP AG 1999
Name roles in connection with Payroll
Describe the relationship between the basic components of payroll
Give examples of an employee's payments and deductions
Explain why the R/3 System is able to perform retroactive accounting
At the conclusion of this unit, you will be able to:
Introduction to Payroll: Unit Objectives
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(C) SAP AG HR390 2-3
© SAP AG 1999
Course Overview Diagram
Introduction to Payroll Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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(C) SAP AG HR390 2-4
© SAP AG 1999
You are the HR Administrator for the Caliber A Bicycle Company, which sells bicycles and bicycle accessories. You now want to get familiar with Payroll in the SAP system.
You expect the payroll system to perform an accurate and up-to-date payroll run. It is also essential that changes, for example, overtime payments or wage and salary increases, can be easily corrected.
Introduction to Payroll: Business Scenario
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(C) SAP AG HR390 2-5
© SAP AG 1999
Roles in the Workplace
Welcome Will Workplace
mySAP.com Marketplaces Update Adjust Info
FavoritesFinancial AccountingHuman Resources
Display Master Data
Exit Payroll
Personnel ActionsStart Payroll
Print Remuneration Statement
Information SystemsCustomizing
12
WorkSpaceWorkSpace ((MiniAppsMiniApps, Transactions,, Transactions, WebsitesWebsites))LaunchPadLaunchPad
ChannelBarChannelBar
My Roles
Workflow inbox
News
Stock TickerSymbol
Get Quote
RoleRole
The Workplace is the user's portal from which they have access to their role-specific user menu and to MiniApps. To start the Workplace, enter your website address in your browser. If you do not use any Workplace, set up your roles in the R/3 system. The Workplace consists of three main elements: The Channel Bar, in which you can have several applications running in parallel, the Launch Pad, where you find the role-specific user menu, and the WorkSpace.
Roles are groups of activities which enable the user to participate in one or several business scenarios. Aceess to the transactions, reports and web-based applications contained in the roles takes place via user menus. User menus should only contain the functions that are typical for the daily work of a specific user.
Composite Roles, on the other hand, contain several single roles. The composite roles for Payroll contain both international single roles and all available country-specific single roles. However, this does not mean that the Payroll Process Administrator in the USA, for example, finds activities in their menu that are typical for Canada or Australia and which they therefore do not require. This is because when you generate the menu for a composite role, you specify the country for which you want to do this. The composite roles are delivered with the mySAP.com Workplace.
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(C) SAP AG HR390 2-6
© SAP AG 1999
Composite Roles in Payroll
Payroll Manager:
Displays HR master data and personnel file
Displays remuneration statement, payroll account and payroll journal
Payroll Process AdministratorPerforms time evaluation and runs payroll
Creates remuneration statement
Creates file for wage and salary payments
Posts payroll results to Accounting
Payroll AdministratorMaintains HR master data and Time Management data
Simulates payroll
Checks remuneration statement and payroll account for
individual employees
The composite role Payroll Manager (SAP_WP_PAYROLL-MANAGER) is responsible for running the payroll correctly, and provides a general overview of the payroll results. It contains the following single roles: International single role Payroll Manager (SAP_HR_PY_PAYROLL-MANAGER), country-specific single role Payroll Manager <Country> (SAP_HR_PY_xx_PAYROLL-MANAGER) and the BW single role Payroll Manager (SAP_BWC_0ROLE_0023).
The composite role Payroll Process Administrator (SAP_WP_PAYROLL-PROC-ADM) controls and supervises the whole payroll process, runs the payroll and controls and corrects it if necessary, is responsible for wage and salary payments and posting to Accounting, and performs evaluations at the employee level. The composite role contains the following single roles: International single role Payroll Process Administrator (SAP_HR_PY_PAYROLL-PROC-ADM) and the country-specific single role Payroll Process Administrator <Country> (SAP_HR_PY_xx_ PAYROLL-PROC-ADM).
The composite role Payroll Administrator (SAP_WP_PAYROLL-ADM) is responsible for all the tasks carried out at employee level. They enter the payroll data for the employee into the system and then check this data. They provide the employee with information concerning their payroll, answer their questions and perform evaluations for the individual employees. It contains the following single roles: International single role Payroll Administrator (SAP_HR_PY_PAYROLL-ADM), country-specific single role Payroll Administrator <Country> (SAP_HR_PY_xx_ PAYROLL-ADM) and for countries that use the Loans component, the single role Payroll Administrator for Loans (SAP_HR_PY_PAYROLL-LOAN-ADM).
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(C) SAP AG HR390 2-7
© SAP AG 1999
Posting toAccounting
CCE
Payroll Remuneration statements
Payments to variouspayees
TTimeime datadata
Master dataMaster data
Payroll
Broadly speaking, payroll is used to calculate remuneration for work performed by individual employees. More specifically, payroll is an umbrella term for a variety of work processes, such as the creation of payroll results and remuneration statements, bank transfers, and payments by check. The phrase also covers a number of subsequent activities such as the posting of results to Accounting and other evaluations, for example, for taxes.
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(C) SAP AG HR390 2-8
© SAP AG 1999
CE
Payroll
Calculation ofwage elements
Statutory and voluntarydeductions
Overview of the Payroll Process
Remuneration
Remuneration is calculated in two main steps: Calculation of wage elements Statutory and voluntary deductions (which are country-specific)
Wage elements, statutory deductions, and voluntary deductions are all based on the individual payments and deductions that are calculated for an employee during a payroll period. The payments and deductions are stored as wage types and then included in the payroll calculation.
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(C) SAP AG HR390 2-9
© SAP AG 1999
Basic pay
GratuitiesSickness
Nightworkbonuses
OvertimeLeave
Bonuses
Wage elements
Calculation of Wage Elements
An employee's wage elements are determined on the basis of the individual wage types used in a payroll period. Payments that may be included in the calculation of remuneration are, for example, basic pay, bonuses, vacation allowances, Christmas bonuses, and gratuities. Company-owned apartments, company-sponsored day care services and the like can all cause deductions from an employee's pay. Such payments and deductions can increase or reduce the amount of an employee's income that is subject to tax, and this is determined by a variety of factors such as the laws of a specific country or a particular company's policies.
The wage types can be entered online or generated during the payroll run using rule tables.
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(C) SAP AG HR390 2-10
© SAP AG 1999
Loans
Unemploymentinsurance
Tax
x x x x x x x x x x x
x x x x x x x x x x xCheck
Payment ofremuneration
Wage elements
Pensioninsurance
Statutory and Voluntary Deductions
To determine the payment amount, statutory and voluntary deductions, such as taxes and social insurance contributions, are effected. The deductions are calculated on the basis of gross values, such as the total gross amount and the gross tax amount. For this reason, various amounts are calculated during the payroll run which are then used for subsequent processing.
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(C) SAP AG HR390 2-11
© SAP AG 1999
5/1/00 7/1/00 8/1/00 7/1/01 11/01/01
Hiring
Transfer
Pay scalereassignment
Promotion
Promotion
Storing HR Master Data Using Exact Dates
The R/3 System assigns a start date and an end date to HR master data, as well as a large number of Customizing table entries. The payroll program requires these dates so that it can perform calculations for specific days, and retroactive accounting for previous periods.
The system automatically recognizes changes to payment infotypes and triggers retroactive accounting, for example, after a salary change.
Because of automatic retroactive accounting recognition, the R/3 System does not allow you to change the payroll results manually.
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(C) SAP AG HR390 2-12
© SAP AG 1999
Retroactive Accounting
Changesto
HR master data
CCE
Payroll forperiod 06
is completePayroll past
Retroactive accounting for previous periods, then the current period
Period 04 Period 05 Period 06 Period 07Period 03
You have completed the payroll run for this period. However, if you then change HR master data in a period for which the payroll has already been run, the payroll must be run once again for this period using the current values. This is known as retroactive accounting.
All of the periods for which you have completed and exited payroll constitute the payroll past. If you maintain an infotype that is relevant to retroactive accounting, the Earliest MD Change Field in the Payroll Status infotype (0003) is set to the start date of the changed infotype. This ensures that retroactive accounting is automatically triggered up to this retroactive accounting date when the next payroll run is performed.
The system automatically performs a retroactive accounting run if certain types of master data or time data are changed in the payroll past. To ensure that retroactive accounting is only triggered for certain changes, rather than for all changes, the system determines whether the changes are relevant to retroactive accounting or not. Therefore, changes only trigger a retroactive accounting run if they require a correction of the payroll results. Retroactive accounting relevance can be defined for an infotype or an infotype field.
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(C) SAP AG HR390 2-13
© SAP AG 1999
An employee's total remuneration consists of individual remuneration elements such as basic pay, overtime and bonuses.
Various deductions, both statutory and voluntary, are used to calculate an employee's net remuneration.
Delimiting the date enables the system to perform retroactive accounting.
Introduction to Payroll: Summary
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(C) SAP AG HR390 2-14
Data for Exercises
• Hiring Action: Hiring HR390 (Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009, 2006)
• Molga (MOL) = 99 User group (UGR) = 99
• Personnel area = CABB Employee group = 1 Active employee Employee subgroup = X0 Salaried employee
• Company code = CABB with currency UNI, Molga 99 Personnel subarea = 0001 Sales, 0002 Purchasing Payroll area = ## (Group ##)
• Positions = Buyer ## (Group ##)
• Work schedule rule = NORM
• Pay scale group = E05, Level = 01
• Payment method = U (bank transfer) Payment method = C (check)
• Bank key = Citibank
• Remuneration statement form = XF01 Payroll account form = XK01 Payroll journal form = XJ01
• Printer = LP01 • 20 employees with the personnel numbers 390991## without infotype 0007 and
with infotype 0009, are set up for payment method C (check). The employees are assigned to payroll area ##.
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(C) SAP AG HR390 2-15
Data for Exercises Explanation of the symbols used in the exercises and solutions
Exercises
Solutions
Course Objectives
Business Scenario
Tips & Tricks
Warning or Caution
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(C) SAP AG HR390 2-16
Exercises
Unit: Introduction
• Setting the user profile
Simplify the work you have to enter daily by setting user profiles for your user.
1. Set the following user parameters:
1-1. Molga (MOL) = 99
1-2. User group (UGR) = 99
2. Set the following user defaults:
Logon language: The language of your country
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(C) SAP AG HR390 2-17
Solutions
Unit: Introduction
1. SAP Easy Access Menu: System → User Profile → Own Data
Select Parameter.
Make the following entries:
1-1. For the molga, enter parameter MOL in the first column and enter the value 99 in the second column.
1-2. For the user group, enter parameter UGR in the first column and enter the value 99 in the second column.
Save the data and return to the SAP Easy Access Menu.
2. SAP Easy Access Menu: System → User Profile → Own Data
Select Defaults.
Enter the following: Logon language of your country
Save the data and return to the SAP Easy Access Menu.
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(C) SAP AG HR390 3-1
© SAP AG 1999
Payroll prerequisites
Hiring a new employee
Organizational reassignments
Deviations from the work schedule
Contents:
Entering Payroll Data
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(C) SAP AG HR390 3-2
© SAP AG 1999
At the conclusion of this unit, you will be able to:
List the prerequisites for Payroll
Specify the activities required when setting up Payroll
Describe how payroll data is entered in the R/3 System for an employee
Entering Payroll Data: Unit Objectives
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(C) SAP AG HR390 3-3
© SAP AG 1999
Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll DataEntering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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(C) SAP AG HR390 3-4
© SAP AG 1999
Enters the company
Changes organizational assignment
Changes personal data
Performs overtime or takes leave
Payroll data is changed when an employee:
Entering Payroll Data: Business Scenario
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(C) SAP AG HR390 3-5
© SAP AG 1999
Payroll Prerequisites
ActivitiesPrerequisites
Master andtime data
Administ-ration
Subsequentactivities
. . .
Work schedules
The payroll processes otherinfotypes: 0014, 0015, 2001, 2010,2003, 2005 . . .
Dialog and time wage types
Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009 and country-specific infotypes (such as tax)
Use Customizing to set up and generatework schedulesMake copies of model wage types in wage type catalog to create customerwage types in customer name range Use personnel actions to enter employee data in the system
Payroll areas and periods
Payroll control record
Set up and generate using Customizing
Create using Customizing
Bank details, and information onhouse banks
Usually set up by FI
Cost centers
Remuneration statements
. . .
Usually set up by FI - link to organizational units
Retrieve standard form
. . .
A number of prerequisites must be met before you can enter and process employee data in the system. SAP provides you with a whole series of model entries, which you can then adapt to meet the needs of your particular enterprise.
The above list gives you an overview of the most important elements.
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Overview - Personnel Processes
Employee
Leaving Rehiring
Increase inpayments
(1)Hiring
(1)Hiring
(3)Deviations from the
work schedule
(3)Deviations from the
work schedule
(2)Organizationalreassignment
(2)Organizationalreassignment
During an employee's employment relationship a series of events take place. These can be relevant to remuneration. If these events occur in the payroll past, they trigger retroactive accounting.
If an employee leaves your enterprise you should not delimit information regarding their remuneration and bank details immediately, as you may need this information in the event of a retroactive accounting salary change.
When an employee rejoins the company they are given their old personnel number again so that it is possible to have the employee's complete history.
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Actions (infotype 0000)
Personal data (infotype 0002)
Organizational assignment (infotype 0001)
Addresses (infotype 0006)
Planned working time (infotype 0007)
Basic pay (infotype 0008)
Bank details (infotype 0009)
Absence quotas (infotype 2006)
Country-specific infotypes
Europe
Australia
Canada
USA
SouthAmerica
SouthAfrica
Asia
Ref. (1) Hiring
For example, taxes
Input templates for hiring:
A hiring action consists of a series of different infotypes. Some of these infotypes, such as the ones listed on the left-hand side of the graphic, are the same for all countries. Furthermore, each country is assigned infotypes that are country-specific. They enable you to enter tax data, for example.
If you set your user parameters for a particular country, such as 01 for Germany or 10 for the USA, the system accesses the correct personnel actions, which include all of the relevant country-specific infotypes.
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Changes to:
Reassignment
Ref. (2) Organizational Reassignment
Organizational assignmentand work center data- Payroll area- Working time- Payment- Cost center .........
Employee data can be changed in any payroll period. Such changes may be concerned with transfers, substitutions, increases or decreases in basic pay, or simply corrections. New data is either created or copied, while corrections are made by changing existing data. Sometimes, the data must be entered in a series of infotypes. At other times, you are only required to access a single infotype.
Do not forget that changes made to infotypes that are relevant to payroll, in periods for which the payroll has already run, automatically trigger retroactive accounting.
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OvertimeLeave
Illness
Substitutions
Availability for duty
Ref. (3) Deviations from the Work Schedule
Departures from the work schedule usually constitute the largest share of tasks that are periodically performed in a Human Resources department.
In the system itself, such departures take the form of time data, such as hours or days, or remuneration data. To ensure that the correct amount of time in lieu and overtime payments are available, it is important that they are entered in the system at the right time.
The following infotypes are used to enter data that does not adhere to the work schedule: Absences - 2001: Used to enter employee absences. Attendances - 2002: Used to enter employee attendances. Substitutions - 2003: Used to enter substitutions, such as when an employee works a different shift. Availability - 2004: Used, for example, to enter times at which an employee is available for duty in addition to his or her regular shift. Overtime - 2005: Used to enter start times and end times for additional working hours. The system automatically generates wage types in accordance with rules that can be specified in Customizing. EE Remuneration Information - 2010: Used, for example, to enter overtime manually. Monthly Calendar - 2051: Used to enter attendances and absences in a monthly overview screen. Weekly Calendar -2052: Used to enter attendances and absences in a weekly overview screen.
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Fast Entry of Time Data
Absences
Absence quotas
Substitutions
EE remuneration information
Availability for duty
Data entry on a fast entry screenManual preselectionPreselection using a reportPreselection using Ad Hoc Query
OvertimeOvertime
Methods of Entering Time Data
Fast data entry enables you to create and maintain the same infotype record for more than one employee at the same time. This means that you do not have to enter a separate record for each individual employee, and that a single screen enables you to enter the data for more than one employee simultaneously. This results in faster, more efficient data processing. All of the various types of processing (creating, changing, copying, deleting, and locking/unlocking) are available.
There are four different ways of selecting the personnel numbers to be processed: You can enter the personnel numbers directly in the fast entry screen You can list the personnel numbers yourself before maintaining the fast entry screen You can use a report to list the personnel numbers on the basis of specific search criteria You can choose your own selection criteria using the Ad Hoc Query
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Payroll Prerequisites:Master and time data: Wage types, work schedules and infotypes
Administration: Payroll areas, payroll periods and control records
Subsequent activities: Bank details, cost centers, remuneration statements
Enter payroll data for employees using different personnel processes
Entering Payroll Data: Summary
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Entering Payroll Data Exercises
Unit: Entering Payroll Data Topic: Hiring an Employee
• Hire a new employee
• Review the personnel file of the new employee.
A new buyer joins the purchasing department of Caliber ‘A’ Bicycle Company at the beginning of the year. Hire this new employee to be paid on a monthly basis.
1. Use the personnel action Hiring HR390 to add the new buyer into the company as of the beginning of the year.
1-1. On the Personnel Actions screen assign your new buyer to personnel number 390## (## = Group Number). Select the from date as January 01 of this year, the personnel area as Caliber ‘A’ Bicycle Company (CABB), the employee group as Active (1) and the employee subgroup Salaried Employee (XO).
1-2. On the create Actions screen (infotype 0000) screen, use the structured search to find the correct position number for the buyer (##-buyer) in the main office of the Caliber ‘A’ Bicycle Company, and save the data.
1-3. On the create Organizational Assignment screen (infotype 0001) enter the personnel subarea 0002 (Purchasing). The system suggests the default payroll area X0. Enter an administrator of your choice for the payroll.
Delimit the vacancy of the position to the last day of the previous month, if the system asks you.
1-4. On the create Personal Data screen (infotype 0002) fill in the required fields with your choice of entries and save the data.
1-5. On the create Addresses screen (infotype 0006) fill in the required fields with your choice of entries and save the data.
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1-6. On the create Planned Working Time screen (infotype 0007) select the work schedule NORM and save the data.
1-7. On the create Basic Pay screen (infotype 0008), select pay scale group E05 and level 01. Wage type M020 and the amount 6950 UNI per payroll period are defaulted. Save the data.
1-8. On the create Bank Details screen (infotype 0009) set up the bank transfer to your employee's main bank. Enter bank key 12312312 for Citibank and the bank account number (any number).
1-9. On the create Absence Quotas screen (infotype 2006), enter 10 days leave (defaulted by the system).
2. Review your new employee's (390##) personnel file.
What infotypes exist for the employee that you did not create?
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Entering Payroll Data Solutions
Unit: Entering Payroll Data Topic: Hiring an Employee
1. In the SAP Menu select: Human Resources → Personnel Management → Administration → HR Master Data → Personnel Actions
Select Hiring HR390.
1-1. Make the following entries before carrying out the action:
Personnel number: 390##
From: January 01 of this year
Personnel area: CABB
Employee group: 1
Employee subgroup: X0 1-2. Use the structured search in the Position field to locate the ## buyer position in the
Purchasing organization unit of the Caliber 'A' Bicycle Company. Save the data.
1-3. Make the following entries and save the data:
Personnel subarea: 0002
Payroll administrator: Your own choice The system suggests the default payroll area X0.
1-4. Create Personal Data screen (infotype 0002): Enter data of your own choice and save.
1-5. Create Addresses screen (infotype 0006): Enter data of your own choice and save.
1-6. Create Planned Working Time screen (infotype 0007): Enter the Work Schedule Rule: NORM, select Enter (the working time fields are filled accordingly) and save the data.
1-7. Create Basic Pay screen (infotype 0008): Enter the Pay Scale Group E05 and Level 01. Select Enter (wage type M020 is defaulted with the value 6950 UNI) and save the data.
1-8. Create Bank Details screen (Infotype 0009): Enter the following data:
Bank key: 12312312 for Citibank
Bank account: any number
Payment method: U (Bank transfer)
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1-9. Create Absence Quotas (infotype 2006)
Leave: 10 days
Deduction from: Hire date
Deduction to: End of March next year Save the data and return to the SAP Easy Access Menu.
2. SAP Menu: Human Resources → Personnel Management → Administration → HR Master Data → Personnel File
Enter Personnel number 390##.
Select Display.
Choose Next Record to dispaly the individual infotypes.
The Payroll Status (0003) and Additional Actions (0302) infotypes are available, although you did not create them previously.
Exit and return to the SAP standard menu.
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Payroll areas and payroll periods
Payroll control record
Payroll status in the employee master data
Retroactive accounting limits - scenarios
Contents:
Organizing a Live Payroll Run
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At the conclusion of this unit, you will be able to:
Describe the organization and control of a payroll run
Set up payroll administration for a live payroll run
Organizing a Live Payroll Run: Unit Objectives
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Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll RunOrganizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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Payroll runs are carried out at different times(for example, at the beginning of the month) and with different periodicity (for example, monthly).
Payroll consists of different phases which take place one after the other.
This is controlled by payroll areas and payroll control records, which you set up in Customizing.
Organizing a Live Payroll Run: Business Scenario
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Overview - Payroll Organization
control recordcontrol record
Are assigned tothe payroll area
For every payroll area there exists a
PeriodPeriodparametersparameters
DateDatemodifiermodifierand
For every combinationof period parameters
datemodifier
PayrollPayrollperiodsperiods
and
Monthly orweekly?
Additional date types
Which payroll year,start, end of periods
Calendar for Calendar for cumulationscumulations
Cumulation of wage types for report purposes
Controls the individualstages of payroll
You must make some basic settings in Customizing to be able to run payroll in the SAP System. A period parameter and a date modifier are assigned to each payroll area. The period parameter
determines whether payroll is run monthly, bi-monthly, weekly or for several weeks. Each period parameter used is assigned to a time unit. The values for the time units are defined (monthly, semi-monthly, weekly, bi-weekly, every four weeks, and annually.)
Payroll periods must be generated for each combination of period parameters and date modifiers assigned to a payroll area. All periods within the specified time interval are defined based on the period parameter. The start date and end date for each period is defined and the payday is calculated using a rule entered as a parameter. The payroll year and period define the exact dates for the payroll period.
You must create a control record for every payroll area. This control record controls the individual stages of payroll.
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Setting up the Payroll System in Customizing
Payroll
Payroll Organization
Payroll: InternationalEnvironment
Display Structure: SAP Reference IMGImplementation Guide System HelpEdit Goto Information Utilities Standard Settings
Existing BC Sets Change Log Where Else UsedBC Sets for Activity
Define Period Parameters
Define Date Modifiers
Check Payroll Area
Generate Payroll Periods
Generate Calendar for Cumulations
–
–
–
The necessary administrative elements, for example, payroll area and period, payroll control record and the employee payroll status are explained in the following section. You find the IMG steps in Customizing for Payroll for your country under >Environment > Payroll Organization
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MONTHLY payroll run,on the 28th of thecurrent month
1.1
Payroll area xx Payroll area yy
1.2 5.1 12.1
WEEKLY payroll run,on the Thursday of the current week
Payroll Areas
The SAP HR System uses payroll areas to group together employees for whom payroll is run at the same time, and also to set the dates for the payroll period. Employees from different employee subgroups can belong to the same payroll area.
For example, an organization may pay employees on a monthly and weekly basis so at least one monthly and one weekly payroll area must be created. You must also create payroll areas if you want to run payroll for employees at different times.
The payroll area is used as a selection criterion for many payroll processes. For example, for the payroll run, the remuneration statement, and evaluation reports for the payroll run.
If you want to select fewer employees for a payroll run or other evaluations, you can also use additional selection criteria, for example, the cost center, or employee subgroup. (However, such a selection is only suitable for test and simulation purposes, as the payroll control record is not taken into account).
Feature ABKRS delivers a default value for the 'Payroll Area' field in infotype 0001(Organizational Assignment).
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Payroll period01
Payroll period02
Payroll period03
Payroll period04 .....
01/01 01/3102/01 02/28
03/01 03/3104/01 04/30
Payrollperiod
01
Payrollperiod
02
Payrollperiod
03
Payrollperiod
04 .....12/29 01/04
01/05 01/1101/12 01/18
01/19 01/25
Payrollperiod
05
Payrollperiod
06
01/26 02/0102/02 02/08
Payroll area xx (monthly)
Payroll area yy (weekly)
Payroll Periods
A payroll period determines the period for which a payroll result is created. The length of payroll periods can differ, for example, a payroll period can be a month, a week, or fourteen days.
The exact start date and end date of the periods must be defined for the payroll areas. This data is generated automatically when the program is started. This is explained in the following slides.
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Example: Monthly payroll periods
Parameter
Period parameter
Date modifier
Start date
End year
Start of tax year
Payday rule
Number of days
Determine period number
Carry out table change
01
01.01.2001
2002
0101
1 Date on which the firstperiod to be generated should begin
Year until which payroll periods are generated
Generating Payroll Periods (1)
Frequency with whichpayroll is run for apayroll area. (For example,01 for monthly)
Linking additional date types with a payroll calendar
Payroll periods are linked to the time units using the 'Generate Payroll Periods' step in the Implementation Guide (IMG). You also specify how paydays are defined and enter the start date of the tax year.
In addition to the start and end date for a period and the pay date, it is also possible to define a date modifier as an additional payroll date. This modifier links the additional date types with a payroll calendar. In addition to the date specifications for the standard payroll interval, you can also create additional date specifications for each period in the payroll calendar. These additional date specifications can be used, for example, to store the pay date.
This example shows the generation of payroll periods for a monthly period modifier. In this case the period start and end dates correspond to the start and end date for a calendar month. Using these settings you generate payroll periods for 24 months (start date until the end year).
Caution: The input screen for the report changes dynamically according to the country grouping.
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Parameter
Period parameter
Date modifier
Start date
End year
Start of tax year
Payday rule
Number of days
Determine period number
Carry out table change
03
01.07.2001
2002
0101
3
Time interval in whichpayroll is run for apayroll area. (For example,(03 for weekly)
Generating Payroll Periods (2)
Example : Weekly payroll periods
5
Day on which the tax yearbegins. (For example, 01. January)
Calculation of the payday for the period
Payday rule / Number of days: These two fields determine how the period payday is calculated. The following values can be used for the payday rule: 1 : The number of days is added to the start date of the period to calculate the payday. 2 : The number of days is deducted from the end date of the period. 3 : The number of days is added to the end date of the period. 4 : Only applies to monthly periods, the number is used as the exact date.
Determine period number: In this field you define which date of the payroll period the system uses to determine the period number. The system uses the period number in the payroll control record to increse the payroll periods sequentially for a year. With every new tax year the period number is reset to one.
In this example, the employee is paid each Thursday for the preceeding week (Start date 01.07.2001: Sunday-Saturday period). Reason: The payday rule 3 says that the number of days (5) is added to the end date of the period.
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PeriodPeriod Year Year TypeType No.No. YearYear
0102...0102
20012001
20012001
MM
0101
0101
20012001
20012001
Cumulation type, for example:
M = MonthlyQ = QuarterlyX = Six-monthlyY = AnnuallyU = Unlimited
Generating the Calendar for Cumulations
In some countries, the calendar is used for reporting purposes. During payroll, some wage types are cumulated over several periods to create monthly, quarterly, or annual totals. By generating the calendar, each payroll period is assigned to a particular quarter, half-year, or year.
The calendar must be generated for each combination of period parameters and date modifiers assigned to a payroll area.
A parameter in the selection screen determines the date in the payroll period (start date, end date, or payday date) on which this assignment is based.
You generate this cumulation calendar for several years in advance using a Customizing report.
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Payroll areas monthlyXX
Human Resources
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
Exit Payroll
Payroll
International
Payroll Control Record: Status
Payroll status
Coordinates the different stagesof payroll
Release for payroll
Release for correction
Exit payroll
Check payroll results
You must create a control record in Customizing for each payroll area before it can be used. The personnel control record performs the following functions in payroll:
Defines the payroll past for retroactive accounting recognition. Locks master data and time data so no changes can be made during the payroll process. The lock is valid for the payroll past and the payroll present. Changes affecting future payroll runs are still possible.
Defines the earliest possible retroactive accounting date for each payroll area. You find the control record in the payroll menu for your country under Tools > Control Record. You can also use the payroll menu for your country to control the different stages of payroll.
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Payroll Control Record: Periods
Payroll area monthly
Payroll status
XX
Payroll period 01 2001 01. 01. 2001 31. 01. 2001
Run 01
Earliest RA period 01 2000 01. 01. 2000
Last change to control record
by
Status
Miller
created
on 01.08.2000 at 01:01:30
Period of last payroll run
Current payroll runsaved
Retroactive accounting is only possible up to the start date of this period
Change information
You must pay particular attention when creating the payroll control record in your live system. The payroll period used to create the payroll control records must be 1 period before the period in which you want to go live. Example: You want to use the SAP Payroll system to go live in period 05, 2001. You must enter period 04, 2001 in the payroll control record.
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Payroll Status Infotype (System)
Change Payroll Status (Infotype 0003)SystemEdit Goto HelpHR master data Utilities
Payroll/retroactive accounting
Accounted toEarliest MD change
Payroll correctionPayroll correction
The program recognizeswhether and when payroll must be repeated to take master datachanges into account
If a personnel number has been rejected or data has been changed in the correction phase
MD change bonus
To perform retroactiveaccounting in connection withbonus accounting
Date until which payroll has taken place for an employee
Each employee has an individual payroll status. The necessary data is stored in the Payroll Status infotype (0003). This infotype is created automatically as part of the hiring action and is automatically maintained for each payroll period. You will rarely need to make changes to master data. Occasionally, however, you may need to enter employee-specific information relating to Payroll or Time Management, so it is possible to change particular fields in the Payroll Status infotype manually. The payroll driver enters the end date of the last completed payroll period in the Accounted to field. If master data is changed, the system enters the appropriate date in the Earliest MD Change field. This date is deleted after each completed payroll run.
The Earliest MD Change Bonus field (Earliest Master Data Change Bonus) is filled with a date when master data is edited, and this date is deleted during bonus accounting and unauthorized manual checks (NAMC, only for the USA). In this way the payroll system can perform retroactive accounting optimally in connection with bonus accounting. This field is used in a similar way to the Earliest MD Change field (Earliest Master Data Change).
The payroll driver flags the Payroll Correction field if a personnel number has been rejected, or you have entered data during the correction phase of the payroll run. The employee is entered in the correction run with this indicator and if payroll is subsequently completed successfully, the indicator is removed. If changes are made in Customizing, the "Payroll Correction" indicator is not set. (For example, a pay scale table change).
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Payroll Status Infotype (Changed Manually)
Change Payroll Status (Infotype 0003)Change Payroll Status (Infotype 0003)SystemEdit Goto HelpHR master data Utilities
Valid
Payroll/retroactive accounting
Earl.pers.RA dateRun payroll up toDo not account after
Pers.no.locked
Employees can be locked for payroll
Payroll is run for thisemployee until this date
Day up to which payroll is run for an employee,even if the employee leaves the company
Defines the date until which changes can be made in the payroll past and until which the system can perform retroactive accounting
Earliest personal retroactive accounting date: This field is only used if you want to set a retroactive accounting limit for an employee that is different from the date set in the payroll area.
Account to: Day up to which payroll is run for an employee, even if the employee leaves the company. The date must lie in an interval in which the employee is not actively employeed. For example, if an employee has left the company and should still continue to be paid after the leaving date. If you are dealing with payments during a time when the employee is actively employeed, you do not have to enter a date in this field. This is because such payments are triggered automatically during retroactive accounting.
Do not account after: You can enter a date after which payroll will no longer be performed for an employee. The subsequent day must lie in a non-active period.
Personnel number locked: If this field is flagged, an employee can be locked for payroll. In this case the personnel number will not be selected for payroll.
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Retroactive Accounting Limits (3 Scenarios)
Employee hiringdate
Earliest retroactive accountingperiod - control record
Earliest personal retroactiveaccounting data in infotype 0003
Earliest retroactive accounting period - control record
Employee hiringdate
Employee hiringdate
Earliest personal retroactiveaccounting data in infotype 0003
Earliest retroactive accountingperiod - control record
Retroactive accounting possible untilthis date
I.
II.
III.
The retroactive accounting limit determines the exact date until which master data and time data can be changed in the payroll past. The retroactive accounting limit is based on the following values: Per payroll area (payroll control record): Earliest possible retroactive accounting period Employee hiring date Per employee (Payroll Status infotype): Earliest personal retroactive accounting date
If the date set for each payroll area differs from the date specified for the employee, the later date is used.
The absolute retroactive accounting limit for an employee is the hire date.
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Payroll runs are performed using the payroll area to which the employees are assigned who are remunerated at the same time.
A payroll control record must be created for every payroll area. This control record controls the individual stages of payroll.
The payroll control record and the payroll status infotype are relevant for retroactive accounting.
Organizing a Live Payroll Run: Summary
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Organizing a Live Payroll Run Exercises
Unit: Organizing a Live Payroll Run Topic: Setting up a New Payroll Area
• Create a new payroll area
• Create a control record for the new payroll area
• Check the payroll periods
The Caliber "A" Bicycle Company has decided to set up payroll areas for your new employee to be paid on a monthly basis. You are in charge of establishing the foundations in Customizing in the SAP system, to support the payroll process for these employees.
1. Create the payroll area ## (## corresponds to your group number) in Customizing with a monthly period parameter. Use the payroll area X0 as a model copy. Enter Gr.## monthly as the payroll area text.
2. Create the payroll control record for your new payroll area ##. Maintain the Payroll Period and the Earliest Retroactive Accounting Period so that they start at the beginning of the last period of the previous year. In this way, the first period for which you run payroll is period 01 of this year.
3. Check, in the system, the period for which payroll periods are already generated for the monthly period parameter 01. Generate, in Test Mode, payroll periods for the period parameter for next year.
4. Now assign two employees to the payroll area ##:
Use master data maintenance to change the payroll area to ## for the employee with personnel number 390## that you set up in the last unit. To do this, change the Organizational Assignment infotype as of the hire date of your employee. Check also that the employee with personnel number 390991##, who is already hired, is also assigned to your payroll area ##.
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Organizing a Live Payroll Run Solutions
Unit: Organizing a Live Payroll Run Topic: Setting up a New Payroll Area
For exercises 1 through 3 access the SAP Reference IMG by selecting SAP Menu: Tools → AcceleratedSAP → Customizing → Edit Project → SAP Reference IMG → Implementation Guide for R/3 Customizing (IMG)
1. Payroll → Payroll: International → Environment → Payroll Organization → Check Payroll Area Select the action Check Payroll Areas.
Copy the payroll area X0 as payroll area ## by marking the entry X0 and choosing the button Copy as.
Enter the new description ## for the payroll area, and change the payroll area text to Gr.## Monthly. Make sure the period parameter is set to monthly (01). The Run Payroll indicator is selected and the Date Modifier is set to 00 or is blank.
Copy and save the data, and return to the IMG.
2. Payroll → Payroll: International → Environment → Payroll Organization → Check Payroll Area Select the action Create Control Record.
Enter the payroll area ## that you have just created.
Choose the button Create.
Maintain the Payroll Period and the Earliest Retroactive Accounting Period so that they start at the beginning of the last period of the previous year.
Save the data and return to the IMG.
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3. Payroll → Payroll: International → Environment → Payroll Organization → Generate Payroll Periods Select the action Check Dates of Periods.
Enter period parameter 01 in the Determine Work Area: Entry dialog box.
Check the entries: Payroll periods are already generated for the years 1990 through 2010.
Go back a step and choose the action Generate Payroll Periods.
Make the following entries:
Period parameter: 01 Date modifier: 00 or blank
Start date: 01. January next year
Final year: Next year
Start date of fiscal year: 0101 Choose a useful combination of Payday rule, Number of days and Determine period number.
Make sure that the flag is not set for Carry out table change.
Choose the button Activate and look at the results.
Return to the SAP Standard Easy Access Menu.
4. SAP Menu: Human Resources → Personnel Management → Administration → HR Master Data → Maintain
Change the Organizational Assignment infotype from the hire date of your employee 390## in such a way that they are assigned to the payroll area ##. Save the infotype.
If necessary, do this also for the employee with personnel number 390991##.
Return to the SAP Easy Access Menu.
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Payroll Process
Payroll process
Payroll simulation
Payroll log
Check and correct the payroll results
Contents:
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Start payroll
Check the payroll log
Correct payroll results
Exit payroll
Payroll Process: Unit Objectives
At the conclusion of this unit, you will be able to:
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Course Overview Diagram
Introduction to Payroll
Payroll ProcessPayroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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Payroll Process: Business Scenario
In the following units you first learn about payroll and the subsequent activities in dialog mode, before you take a closer look at the process model as a method of background processing.
It is often the case that data inconsistencies, for example, cause errors during a payroll run. These errors can be identified using the payroll log.This allows you to make corrections immediately and the payroll run can be completed.
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Overview - Payroll Process
Run payroll ok?
Release payroll
Start payroll
Corrections
NO
Change master data
Exit Payroll
Subsequent activities inpayroll
YES
Release for correction
Release for payroll
Release for payroll
End of payroll
Functions in menu
Control record status
Legend:
During the payroll run, master data and time data changes that affect the payroll past and payroll present are not permitted. The payroll program reads the master data and time data infotypes, which means that changes effected during the payroll run could jeopardize the accuracy of the payroll results. It also means that you must not run the payroll during master data maintenance. This is controlled by the payroll control record.
The relationship between the menu and payroll control record is as follows: Function in menu Status of payroll control record Release payroll Release for payroll Start payroll The payroll program is started and the status of the payroll control record remains
"released for payroll" Check result Check payroll results Corrections Release for correction Exit payroll Exit payroll
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Payroll Simulation
Master data and time data are notlocked
Data is not written to the database
The payroll periods arenot counted in the payrollcontrol record
Human Resources
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
Payroll
International
When payroll periods are counted in the control record, simulation runs are ignored. Furthermore, simulation runs do not lock master data. You are not required to use the Release Payroll and Exit Payroll functions when simulating a payroll run. The results of a simulated payroll run are not written to the database. Instead, they are displayed in the payroll log.
Simulating a payroll run enables you to display and print the remuneration statement.
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Release Payroll / Release for Payroll
Release for payrollRelease for payroll
Do you want to release payroll area XXfor period 05, 2001 for payroll?
Data records are lockedfor changes in the pastand present.
Changes can still be made in the future.
The period in the control recordis increased by 1.
Payroll can then bestarted.
Yes No Cancel
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
International
If you choose the function Release Payroll from the menu, you are prevented from changing infotype data records if such changes affect the past or present. This lock applies to the personnel numbers included in the payroll area concerned. Changes that affect the future are still permitted. You must execute this function in the menu before starting the payroll. If the status of the payroll control record was previously Exit Payroll, the Release Payroll function also has the effect of increasing the period in the payroll control record by 1.
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Start Payroll / Release for Payroll (Part 1)
Payroll DriverPayroll Driver
Selections from Search helps
Payroll areaCurrent periodOther period
Personnel numberPayroll area XX
XX
Payroll period
Selection
Payroll period with exact dates
(Last payroll period +1)
Personnel number intervalsEmployees with the same payrollarea in infotype 0001
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
International
The payroll area is used to determine the payroll period with exact dates as well as to select personnel numbers. For this reason you have to enter the payroll area in both the Payroll Period and Selection sections.
Prerequisite: The personnel control record must be maintained.
Advantage: When a live payroll is run, you are not required to enter the payroll period. Instead, the system uses the payroll area and the control record to determine the payroll period automatically.
Alternatively, you can enter a different payroll period (for a simulation run).
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Start Payroll / Release for Payroll (Part 2)
General program control
Log
Parameters for Remuneration Statement
Payroll reasonOff-cycle payroll Payroll schema
Display logAlso display time data processing log
Display variant rem. statement
Display variant for log
Test run (no update)
X000 Important to force retroactive accounting.
Forced retro. accounting as of 01.01.1999
You must make an entry in the "Forced retroactive accounting as of" field if a retroactive run is to be carried out that will not be automatically recognized by the system (for example, changes in Customizing tables).
The "payroll schema" describes the sequence and the contents of a program procedure. It consists of a list of statements and links to subschemas and functions, which are described in more detail using parameters. The program processes the specified personnel calculation schema step for step, that is, sequentially.
If the "test run" flag is set, no changes are made to the database. That is, the function UPD YES is overridden. This also affects the newly-generated schema. This flag must be set during a payroll simulation run. It must not be set during a regular payroll run.
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Payroll Log
Payroll run of 01.05.2001
General dataGeneral data
Payroll period
Selection
General program control
Successful personnel numbersSuccessful personnel numbers
00012356 James Bond
02356748 Harald Batman
05/2001 (01.05.2001 - 31.05.2001)
Personnel numbers rejectedPersonnel numbers rejected
00012342 John Little
MessagesMessages
StatisticsStatistics
Procedure forsuccessful
personnel numbers
Procedure forsuccessful
personnel numbers
Basic data(non-specific)Basic data
(non-specific)
MessagesMessagesProcedure for
rejectedpersonnel numbers
Display statisticsfor the payroll run
The payroll results are displayed in a tree structure. This makes it easier for you to analyze and get an overview of the payroll results.
The log includes a table of contents, which is presented as a tree structure. The nodes within the tree structure enable you to access the detailed information that you require. The headers within the structure are designed to help you with troubleshooting and to facilitate navigation within the log. Depending on the information that you require, you either expand or collapse individual nodes within the tree structure as necessary.
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Detail View of a Processing Step
WPBP: Import work center/basic pay
Input
P0000P0001P0007P0008
Processing
Data retrievalIndirect valuation
Output
WPBPIT
If you display a detail view of a processing step, you can choose within the log between the input data, data processing, and the output data.
You can save your own personnel settings for the log tree and list as a variant.
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Rejected Personnel Numbers
Processing
12356 James Bond
Personnel numbers rejected
05/2001 (01.05.2001 - 31.05.2001)
Gross part: time data processing
GENPS
Monthly work schedule GLZ for 05 2001 not generated yet
……...
If an error occurs when a personnel number is processed, the log is expanded at the appropriate place and an error message is displayed.
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Matchcode W
Control record
Payroll Correction
Matchcode W is set forPersonnel number
0003050000030502
Personnel numbers with errors
Payroll Status (Infotype 0003)
Payroll correction
Matchcode W provides a list of all personnel numbers in the selected payroll area that have been rejected by the payroll run because of incorrect data. This means that the payroll has not run for them successfully. Personnel numbers are also included in matchcode W if personnel data is changed in the correction phase of the payroll run.
To display matchcode W, proceed as follows: In the Payroll menu for your country, select Tools> Control Record. Enter a payroll area and choose Display. Choose the menu path Goto -> Incorrect pers. nos. A list is displayed of all personnel numbers assigned to the selected payroll area that have been rejected because of incorrect data.
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R
Present and past data islocked
The payroll area is lockedfor payroll
Payroll log
General dataGeneral data
Payroll period
Selection
General program control
Successful personnel numbersSuccessful personnel numbers
00012356 James Bond
02356748 Harald Batman
05/2001 (01.05.2001 - 31.05.2001)
Personnel numbers rejectedPersonnel numbers rejected
00012342 John Little
MessagesMessages
StatisticsStatistics
Check
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
Exit payroll
International
Check Result / Check Payroll Results
By choosing Check Result, you ensure that changes cannot be made to payroll data if they affect the present or past. This function also locks the payroll accounting area concerned to prevent you from including it in a payroll run, that is, you cannot start the payroll. "Freezing" the payroll in this way enables you to check the payroll results.
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Correct master data ofrejected personnel numbers
Matchcode W
Start payroll using
1.
2.
3.
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
International
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
International
Corrections / Release for Correction
If you choose Corrections in the menu, you release the master data and time data records assigned to the selected payroll area for correction. You must choose this function if infotype data needs to be changed because personnel numbers were rejected during the payroll run. In the correction run you choose the push button Search Helps and all of the personnel numbers requiring correction are displayed. You can perform up to 99 correction runs. If you need to know how many runs have been performed, see the Run field in the payroll control record.
After you have corrected the data, you must release the payroll. This causes the personnel records to be locked again; the last payroll period is not increased.
You then choose Start Payroll to run payroll again for all the personnel numbers included in matchcode W (that is, personnel numbers for which the master data was changed). Then choose search helps and choose W (Payroll correction run). The Restrict Value Range dialog box appears. To restrict the value range you can enter one single personnel number or an interval range of personnel numbers. The system only selects personnel numbers that lie within this range from Matchcode W. If you do not restrict the value range, the system selects all the personnel numbers from matchcode W to be included in the payroll.
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Exit Payroll
Do you wish to exit payrollfor payroll area XX ?
Yes No Cancel
Data records are released againfor changes in the pastand present.
The payroll area is lockedfor payroll.
Payroll
Simulation
Release payroll
Start payroll
Check result
Corrections
Exit payroll
International
Exit Payroll / End of Payroll
The Exit Payroll function enables you to re-release infotypes so that they can be maintained for the past and present, and the payroll area is locked for the payroll run. You cannot exit payroll until the payroll has run successfully for all of the personnel numbers assigned to the selected payroll area (which means that matchcode W is empty). If you attempt to choose this function and rejected personnel numbers still exist, the system displays an error message.
After you have exited the payroll, you can only change data for the period in question by performing retroactive accounting in a subsequent payroll period.
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By releasing payroll you prevent changes to past and present data, however, not to future data.
You can check the error messages in the payroll logtree structure. Matchcode W displays all personnel numbers that reported errors.
You can correct the payroll results and carry out a correction run.
You use a simulation run to check the results.
You exit payroll when payroll has been performed without errors for all employees.
Payroll Process: Summary
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Payroll Process Exercises
Unit: Payroll Process Topic: Releasing, Checking and Correcting Payroll
• Run payroll for period 01
As a member of the payroll department for the Caliber “A” Bicycle Company, you need to know and understand the various processes that occur during the payroll process. During a payroll run you have to release payroll, start payroll, check the payroll results and correct any errors that occur.
1. Release payroll for the payroll area ## for the current period, that is period 01.
2. Start payroll for payroll area ## for the current period. Choose Schema X700 and the option Display Log.
3. Review the log and record your observations.
4. Release the payroll area for correction so that you can make the necessary changes to the master data.
5. Use Matchcode W to produce a list of all personnel numbers in the selected payroll area that have been rejected by the payroll run due to incorrect data.
The personnel numbers with errors are: ____________________________
6. Access master data maintenance and correct the personal numbers that contain errors as of the hire date. The work schedule rule should be NORM.
When making the corrections remember to check the capacity utilization level in the Basic Pay infotype. This should correspond to the employment percentage in the Planned Working Time infotype. The working hours per period should also be copied from the Planned Working Time infotype.
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7. Use Matchcode W to run payroll for the last employee that had incorrect data. Run payroll for the payroll area ## with the schema X700. Set the flag to display the log. After payroll has run successfully, return to the standard SAP menu.
8. Access the control record and look at the payroll status and the run.
Payroll status: _______________________________
Run: _______________________________
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Payroll Process Solutions
Unit: Payroll Process Topic: Releasing, Checking and Correcting Payroll
1. SAP Menu: Human Resources → Payroll → International → Payroll → Release Payroll
Select Yes to the Release for Payroll dialog box.
2. SAP Menu: Human Resources → Payroll → International → Payroll → Start Payroll
Change the standard schema from X000 to X700. The Payroll area ##, the current period and the Display log indicator are automatically filled and set.
Select Execute.
3. You should receive the following system message:
Rejected personnel number 390991##: No record available for infotype 0007 for the corresponding period. Exit the Display Log Tree screen and return to the SAP standard menu.
4. In order to make the corrections for the employees, you must remove the lock that is set on the payroll area.
SAP Menu: Human Resources → Payroll → International → Payroll → Corrections
Release the payroll area for corrections by selecting Yes to the Corrections dialog box.
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5. SAP Menu: Human Resources → Payroll → International → Tools → Control Record
Enter Payroll area ##.
Select Display.
Choose Goto → Incorrect pers.nos.
The incorrect personnel number is 390991##.
Return to the SAP standard menu.
6. To correct the incorrect personnel numbers choose:
SAP Menu: Human Resources → Personnel Management → Administration → HR Master Data → Maintain
Create the Planned Working Time infotype (0007) to use the Work schedule rule NORM for employee 390991## as of the Hire Date.
Acknowledge the system message: Data entry for correction period for payroll area ##.
Save the data and return to HR Master Data → Maintain.
Change the Basic Pay infotype (0008) for employee 390991## as of the hire date. Enter 163,00 in the Working hours per period field and 100% in the Capacity utilization level field.
Acknowledge the system message: Data entry for correction period for payroll area ##.
Save the data and return to the Standard Menu.
7. Release payroll by selecting the SAP Menu: Human Resources → Payroll → International → Payroll → Release Payroll
Select Yes to the Release for Payroll dialog box.
Start payroll by selecting Payroll → Start Payroll
Change the standard schema from X000 to X700. The Payroll area ##, the current period and the Display log indicator are automatically filled and set. Choose the button Search Helps. Select W (Payroll correction run) and choose Copy. The Restrict Value Range dialog box appears. Do not restrict the value range, choose Continue.
Select Execute.
Payroll should now have run successfully for your two employees.
Return to the Standard Menu.
8. SAP Menu: Human Resources → Payroll → International → Tools → Control Record
Enter your payroll area ## and choose Display.
The payroll status is Released for Payroll and the Run is 2.
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Payroll Reports
Display payroll results
Remuneration statement
Payroll account and payroll journal
Wage type statement, wage type distribution, and wage type reporter
Payroll Results infotype
Contents:
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At the conclusion of this unit, you will be able to:
Payroll Reports: Unit Objectives
Display payroll results
Create a remuneration statement
Create a payroll account and a payroll journal
Execute reports for wage type evaluations
Evaluate payroll data by setting up payroll infotypes
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Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll ReportsPayroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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After each payroll run, the personnel department sends each employee a remuneration statement listing the individual payments and deductions.
In addition, further evaluation of the payroll results should be carried out.
Payroll Reports: Business Scenario
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Employee view Department viewTechnical view
Remuneration statement(RPCEDTx0)
Payroll results(H99_Display_Payresult)
Payroll account(RPCKTOx0)
Payroll journal(RPCLJNx0)
Payroll resultsevaluation
Wage type reporter
WT distribution
Wage type statement
Overview - Views of the Payroll Results
The payroll system allows different views of payroll results. These are described in detail in the following unit.
The "X" in the report name stands for an international report. For example, "D" stands for Germany and "U" stands for the USA.
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List of all payroll results
You access the tableby double-clicking
Payroll
International
Tools
Display Payroll Results
Display Payroll Results
This international report enables you to display the payroll results. For Release 4.6C, this report replaces the country-specific report RPCLSTRX. The new functions of this report are: You can display the contents of all tables and field lists for any payroll cluster. The selection of tables to be displayed can be temporarily saved so that it does not take as long to call up the tables.
Archived payroll results are included in the display. You can go to HR master data display or maintenance ( Goto -> HR Master Data -> Display / Maintain).
You can include loan wage types in the display (Tables -> Loans -> Display). Displaying a table: Enter a personnel number and select the desired payroll result. In the table overview of the results you only have to double-click on a table to view the contents.
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Remuneration StatementsRemuneration Statements
Further selections Search helps
Payroll areaCurrent periodOther period
Personnel numberPayroll area
Payroll period
Selection
Payrollform
Payrollform
Sort
Payroll
International
Simulation
Release Payroll
Start Payroll
Check Result
Corrections
Exit Payroll
Remun. Statement
Remuneration Statement
The SAP System enables you to create remuneration statements for your employees. A remuneration statement contains a clear list of payments and deductions effected during a payroll run for an employee.
The remuneration statement is usually created after the payroll run, but before payment is effected. If you perform more than one payroll run in a period, you can create remuneration statements after each payroll run. If corrections are made, original documents are overwritten.
Customizing enables you to determine the format, structure, and content of the forms you want to use. The SAP standard system also enables you to create personal or general notifications for your employees that are printed on the remuneration statement as additional information. They can be standard texts, such as general information from management or birthday greetings. You enter any additional information in the Notifications infotype (0128). The course HR7XX (XX corresponds to the country grouping) provides you with more detailed information on this topic.
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Payroll Account and Payroll Journal
Payroll journal
PayrollPayrollresultsresults
Payroll journal
PerNo 1PerNo 2PerNo 3
.
.
.
Payroll account
Payroll accountPerNo 1
The SAP System enables you to create payroll accounts for your employees. A payroll account contains tables of payroll data for one or more employees for one or more periods. Just like the payroll form, the payroll account is created on the basis of the existing payroll results. This means that you can create the payroll account at any time and as often as required. A payroll account is usually created at the end of the year. However, it is also possible to create a payroll account for each payroll period.
The report used to create payroll accounts enables you to view detailed information on payroll results, and to access a remuneration statement directly from the payroll account display screen. By double-clicking on the payroll results for a period, you access the corresponding remuneration statement. The payroll account is created by choosing the menu path Human Resources> Payroll> Your Country> Information System> Employee> Payroll Account.
The SAP System also enables you to create a payroll journal for your employees. A payroll journal contains the payroll data for several employees for one period. A payroll journal is usually created at the end of a period. The payroll journal is created by choosing the menu path Human Resources> Payroll> Your Country> Information System> Organizational Entity> Payroll Journal.
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Wage type statement
PayrollPayrollresultsresults
Wage type report
WT distribution
WT distribution
Wage type reporter
Wage type statement
Wage Type Evaluations
The wage type statement enables you to cumulate and sort wage types from payroll results according to various organizational criteria. The evaluation shows the current wage type values (number and amount) for a specific period. The RT and CRT results tables can be used in the wage type statement for the relevant payroll results. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Statement.
The standard display does not use a form and can therefore not be changed in Customizing. However, it is possible to use a customer-specific form to display cumulation statements. To do this, you must specify the form name in the relevant parameter. By specifying a reference period, you can display absolute and relative differences between two payroll periods.
You can evaluate wage types for more than one period using the wage type distribution, that is, you can display the progression of individual or several wage types over several periods. You can also cumulate and sort wage types according to various organizational criteria. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Distribution.
The wage type reporter is a flexible tool for wage type evaluation. In the future, it will replace the wage type statement and the wage type distribution. You can display wage types for a specific period with in-period or for-period views. The evaluation can be formatted using the list viewer and exported to an Excel file. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Reporter.
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Evaluation of Payroll Results
Payroll results
Evaluations
Payroll area
PersNo
Payroll Results IT 0402
4711 James Bond
Country groupingWage type
XX990010
HR reporting tools, such as the Ad Hoc Query and SAP Query, enable you to perform simple evaluations for selected payroll results. By configuring an infotype in Customizing, you can access payroll results for employees. Apart form payroll infotypes that are valid internationally (for example, Payroll Results infotype 0402) there are other infotypes that are country-specific.
The infotypes have four fixed fields: Country Grouping, Payroll Area, Currency, and For-period. You can use Customizing to define all other fields.
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Infotype Definition
Define Evaluation Wage Types
Define Wage Types
Set up Payroll Infotypes
Set up Assignment to Payroll
Payroll area
PersNo
Payroll Results IT 0402
4711 James Bond
Country groupingWage type
XX990010
To set up the payroll infotypes, carry out the steps in Customizing under Personnel Management -> Human Resources -> Information System -> Payroll Results: Define Evaluation Wage Types: In this step, you define codes and names for evaluation wage types and determine which fields (amount, number) are created with this evaluation wage type when a payroll infotype is generated.
Assign Wage Types: You specify evaluation wage types by assigning them one or more wage types from the payroll results. Moreover, you define a country grouping (cluster table RT for periodic wage types and cluster table CRT for cumulation wage types).
Set up Payroll Infotypes: To set up payroll infotypes, you specify a code for the payroll infotype, assign evaluation wage types to the infotype, and generate and activate the infotype.
Set up Assignment to Payroll: You then specify the payroll infotypes to which data is written automatically when the payroll is run. If data is not written automatically to a payroll infotype, you can use report RPABRI00 (Fill Payroll Infotypes) to provide it with data.
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Ad Hoc Query
Field selection
Output
List
Selection result
Save
Org. Assignment
Birthcertificate
The Ad Hoc Query is a simple and powerful aid for evaluating data from Human Resources Management. By enabling you to choose selection fields and output fields, the Ad Hoc Query allows you to access data from all areas within Human Resources Management.
The Ad Hoc Query can be used for both master data and recruitment.
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There are different reports available to evaluate payroll results. These are:
Display payroll results
Remuneration statement
Payroll accounts and payroll journals
Wage type evaluations
Evaluate the payroll results using the Ad Hoc Query
Payroll Reports: Summary
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Payroll Reports Exercises
Unit: Payroll Reports Topic: Reports
• Display payroll results
• Work with the remuneration statement
• Work with the payroll journal and other reports
After each payroll run, the employee receives a statement showing his/her earnings and deductions. In this exercise you create the remuneration statement and run other reports to evaluate the payroll results.
1. Review the payroll results for employee 390##. Look in the results table to see what the total gross amount is for your employee.
Total gross amount:___________________
2. Create the remuneration statement for the employees in your payroll area ## for the current payroll period using the form XF01.
3. Create the payroll account for your employee 390## in payroll area ## for the current payroll period using form XK01.
4. Create the payroll journal for the employees in your payroll area ## for the current payroll period.
5. Use the wage type reporter to display the amount of the monthly salary wage type M020 which was paid out in total for this period (01) for the employees in your payroll area ##.
Configure the list in such a way that only the following columns are visible: Wage type, Wage type text, Payroll area, For-period payroll, Amount and Currency.
Total monthly salary M020 paid out:_______________________________
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Payroll Reports Solutions
Unit: Payroll Reports Topic: Reports
1. 4.6B: SAP Menu: Human Resources → Payroll → International → Tools → Payroll Result → Display
4.6C: SAP Menu: Human Resources → Payroll → International → Tools → Display Results. Enter Personnel number 390##.
Choose Enter.
By double clicking on the line of the corresponding payroll result you access the payroll table overview. Choose the Results Table (RT) by double clicking on it and there you read the total goss amount for the employee (Wage type /101) from 6,950.00.
Return to the SAP standard menu.
2. SAP Menu: Human Resources → Payroll → International → Payroll → Remuneration Statement Make sure that you enter your Payroll area ## under both Payroll period and Selection. Mark Current period and enter the form XF01 in the Form name field.
Select Execute.
Review the remuneration statement and return to SAP standard menu.
3. SAP Menu: Human Resources → Payroll → International → Information System → Employee → Payroll Account
Choose the Payroll period pushbutton. Make sure that you enter your Payroll area ## under both Payroll period and Selection. Mark Current period and enter Personnel number 390##.
Enter form XK01 as the form for the payroll account.
Select Execute.
Review the form and return to the SAP standard menu.
4. SAP Menu: Human Resources → Payroll → International → Information System → Organizational Entity → Payroll Journal
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Choose the Payroll period pushbutton. Make sure that you enter your Payroll area ## under both Payroll period and Selection. Mark Current period.
Select Execute.
Review the form and return to the SAP standard menu.
5. SAP Menu: Human Resources → Payroll → International → Information System → Wage Type → Wage Type Reporter
Enter the start and end of the current month as the period, and enter M020 as the wage type. Make sure that the Payroll area ## is selected.
Select the button Execute.
To format the list, choose Settings – Layout – Change from the menu and selct all the columns that you want to hide. That is, everything except Wage type, Wage type text, For-period payroll, Amount and Currency.
Choose the Hide selected fields arrow key. This moves all the selected fields to the hidden fields area.
Select the button Copy.
Read the total amount of wage type M020 and return to the SAP standard menu.
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Creating documents
Checking documents
Releasing and posting documents
Reversing documents
Integration with other subsequent activities
Contents:
Posting Payroll Results to Accounting
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(C) SAP AG HR390 7-2
© SAP AG 1999
At the conclusion of this unit, you will be able to:
Describe posting to accounting in a business context
Post payroll results
Check the posting
Reverse incorrect postings
Posting Payroll Results to Accounting: Unit Objectives
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(C) SAP AG HR390 7-3
© SAP AG 1999
Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to AccountingPosting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving Aids
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(C) SAP AG HR390 7-4
© SAP AG 1999
After payroll has been run successfully the payroll results must be transfered to Accounting.
The Financial Accounting department must be informed of the payroll costs so that financial resources can be administered.
The Cost Accounting department needs to know where the costs arise so that budgets can be controlled.
Posting Payroll Results to Accounting: Business Scenario
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(C) SAP AG HR390 7-5
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MMMM
QMQMWFWF
ISIS
SDSD
PPPP
HRHR
Core R/3Core R/3
HRHR
FIFICOCO
Cost centers, orders, ...
G/L accounts
AMAM
PSPSPMPM
Wage types
Components Involved
Payroll Posting groups the payroll results that are relevant for Accounting into documents, and posts them to the Accounting components.
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(C) SAP AG HR390 7-6
© SAP AG 1999
Payroll Calculation of wages and salaries to be paid to employees
Calculation of deductions and amount to be transferred to an employee
External accountingConsideration of personnel expenses
Consideration of payables and resulting payments
HRHR
FIFI
Internal accountingConsideration of personnel costs to cost objects or as overhead costs
COCO
Overview - Posting to Accounting
Posting payroll results to Accounting is one of the subsequent activities performed after a successful payroll run. It usually takes place once each payroll period. When the results are posted to Accounting, all posting information is selected from the payroll results, summarized, formatted, and posted to the integrated accounting component.
The Financial Accounting department is interested in the flow of payments. The payments are posted according to the type or identity of payee, and due date of the payment. Financial Accounting also provides an overview of resource allocation within the enterprise.
The Cost Accounting department is interested in the classification of costs according to type (cost type = G/L account) and the assignment to cost centers or other account assignment objects (additional account assignment).
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(C) SAP AG HR390 7-7
© SAP AG 1999
Posting Information Stored in Master Data
Org. AssignmentCompany codeBusiness areaCost center
Basic Pay
Assignments Additional PaymentsPayments
Infotype 0001
Infotype 0027 Infotype 0015Infotype 0014
Infotype 0008 Infotype 2010
Cost Distribution
RecurringPayments andDeductions
AdditionalPayments
EE Remuneration Information
Posting information is stored in master data using a series of different infotypes. You can store a different cost center for a different account assignment in the Recurring Payments and Deductions, Additional Payments and EE Remuneration Information infotypes.
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(C) SAP AG HR390 7-8
© SAP AG 1999
ER SI contrib. 7 550 ER SI contrib. 8 550
2
Standard salary
Bonus
1 3000
300
3Overtime 200
5
4 2600
350
6 550
MA10MA10
MM00MM00
MA20MA20
/3../3..
Transfer
Tax
EE SI contrib.
PayablesPayables
/559/559
/260/260
/261/261
/3../3..
ExpensesExpenses
Example for Germany
Posting Information in the Payroll Results
Each employee's payroll result contains different wage types that are relevant to Accounting: Wage types such as standard salary, bonuses, and overtime represent expenses for the company, which are posted to a corresponding expense account.
Wage types such as bank transfer, transfer of capital formation savings payment, employment tax, employee's contribution to social insurance, and so on, are the employer's payables to the employee, the tax office, and so on, and are posted as credits to a corresponding payables account.
In addition, there are wage types such as the employer's health insurance contribution, which represents an expense for the enterprise and, at the same time, a payable to the social insurance agency. For this reason, such wage types are posted to two accounts: once debited as an expense, and once credited as a payable.
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(C) SAP AG HR390 7-9
© SAP AG 1999
Enter posting information in master data
Run payroll
Perform posting
Postings in financial accounting
Posting Environment
You have learned that a lot of information is relevant to Payroll. You can differentiate between posting wage types (for example, production wages, salaries, bank transfers, and so on) their cost assignments and cost center assignment information.
After you have run payroll, you can post the results to Accounting. This process is completed with the posting to Financial Accounting (FI) and reworking in Cost Center Accounting (CO).
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(C) SAP AG HR390 7-10
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Posting Process
Create documents
Check documents
Delete documents or post additional employees, if required
Release documents
Double-click a line to view background information, if required
Post documents
Check completeness
The following activities must be performed when posting payroll results to accounting: Create posting run Edit posting run Check posting run Check posting documents Release posting documents Post posting run Check completeness of postings Subsequent activities in financial accounting
When the documents have been successfully created, it is still possible to recreate the summarized information contained in the posting document. This is useful if a revision is necessary.
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(C) SAP AG HR390 7-11
© SAP AG 1999
Payrollresult
RunRun
RPCIPE00
StatusStatus
Selection
Payrolldocuments
Payrolldocuments
Index
Create Posting Run
Payroll
Per Payroll Period
International
Subsequent Activities
Posting to Accounting
The Create Posting Run step evaluates thepayroll results in a live run and
Creates a posting run,Creates posting documents,Selects the employees evaluated
Execute Posting Run
Create Posting Run
Edit Posting Run
Completeness Check
StatusStatus
A posting run can be performed as A test run without documents (T) A simulation run with simulation documents (S) A productive run (P)
In a simulation and productive run, the system checks all HR and AC tables and the posting information in master data to determine whether they exist and whether they are consistent.
In a test run, the system checks only whether the balance of expenses and payables is zero, as it should be.
When you choose Execute Run for a productive run, the system performs the following steps: It creates a posting run It evaluates the payroll results It creates payroll documents It flags the payroll results of the evaluated employees It generates index information
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(C) SAP AG HR390 7-12
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Execute Run - Selection Screen
Posting to Accounting: Create Posting RunPosting to Accounting: Create Posting Run
Payroll periodPayroll area
Current periodOther period
SelectionPersonnel number
Payroll area
01.08.2001 to 31.08.200108 2001
to
XX
to
Run attributesType of document creation P
Display log
Text on posting run
Live posting run
Specify posting dateAcc. to period definitionAcc. to paydateManually
Special periods
Selections from
Data for document creation
Doc. date
Posting variant SAP
Differentiates between live andsimulation runs
General settings are defined in a posting variant in Customizing
XX
Program SystemEdit Goto Help
Cost planning
Certain information is required for the creation ofthe documents
The selection of personnel numbers for the posting run should be the same as the selection for the basic payroll run
Enter the payroll area and the period. The sequence of evaluations for posting to accounting should correspond to the sequence of payroll periods. It is usually sufficient to set the current period as the payroll period.
Alternatively, if you want to post or subsequently post individual personnel numbers, enter the personnel numbers instead. It is recommended that the entries here correspond to those for the corresponding payroll runs.
In the "Document Creation" section, specify that you want to create a posting document for a live posting run. You can only run a live posting run once per personnel number and per payroll period. If you want to repeat a live posting run, you must first delete the existing run.
However, you can simulate a posting run for the same personnel numbers in the same period as often as required.
Enter a posting variant. You create posting variants in Customizing for Reporting for Posting Payroll Results to Accounting.
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(C) SAP AG HR390 7-13
© SAP AG 1999
Posting Run Log
Posting to Accounting: Create Posting RunSystemEdit Goto HelpList Utilities
Line no. Sub-tree
Posting to Accounting: Create Posting Run 1
19070000
19070001
19070002
19070004
19070005
19070006
19070007
19070008
19070003
Statistics
Posting run no. (PP)
Personnel numbers selected
Personnel numbers evaluated
Personnel numbers rejected
Personnel numbers skipped
9
9
0
0
Log
Type of document creation Correct
Document Overview
Susi Schmitt
Dr. Arni Anker
Verena Vogel
Jerry Bacon
Jo Walden
Steven Wagner
Tim Falk
Ron Fernando
Ben Bach
The log displays the processed personnelnumbers and statistics; if required, the treecan be expanded to display detailedinformation.
The log shows whether the posting run was successful for all personnel numbers. If you select the Document Overview pushbutton or double-click the Doc. creation line, you access the document overview screen.
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(C) SAP AG HR390 7-14
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Per Payroll Period
Create Posting Run
Edit Posting Run
Completeness Check
Subsequent Activities
Posting to Accounting
Display Posting Runs
Document Analysis: Overview
Document Overview
Document items
RPCIPA00
Posting Document Line Items RPCIPS00
Posting Document Revision Information (Wage Type View)
Payroll Result
RPCIPD00
RPCIPE00Log
You access the Posting Run Overview screen by choosing Edit Posting Run. Here you also obtain an overview of the documents. You can also access this information from the log by choosing the Document Overview button or by double-clicking the Document Creation line in the document overview.
The individual levels are explained in more detail in the following slides.
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(C) SAP AG HR390 7-15
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Display Posting Runs
When you choose Create Posting Run, the run is created with the run number 505. In this step, the run is given the "Documents created" status.
Display Posting RunsSystemEdit Goto HelpList Settings
Type Description
Run number Run information
PP Payroll Posting
0000000505 PArea XX/08/2001
Sim Status
Documents created
User name
HUBER
Created on
22.08.2001
Time
12:47:59
Per Payroll Period
Create Posting Run
Edit Posting Run
Completeness Check
Subsequent Activities
Posting to Accounting
You can carry out the following activities per run:Display the accompanying documentsDisplay an overview of the run status (including history)Execute posting (when all documents are released)Delete the posting run
Display the list of posting runs. Check the required posting run(s):
Status: If the posting run has a status other than "Documents created", an error has occurred when creating the posting run.
History: Choose Goto > Run history Attributes: Display the attributes of a posting run by choosing Goto> Run attributes Details: Choose Goto> Display Details
The standard system only displays the posting runs that have been created and not yet posted. You can use a filter to change the display criteria for the list of posting runs (Choose: Edit >Filter). For example, you can display all posting runs, or posting runs that have been deleted.
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(C) SAP AG HR390 7-16
© SAP AG 1999
Document Overview
Run 505, created in the previous step, contains documents 684 and 685
Display Posting RunsDisplay Posting RunsSystemEdit Goto HelpList Settings
Type Description
Run number Run information
PP Payroll Posting
0000000505 PArea XX/08/2001
Sim Status
Documents created
User name
HUBER
Created on
22.08.2001
Time
12:47:59
Posting to Accounting: Document OverviewPosting to Accounting: Document OverviewSystemEdit Goto HelpList Settings
Document
00000006840000000685
CoCd
00010001
Post.date
26.08.200126.08.2001
Doc. date
22.08.200122.08.2001
Year Period Reference
HRPAY00001HRPAY00002
Type
PPPP
Run number
505505
Status
CreatedCreated
You can perform the following activities for each document:
a) Display the documentRelease the documentDisplay posting documents(only when posted)
To display a list of posting documents, double-click on a posting run. For each document you can perform the following activities, which are described in more detail in the following slides: Display the document Release the document Display the posting documents (only when the run has been posted and is in the same system).
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(C) SAP AG HR390 7-17
© SAP AG 1999
Ref a) Display Posting Document
Display Payroll Posting Document
Account no. w. textBA CO acct assgmts Curr.
300,00 OrdNo 700340430000 Salaries000125.744,95 CCtr CB_BÜRO430000 Salaries0001
500,00 CCtr CB_BÜRO431000 Overtime bonus0001520,00 CCtr CB_BÜRO435000 Standard annual benefit0001
5.059,00 CCtr CB_BÜRO440000 Legal social expenses000118.400,00 CCtr CB_CHEF430000 Salaries0001
29.320,00 CCtr CB_FABRIK420000 Direct labor costs0001
2.100,00 CCtr CB_FABRIK431000 Overtime bonus0001
0,00
4.993,70 CCtr CB_FABRIK440000 Legal social expenses0001
208,50 CCtr CB_FABRIK435000 Standard annual benefit0001
10.400,00 CCtr CB_FABRIK430000 Salaries0001
*
45,00 CCtr CB_CHEF435000 Standard annual benefit0001
** 0,00
Amount
Document 0000000685Run 0000000505Reference HRPAY0002Reporting type PPDocument type G/L acc.doc
Company code 0001Posting curr.Doc.type ABPosting date 26.08.2001Document date 22.08.2001Business transaction HRP1
1.823,96 CCtr CB_CHEF440000 Legal social expenses0001
99.416,61-176500 Wage & salary clearing
SystemEdit Goto HelpList Settings
0001
The Display Documents function works inthe same way as the DisplayDocumentsfunction in Accounting and generates a variable list for which company andemployee-specific variantscan be created and modified as required.
You can display the line items of the posting document by double clicking a posting document.
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(C) SAP AG HR390 7-18
© SAP AG 1999
Revision Information on the Posting Document
300,00OrdNo 700340430000 Salaries430000 Salaries431000 Overtime bonus435000 Standard annual benefit Annual benefit440000 Legal social expenses430000 Salaries435000 Standard annual benefit Annual benefit
Account no. w. textBA CO acct assgmts Curr.
0001000100010001000100010001
Double-click on a line to display the background revisioninformation
25.744,95500,00520,00
5.059,0018.400,00
45,00
CCtr CB_BÜROCCtr CB_BÜROCCtr CB_BÜROCCtr CB_BÜROCCtr CB_CHEFCCtr CB_CHEF
Display Revision Information on the Posting DocumentDisplay Revision Information on the Posting DocumentSystemEdit Goto HelpList Settings
Wage type- long text
1140 Vol. special payment*1010 Standard salary1010 Standard salary1010 Standard salary*1020 Standard bonus1020 Standard bonus*1030 Standard bonus1030 Standard bonus1030 Standard bonus*1090 AT salary*1210 Trainee remun.*1220 Widow/er pension*
** Total
PersNo
19070000
190700021907000119070000
1907000219070001
190700021907000119070000
19070003
19070007
19070003
In-period
200108
200108200108200108
200108200108
200108200108200108
200108
200108
200108
For-period
200108
200108200108200108
200108200108
200108200108200108
200108
200108
200108
Curr.
1.000,001.000,003.000,003.829,505.500,00
12.329,5050,00
300,00350,00152,50412,95
1.100,001.665,458.000,008.000,00
1.400,001.400,00
1.000,001.000,00
25.744,95
1140 Vol. special payment
1020 Standard bonus
1010 Standard salary
1030 Standard bonus
1090 AT salary
1210 Trainee remun.
1220 Widow/er pension
Amount
Amount
Branch to revision information on the posting document. That is, view the underlying wage types.
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(C) SAP AG HR390 7-19
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Payroll Result and Posted Amounts
Wage type- long text
1140 Vol. special payment* 1140 Vol. special payment1010 Standard salary1010 Standard salary1010 Standard salary* 1010 Standard salary1020 Standard bonus1020 Standard bonus* 1020 Standard bonus
PersNo
19070000
190700021907000119070000
1907000219070001
Period
200108
200108200108200108
199708199708
Period
200108
200108200108200108
199708199708
Curr.
1.000,001.000,003.000,003.829,505.500,00
12.329,5050,00
300,00350,00
Display Payroll Results and Posted AmountsDisplay Payroll Results and Posted AmountsSystemEdit Goto HelpList
All items
Payroll account summarized in retroactive accountingOnly posted wage types
Person. No.
19070001
Sequential no.
00006
In-period
199708
For-period
199708
From
01.08.1997
To
31.08.1997
UpdID
A
Payroll res..: Wage type Amount
/260 EE taxes 970,62/261 Employee SI shares 984,33/351 HI ER share, curr. remun. 314,80/361 PI ER share, curr. remun. 476,89/371 UI ER share, curr. remun. 152,70/361 NI ER share, curr. remun. 39,94/559 Bank transfer 2.603,50/55U CF bank transfer 140,00 -/57A C.formation ER share 156,001010 Standard salary 3.829,501020 Standard bonus () 300,001030 Standard bonus (%) 412,95
Posted: Debit Posted:Credit
970,62984,33
314,80 314,80476,89 476,89152,70 152,70
39,94 39,942.603,50
140,00156,00
3.829,50300,00412,95
Double click a line todisplay detailedinformation on thepayroll result in alist
If you mark the relevant line and double-click it, you obtain information on the payroll results.
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(C) SAP AG HR390 7-20
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Ref. b) Releasing a Document
Posting to Accounting: Document OverviewSystemEdit Goto HelpList Settings
Document
00000006840000000685
Trans.
HRP1HRP1
CoCd
00010001
Post.date
26.08.200126.08.2001
Doc. date
22.08.200122.08.2001
Year Period Reference
HRPAY00001HRPAY00002
Doc. type
ABAB
Type
PPPP
Run number
505505
Status
CreatedCreated
Posting to Accounting: Document OverviewSystemEdit Goto HelpList Settings
HR doc.
00000006840000000685
Trans.
HRP1HRP1
CoCd
00010001
Post.date
26.08.200126.08.2001
Doc. date
22.08.200122.08.2001
Year Period Reference
HRPAY00001HRPAY00002
Doc. type
ABAB
Type
PPPP
Run number
505505
Status
ReleasedCreated
Each document must be released: This action updates the document status.When the last document is released, the runhas the "All documents released" status.
Release document(s)
Do you want to release the selected
documents for posting?
Yes No
You have created a posting run and checked the accompanying documents. Display the posting documents for a posting run. Flag the checked posting documents. Choose Edit -> Release document. Confirm the release
If all the accompanying documents have the status "Released", the posting run now has the status "All documents released"
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(C) SAP AG HR390 7-21
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Posting a Run
Display Posting RunsDisplay Posting RunsSystemGoto HelpList Settings
Run information
PP Payroll Posting
PArea XX/08/2001
Sim Status
All documents released
User name
HUBER
Created on
22.08.2001
Time
12:47:59
Typ Name
Run number Run name
0000000505
Display Posting RunsDisplay Posting RunsSystemEdit Goto HelpList Settings
Run information
PP Payroll Posting
PArea XX/08/2001
Sim Status
Documents posted
User name
HUBER
Created on
22.08.2001
Time
15:57:44
If the run has the status "All Documents Released," then it can be posted.
0000000505
Edit
Delete runChange run name
To old releases >Reversal >
Filter >Sort >
Find
Cancel
Post documents
The "Release Posting Documents" step has been performed successfully for all posting documents. This means all accompanying posting documents have the "Released" status. The posting run then has the status "All documents released". Call up the list of posting runs. Select the required posting runs. Choose Edit -> Post documents. Confirm the posting of the posting documents.
If successful: All posting documents for the selected posting run have been transferred to Financial Accounting or Cost Center Accounting, and if required, to Funds Management, and then posted. The posting run has the "Documents posted" status. The accompanying posting documents have the status "Released".
If unsuccessful: The posting run has the "Not posted" status.
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(C) SAP AG HR390 7-22
© SAP AG 1999
Ref. c) Displaying Posting Documents
Posting to Accounting: Document OverviewPosting to Accounting: Document Overview
Period Reference
HRPAY00001HRPAY00002
Doc. type
ABAB
Type
PPPP
Run number
505505
Status
ReleasedCreatedList of Documents in AccountingList of Documents in Accounting
Documents in Accounting
Document type
Accounting documentSpecial ledgerCost accounting doc.
1000011311000039907200021402
Doc.no.
Original document
SystemEdit HelpList Settings
HR doc.
00000006840000000685
Trans.
HRP1HRP1
CoCd
00010001
Post.date
26.08.200126.08.2001
Doc. date
22.08.200122.08.2001
Year
Goto
Line item historyDisplay line items...
Accounting documents
Display details
Double-click to display detailed information for the resulting documents
Posting of the payroll results to Accounting has been performed successfully within the HR component. The following activities have still to be carried out in Financial Accounting after the payroll results have been posted to Accounting: Comparison of transferred and posted payables. Check withholdings for advance payments. Check withholdings for claims. Clearing of cross-company code transactions: Cross-company-code transactions are cleared by balancing the document split account and the recalculation difference.
This functionality is supported only in an integrated system.
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(C) SAP AG HR390 7-23
© SAP AG 1999
Displaying the Resulting FI Document
List of Documents in Accounting
Documents in Accounting
Document type
Special ledgerCost accounting doc.
1000011311000039907200021402
Doc.no.
Original document
Cost accounting doc.
Accounting document
Document OverviewDocument OverviewSystemEdit Goto HelpList Extras Settings Environment
Display currency
Document no.Doc. dateReferenceCurrency
10000113122.08.2001HRPAY00002
Company codePosting dateCross-CC no.
000126.08.2001
Fiscal yearPeriod
20018
Itm Account--001002003004005006007008009010011012013014
Account short text----------------------------------------------------------------430000430000 431000 435000 440000 430000 435000 440000 420000 430000 431000 435000 440000 176500
SalariesSalaries Overtime bonusesStandard annual benefitLegal social expenses Salaries Standard annual benefitLegal social expenses Direct labor costs Salaries Overtime bonuses Standard annual benefitLegal social expenses Wage and salary clearing account
Amount300,00
25.744,95500,00520,50
5.059,0018.400,00
45,001.823,96
29.320,0010.400,00
2.100,00208,50
4.993,7099.415,61 -
UNI
You can access Financial Accounting documents directly.
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(C) SAP AG HR390 7-24
© SAP AG 1999
Displaying the Resulting CO Document
List of Documents in AccountingList of Documents in Accounting
Documents in Accounting
Document type
Special ledgerCost accounting doc.
1000011311000039907200021402
Doc.no.
Original document
Cost accounting doc.
Accounting document
Display Actual Cost DocumentsDisplay Actual Cost DocumentsSystemEdit Goto HelpList Settings Extras Environment
Display variantCo. currency
1SAPUNI
Doc.no.
0Ty Object
200021402
KST CB_CHEFKST CB_FABRIKKST CB_FABRIKKST CB_FABRIKKST CB_FABRIKKST CB_FABRIKKST CB_CHEFAUF 700340KST CB_BÜROKST CB_BÜROKST CB_BÜROKST CB_BÜROKST CB_CHEF
Doc. date RT RefDocNo Document header text
PAr Partner object Cost element Value/CoCurr
22.08.2001 R 685
440000420000430000431000435000440000435000430000430000431000435000440000430000
Page
1.823,9629.320,0010.400,00
2.100,00208,50
4.993,7045,00
300,0025.744,95
500,00520,50
5.059,0018.400,00
* Total 99.415,61
You can access the Controlling documents directly.
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(C) SAP AG HR390 7-25
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Completeness Check
RunRun
StatusStatus
Selection
Per Payroll Period
Create Posting Run
Edit Posting Run
Completeness Check
Subsequent Activities
Posting to Accounting
List of unpostedpayrollresults
Payrollresult
You use the completeness check to determine: Whether payroll results that have not been selected were generated in the selection period Whether posting runs that do not yet have the status Documents posted exist
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(C) SAP AG HR390 7-26
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Reversing a Posting Run
Documents in HR
4 million
Documents in FI
Documents in HR
Documents in FI
Reversal:Reversal:
The number of the The number of the reversedreversed document is document is stored in thestored in the reversal reversal
documentdocument
4 million
-4 million
-4 million
If you discover, after the documents have been posted successfully, that the data posted contains errors, you can reverse the documents for the corresponding posting run. To do this, display all your posting runs (choose Edit -> Delete filter) and choose Edit -> Reversal -> Reverse documents. When you reverse a document, a reversal document is created for every original document of the posting run.
Result of reversal: Reversal documents are created that contain all the line items of the original documents with reversed signs. The original documents and the reversal documents are administered by the same posting run. The reversal documents are transferred to Accounting, where they are posted. The original, incorrect posting is then deleted. All flags are removed from the payroll results in question. The corresponding indices are deleted. Links to the corresponding original documents are entered in the reversal documents. You can see these links when you show the Reversal Documents column from the document list.
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(C) SAP AG HR390 7-27
© SAP AG 1999
Payroll Posting
Paymentsto employee
Tax
Posting document
List of payments
Employment tax notification
automaticposting
manualposting
manualposting
SalariespayableSalariespayable
Tax payableTax payable
Salaries payableSalaries payable
HRHR
HRHR
HRHR
Tax payableTax payable
FIFI
FIFI
HRHR
Expenses Payables Bank
Bankclearing
Wagesandsalaries
Bankclearing
Accounts FI FI
to
to
to
Integration with other Subsequent Activities
1
2
3
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(C) SAP AG HR390 7-28
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Expenses accounts Payables accounts Bank accounts
2.950,-
Wages & Salaries Salaries payable
Taxes payable
2.600,-
350,-
Bank clearing
12
3
(1) Posting to accounting
(2) Payments to employee
(3) Posting tax payments
(4) ...
1
1
2.600,- 2.600,-350,-
350,-
23
Posting in Financial Accounting
Within Payroll, expenses are generated, which have corresponding payables. These expenses and payables are posted within Financial Accounting. For example: 1. Wages and salaries (2,950.-) are posted to the Salaries Payable (2,600.-) and Taxes Payable (350.-)
accounts. In addition to posting expenses and payables, the correct amount must also be paid to the employees, to
the tax office, and to other payees. These payments must also be documented within Accounting. Posting must be performed to credit the payables account and debit the bank account. Depending on the transaction, payment either takes place automatically or manually. For example: 2. Wages and salaries payable (2,600.-) to the Bank Clearing account (2,600.-) 3. Taxes payable (350.-) to the Bank Clearing account (350.-).
If all subsequent activities have been performed successfully, the payables accounts are then balanced.
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(C) SAP AG HR390 7-29
© SAP AG 1999
The posting run is created, checked, edited and released
Documents are created for CO and FI
Accounting can display the documents to check and effect payments and bank transfers.
Posting Payroll Results to Accounting: Summary
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Posting Payroll Results to Accounting Exercises
Unit: Posting Payroll Results to Accounting Topic: Subsequent Activities
• Transfer payroll results to Accounting
It is now the end of the payroll period and the payroll results must be posted to Accounting. To do this, you have to create a posting run, edit and release the posting run and check the completeness of the posting run for the employees in your payroll area.
1. Carry out a simulation of the posting run for the curent period and for the payroll area ## before exiting payroll. Display the log
2. Choose the pushbutton Document Overview. Analyse the posting documents by double-clicking an individual line.
3. After you have checked that the documents are correct, exit payroll for your payroll area ##.
4. Create a live posting run for the payroll area ## and for the current period. Make a note of your posting run number:
____________________________
5. Now edit your posting run: Check your documents again and then release the posting document.
6. After you have released the document, post the posting run.
7. Display the following documents: Accounting document and Cost Accounting document.
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Posting Payroll Results to Accounting Solutions
Unit: Posting Payroll Results to Accounting Topic: Subsequent Activities
1. 4.6B: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Execute Run
4.6C: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Create Posting Run
Make sure you enter the Payroll area ## under both Payroll period and Selection, and make sure you enter the value S (simulation run) in the Type of document creation field under Run attributes.
Set the Display log indicator.
Select Execute.
Review the log statistics to check that all employees were processed successfully (error-free).
2. Select the pushbutton Document Overview.
Double-click on your document to access the individual document line items of the posting document. Double-click on the individual document line items for the revision information for the posting document, that is, the wage type view. Then, double-click again to return to the payroll results. Repeat this procedure to check the rest of your documents.
Return to the SAP standard menu.
3. Set the payroll status to Exit Payroll by selecting the SAP Menu: Human Resources → Payroll → International → Payroll → Exit Payroll
Select Yes to the Exit Payroll for Payroll area ## dialog box.
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4. 4.6B: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Execute Run
4.6C: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Create Posting Run
Make sure you enter the Payroll area ## under Payroll period and Selection.
Enter the value P (live posting run) in the Type of document creation field under Run Attributes.
Select Execute.
Make a note of your posting run number: ________________________
Return to the SAP standard menu.
5. 4.6B: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Edit Run
4.6C: SAP Menu: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → Edit Posting Run
To check the documents again, double-click on your posting run. You access the document overview. Double click on a document to view the individual document line items. Double-click on the individual document line items for the revision information for the posting document, that is, the wage type view. Then, double-click again to return to the payroll results. Repeat this procedure to check the rest of your documents.
To release the documents, choose Back until you come to the document overview.
Select your posting document that was created in the posting run.
Choose Edit → Release document.
Select Yes to the Release document(s) pop-up box.
Your document has the status Released.
Choose Back to access the Display posting runs view.
6. You are in the Display posting runs view: SAP Menü: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → 4.6B: Edit Run/ 4.6C: Edit Posting Run Select the posting run that you have created.
The status of the posting run should be set to All documents released.
Choose Edit Post documents.
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Select Immediately in the Post documents dialog box.
As confirmation you access a screen with the following title: Posting to Accounting: Trigger Posting.
Choose Back to access the Display posting runs view. If your posting run is not listed, choose Edit → Filter → Delete filter.
Your posting run should now have the status Documents Posted.
7. You are in the Display posting runs view: SAP Menü: Human Resources → Payroll → International → Subsequent Activities → Per Payroll Period → Posting to Accounting → 4.6B: Edit Run/ 4.6C: Edit Posting Run
Choose Edit → Filter → Delete filter to display all the posting runs.
Select the posting run that you have just posted. It should have the status Documents posted.
Choose Goto → Document overview
Mark your document.
Choose Goto → Accounting documents
Double-click on the document type you desire, for example, accounting document.
Review the document.
When you choose Back the same dialog box appears again, and you can select cost accounting documents.
After you have checked the document types, return to the SAP standard menu.
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Bank Transfers and Check Processing
Bank transfer
Payment by check
Contents:
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Bank Transfers and Check Processing: Unit Objectives
At the conclusion of this unit, you will be able to:
Explain how a bank transfer is generated
Explain how a check is generated
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(C) SAP AG HR390 8-3
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Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank TransfersBank Transfers
Process Model
Problem-Solving Aids
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Payment amounts must be transferred from the company bank account to the employee bank account.
Some employees are paid using bank transfers, while others receive their remuneration by check.
Bank Transfers: Business Scenario
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or
Check or transferInfotype Bank Details
Payment method U =Bank transfer
S =Check
Enterprise July 01, 2001
Payable to: Employee UNI 10,000.00Wage/salary check 90/100
Bank|1234: 123 :123 1 0123 123456789 |
Signature
Bank
Generating Checks/Bank Transfers
The data entered in the Bank Details infotype (0009) determines whether a check or bank transfer is generated. The Payment Method field determines whether payment is made by check or bank transfer. Subtype 0 contains the main bank details.
If an employee wants to distribute his or her salary between two different bank accounts, you must enter infotype 0009 again using subtype 1 (Add. bank details).
When subtype 1 is used (additional bank details), you must specify the percentage of the salary or the fixed amount to be transferred to this bank. The remaining amount is then transferred to the main bank.
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The Preliminary Program for Data Medium Exchange generates a temporary dataset that is used as input for the Data Medium Exchange program. This report creates a file that complies with the banking regulations for DME by disk, and contains all payment information. Checks can also be generated based on the preliminary program.
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Preliminary Program DME
Preliminary DME Program for Several Payment RunsSystemEdit Goto HelpProgram
Payroll period
Selections from Search helps
Payroll areaCurrent period
Other period
00
SelectionPersonnel number
Payroll area 00
to
to
Additional data
Wage type
00
toTEST
Convert umlauts?
Set flag for transfers
Repeat run: DateTime
Flagged records only
00:00:00
Report automaticallycreates a program rundate and an identificationfeatureThis data is used tocreate theaccompanying banktransfers and generatethe checks
You generate the bank transfers in two steps. In the first step you execute the Preliminary Program for Data Medium Exchange. This is used to select data from the payroll results to create the transfer. Follow this MENU PATH: Human Resources>Payroll> YOUR COUNTRY> Payroll> Bank Transfer -> Pre. Program DME.
When the preliminary program has run, note the number of the file created. It is also advantageous to note the date.
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Paying company codeSending company code
Payment methodsPayment method supplementHouse bankAccount IDCurrency keyPayment document number
Data medium exchangePrint advice notes
Program run dateIdentification feature
Proposal run only
PrinterPrinter
totototototo
to to
Print immediatelyPrint immediately
Bank
Generating Bank Transfers
Further selections
Output control
Company code selection
The program used to generate bank transfers is country-specific and is not available for evey country. You find it in the SAP menu for Payroll for your country under the area Bank Transfer.
To start the DME you must enter the number and date of the previously created file, so that the data can be copied.
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Paying company codeSending company code
Payment methodsPayment method supplementBusiness areaHouse bankAccount IDCheck lot numberRestart from check numberCurrency keyPayment document number
Program run dateIdentification feature
Proposal run only
to
to to
Enterprise
Payable to: EmployeeWage/salary check 90/100
Bank
|1234: 123 :123 1 0123 123456789 |Signature
Generating Checks
Further selections
Company code selection
The program used to generate checks (Report RFFOUS_C) is not available for every country in the menu (it is available, for example, for the USA and Canada). You find it in the SAP menu for Payroll for your country under the area Bank Transfer.
To start the check run, you must enter the number and date of the preliminary program so that this data can be used for the checks.
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Repeating a Run
Payroll result Regulation data
Personnel number 1801
Table of bank transactions
/559 25.05.20xx 17:17:17...
Run dateRun ID
Name...AmountCurrency
25.05.20xx17171P
Mrs Susanne Miller…2300.00 UNI
Repeat run: Date
Additional data
Time
25.05.20xx
17:17:17
Pre.programDME
Set flag for transfers
Flagged records only
When repeating a Preliminary Program DME run, enter the date and time of the run you wish to repeat in the Repeat Run: Date and Time fields. In this way, you select the data records that are already flagged as being paid with this date and time again.
Using the Flagged Records Only parameter, you can determine whether only the records flagged with the given date and time should be selected in a repeat run, or also those that have not been flagged.
For you this means: If the Preliminary Program DME run is repeated after an interruption in the program, then you must fill out the Repeat Run: Date aud Time fields to identify the run to be repeated. When you repeat an interrupted run, you want to mark those records that were already selected during the interrupted run as well as those which have not yet been marked, therefore do not select the Flagged Records Only parameter.
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Qualified Advance Payment
Payroll result
Table of bank transactions
/559 20.05.20xx 15:29:13 ...
Pre. ProgramDME
(1st payment)
Payroll result
Table of bank transactions
/559 20.05.20xx 15:29:13 ...
Pre. ProgramDME
(2nd payment)
/558 31.05.20xx 16:45:03 ...
1st payroll run 2nd payroll run
Release for payrollperiod 05.20xx
Release for correctionperiod 05.20xx
Release for payrollperiod 05.20xx
End ofpayroll period 05.20xx
Application area: You would like to run payroll for, and remunerate, part of the employee's pay during the current period. This will usually be the employee's basic pay. You would like to run payroll for, and remunerate, bonuses for overtime or leave compensation at a later date.
Note: On starting the Preliminary Program DME, you must flag the Set Flag for Transfers parameter. In the second payroll run this determines the difference between the current employee payment and the amount already paid.
In the second payroll run, wage type /559 (Bank Transfer) will be transferred, unchanged, to the new payroll result, since it was flagged as paid in the preliminary program DME. If, in the second payroll run, the system identifies that the current employee payment is greater than the amount already paid, then the difference will be stored in wage type /558 (Payment of Balance) in the new payroll result. The payroll result created in the first payroll run will be overwritten by the second payroll run.
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ExtExt. . Bank Transfers (Infotype 0011)Bank Transfers (Infotype 0011)Infotype Edit Goto Extras
Recur.Recur. PaymtsPaymts // DeductnsDeductns (Infotype 0014)(Infotype 0014)Infotype Edit Goto Extras
Additional Payments (Infotype 0015)Additional Payments (Infotype 0015)Infotype Edit Goto Extras
Wage type Vol. special paymentM140
Amount 500.00 UNI
Additional Payment
Person. No. 1810
Regulation data
Create DMEAdvancepayment
Advance Payments from Master Data
Application area: With the help of the advance payment from master data (earliest unqualified advance payment), you can transfer the wage types you entered in the External Bank Transfers (0011), Recurring Payments/Deductions (0014) or Additional Payments (0015) infotypes without running payroll. The statutory deductions are only calculated in the payroll run for the subsequent month.
Note: On starting the advance payment, select the Set Flag for Transfers parameter. This marks the infotype records with the end date of the current period as paid.
The wage types that you pay as advance payment from master data from the infotypes 0014 and 0015, must be coded in such a way that the amount will not be paid again in the next payroll run, and will be considered as having been paid already. Depending on the contents, the wage type must reduce the payment amount in the payroll run and must not be included in the payment amount.
Wage types that you pay as advance payments from master data from infotype 0011, are marked as already paid in the subsequent payroll run when they are transferred to the bank transactions table. This means that the amount is not paid a second time when the salary is paid. A prerequisite is, of course, that the Set Flag for Transfers parameter is selected when you start the advance payment.
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The Preliminary Program for Data Medium Exchange creates a temporary dataset from the payroll data.Based on this, bank transfers and checks can be generated.
Bank transfers are effected using the DME program (Data Medium Exchange program), which creates files according to bank regulations.
Furthermore, you can generate checks for your employee that debit the company account.
Bank Transfers: Unit Summary
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Bank Transfer and Check Processing Exercises
Unit: Bank Transfers and Check Processing Topic: Bank Transfers and Check Processing
• Generate bank transfers and checks
The employees at the Caliber ‘A’ Bicycle Company must be paid. They either receive their payments directly in their bank account by means of bank transfer or they receive a check.
Perform a bank transfer or check processing for your employee in payroll area ## for the current payroll period.
1. First run the Pre.Program DME as a test run and analyze the log. Then run the Pre.Program DME as a live run. Make sure that the "Set flag for transfers" indicator is selected. Make a note of the program run date and the DME run identification feature, which is displayed under the program run date on the results screen.
Program run date: ________________________________
DME run identification feature: _____________________________
2. Display the payroll results for your employee in payroll area ##. Check the BT table (table of the payment information) where the date and time is stored.
This infortmation was stored because you selected the "Set flag for transfers" indicator.
3. Where in the SAP menu, under Payroll for your country, can you find the program to carry out bank transfers or check processing?
You must switch to the payroll menu for your respective country because the payment medium program is country-specific.
The menu path is:_________________________________________________________
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Bank Transfer and Check Processing Solutions
Unit: Bank Transfers and Check Processing Topic: Bank Transfers and Check Processing
1. SAP Menu: Human Resources → Payroll → International → Payroll → Bank Transfer → Pre. Program DME
Make sure that Payroll area ## is entered under both Payroll period and Selection. Set the test indicator and select Execute. Analyze the log.
Go back a step and run the Pre. program DME again. Remove the test indicator and select the Set flag for transfers indicator.
Make a note of the program run date and the DME run identification feature, which is displayed under the program run date on the results screen.
Program run date: __________________________________
DME run identification feature: _______________________________
Return to the SAP standard menu.
2. SAP Menu: Human Resources → Payroll → International → Tools → Display Results
Enter your personnel numbers 390## and 390991## using the Multiple selection button, and choose Enter. Mark a personnel number in the Personnel numbers selected area, and then double-click on the line of the corresponding payroll result or choose the button Display overview. Double-click on the BT table (Payment Information) where you can read the date and time. Choose the button Back and repeat this procedure for the second personnel number.
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3. To find the program to carry out bank transfers and check processing for your country, you have to choose the payroll menu for your country. There you choose:
Payroll → Bank Transfer.
For example, the procedure for a bank transfer using the German-specific program Payroll Transfer First DME nat. is as follows:
Enter the Program Run Date and enter the DME run identifcation feature you noted above as the Identification Feature.
Enter CABB as the paying company code, and enter U as the payment method.
Under Print Control only select the fields Data Medium Exchange and Print Payment Summary, and select a printer.
Select Execute.
You can display the individual objects by double-clicking them. To see more of the DME contents list, select the appropriate object and choose Display DME Content.
To display the attributes choose Extras → Data Medium Attributes.
Return to the SAP standard menu.
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Process Model
Contents:
The process model as a possible method for background processing
Process steps and breakpoints
Processes based on process models
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Process Model: Unit Objectives
At the conclusion of this unit, you will be able to:
Edit a process model, that is, add process steps and breakpoints
Start and monitor a process
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(C) SAP AG HR390 9-3
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Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process ModelProcess Model
Problem-Solving Aids
Course Overview Diagram
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Process Model: Business Scenario
After you have run payroll and all the subsequent activites in dialog mode and have understood theindividual steps, you now want to run payroll in a background operation.
The process model enables you to schedule payrolljobs and subsequent activities.
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Payroll in a Background Operation
There are several possibilities of runningpayroll in a background operation:
Payroll calendar to create and schedule payroll jobs
Report RPCSC000 to run payroll in parallel for employees
Define jobs
Process Model
You can use the payroll calendar to create payroll jobs and follow the way they are executed. The payroll jobs are grouped into tasks according to payroll areas. The scope of functions contains a calendar where you can mark one or several dates, for example, and display the tasks scheduled.
If you want to run payroll for a large number of personnel numbers in a payroll period, you can split it into several background jobs using report RPCSC000. The system then processes the background jobs on several application servers in parallel. To do this you must specify how many personnel numbers should be included in a background job, or the number of background jobs that should be created. Report RPCSC000 selects the personnel numbers for which payroll should be run from the database, and groups them in background jobs. You can release every background job individually or you can release them all at once.
You can use the function System> Services> Jobs> Define Job to define a single job, or a series of jobs. The process model is explained in more detail in the following slides.
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Process Model - Advantages
You can easily control the execution of the programs
You can check every personnel number during the whole process procedure
You can repeat individual process steps
You can reduce the process run time by running programs in parallel
You can specify that under certain circumstances a notification is sent
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Overview - Process Model and Process
Release payroll
RunpayrollRun
payroll
Print remuneration statement
Print remuneration statement
TransferTransfer CheckCheck
Conditionalbreakpoint
Conditionalbreakpoint
Conditionalbreakpoint
Conditionalbreakpoint
Stop if payrollstatus is notended
Stop if some of the personnel numbers contain errors
Execute posting run
Execute posting run
Display the documents
Display the documents
Pre. programDME
Pre. programDME
Simulate posting runSimulate
posting run
Start process
The process model is used to control the payroll process and the subsequent evaluation programs. The programs are processed in a specific sequence. You find the process model in the payroll menu for your country under Tools>Customizing Tools> Maintain Process Model. Copy a process model delivered by SAP for your country, and adjust it to meet your requirements.
Process models are used as a basis for carrying out processes. That means, every process is created using a process model and is given a unique process number. A process is therefore the concrete execution of the process steps specified in the process model (that is, programs), taking into consideration the defined breakpoints. You find the HR Process Workbench in the payroll menu for your country, under Tools> HR Process Workbench.
In the HR Process Workbench, you can control the program sequence that takes place in the process model. The graphical interface, the process model maintenance and the HR Process Workbench make its purpose easier to understand.
If a process model is used regularly, you create a new process every time. For example, every month you use the same process model to develop the payroll run, the bank transfer to the employee and the form printing. You create a new process for every month using this process model - in December you might possibly use a different process model that contains additional evaluation reports for the end of the year.
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Elements of a Process Model
Selection ofpersonnelnumbers
Selection ofpersonnelnumbers
Processstep(s)
Processstep(s)
BreakpointBreakpointBreakpoint
Selection program to select the employeeswho should be processed
A single step of a process to be carried out
Point at which to stop a process between two steps
A process model is composed of programs that run in a specific sequence, and of breakpoints that interrupt and control the process sequence.
A process step corresponds to the processing of a program in the process model. The process step includes: the program category whose specification was determined in the process model the assigned program with a variant
A process step can be repeated as often as is necessary. The subsequent programs, which process the results of the previous program, are then also repeated.
You start and repeat processes and process steps in the same way.
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The Process Step and its Attributes
Size ofPackage
SelectionVariant
ProgramCategory
ProgramName
Communication
ProcessStep
ProcessProcessStepStep
You can display the attributes by marking a process step and choosing Edit> Select. Every process step has the following attributes:
Program Category: Specifies a step from a business point of view (for example, payroll posting) and establishes the role of a program in a process model. You can assign as many programs as you want to a program category.
Program Name: Program, which should be executed in this step. Selection Variant: The selection variant and criteria used to execute a step. Size of Package: A program can process personnel numbers in packages in parallel. In this way every program can process personnel number packages of different sizes.
Communication: Here you can specify who can be contacted when, and how (for example, after a step is executed, the person who started the process should receive a mail).
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Breakpoint between Steps
Process Step 2Process Step 2Process Step 2
Process Step 1Process Step 1Process Step 1
Type ofbreakpoint Communication Text of a
You can display the attributes of a breakpoint by marking a breakpoint and choosing Edit> Select. The following types of breakpoint are available for the process model:
Unconditional breakpoint: When this breakpoint is reached the process is always interrupted. Conditional breakpoint: The process is only interrupted when it reaches a certain percentage of incorrect personnel numbers.
Variable breakpoint: A self-defined function module is used to decide whether the process should be interrupted or not.
Here you can specify, via communication, who should be notified by mail. Via text of a mail, you determine the standard text that should be used for the mail.
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Conditional Breakpoint - An Example
"Incorrect" Employees "Correct" Employees
Process Step 2Process Step 2Process Step 2
Employee
Selection
EmployeeEmployee
SelectionSelection
EE4EE1EE2
EE3EE5
EE7
EE8
EE6
EE9
7 out of 9employees
wereincorrect
7 out of 9employees
wereincorrect
Percentage: 20stop if more than 20 %of
the employees being processed are incorrect
Percentage: 20Percentage: 20stop if more than 20 %ofstop if more than 20 %of
the employees being the employees being processed are incorrectprocessed are incorrect
STOP
EE6
EE9
EE4EE1EE2
EE3EE5
EE7
EE8
Process Step 1Process Step 1Process Step 1
A conditional breakpoint contains parameters which determine whether the process is to be continued or not. For example, the process can continue if 80% of the employee records are correct. If less than 80% of the employee records are correct then the process is stopped.
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Monitoring HR Processes
0000004711
0000004712
0000004713
0000000001
0000000001
000001
000002
Payroll January 2001
February Birthday bonus
Adv.payment Vac. allowance 01.02.2001-28.02.2001
Payroll
Run 1 on 28.02.2001 at 08:10:16
Package 1
Package 2
0000000002 Run 2 on 28.02.2001 at 12:10:16
000003 Package 1
0000000002 Form printing
0000000003 Run 1 on 28.02.2001 at 09:00:06
0000000004 Run 2 on 28.02.2001 at 12:35:07
HR-Process
ProcessProcess
StepStep
RunRun
PackagePackage
Every process is created using a process model and is given a unique process number. It covers the processing of all the steps defined in the process model. Completed processes are locked so that no changes can be made. They can, however, still be displayed so that the process history can be followed.
Processes can be administered and monitored using the HR Process Workbench. You find the HR Process Workbench in the payroll menu for your country, under Tools> HR Process Workbench.
The additional information, the job overview and the spool list of personnel number packages are available to control processing. You find these in the HR Process Workbench menu under Goto. Additional information: You use status display to control the processing status of a process and the status of the personnel numbers. The status of a process is displayed in terms of process, process step, run and package. The status of a personnel number can be displayed at all process levels. Only correctly processed personnel numbers are transferred from one process step to another.
Job overview: The job overview gives you information on the date and time when processing began and ended or was interrupted for the packages.
Spool list: When the log is switched on you can use the spool list to display the program output of individual steps at the package level.
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Repeating a Process
Start(Run 1)StartStart
(Run 1)(Run 1)
1 2 3 4
ProcessStep 1
ProcessProcessStep 1Step 1
1 2 3
3
ProcessStep 2
ProcessProcessStep 2Step 2
ProcessStep 3
ProcessProcessStep 3Step 3
1 2
1 2
Repetition(Run 2)
RepetitionRepetition(Run 2)(Run 2)
34
ProcessStep 3
ProcessProcessStep 3Step 3
3 4
3 4
ProcessStep 1
ProcessProcessStep 1Step 1
ProcessStep 2
ProcessProcessStep 2Step 2
4
"Incorrect" employees from
the previous run(s)
"Incorrect" employees from
the previous run(s)4
Only correctly processed personnel numbers are transferred from one step to another. A process can be repeated at any time. If a process is repeated the process manager only starts the steps with status 'incorrect' for the personnel numbers with status "incorrect" or "initial".
You start and repeat a process using the HR Process Workbench (complete history is guaranteed).
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You have become familiar with the process model as a method of background processing
You can now copy and edit a process model
You can create, execute and administer processes that are based on a process model
Process Model: Summary
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(C) SAP AG HR390 9-15
Process Model Exercises
Unit: Process Model Topic: Process Model and Process
• Copy an existing process model
• Edit the process model
• Create and administer a process model
You have already run payroll for period 01 in dialog mode and now want to run payroll for the next period using the process model. The process model, a method of background processing, enables you to define the sequence of the program run which is then processed by the system.
1. Copy the process model ZHR390 to create your own process model with the description ZGR##.
2. Edit your process model:
2-1. Add a conditional breakpoint after the process step Payroll and before the process step Simulate posting run. The process should be stopped if some of the personnel numbers contained errors during the payroll run.
2-2. Add a new process step Print payroll journal after the step Print remuneration statement. Select the international report RPCLJNX0. Enter HR390-## as the variant which you then create.
2-3. Make sure that the person who starts the process (you) receives a mail when the Print remuneration statement step is ended. Choose the text module HRPM_MSG_ENDED.
Save and activate your process model.
3. Release payroll for your payroll area ## for the next period, that is period 02.
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(C) SAP AG HR390 9-16
4. Create a process with the description Payroll group ## which is based on the process model you have just created.
Run your process immediately. Select your payroll area ## (Make sure you enter this under both Payroll period and Selection).
Continue to select Refresh. React to the breakpoint after the simulation of the posting run: Exit payroll.
Use the spool list to display the program output for individual packages, for example, for the remuneration statement.
5. If the process ran correctly, that is, if all the traffic lights are green, then look at the mail in your inbox informing you that the remuneration statement was printed successfully.
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(C) SAP AG HR390 9-17
Process Model Solutions
Unit: Process Model Topic: Process Model and Process
1. SAP Menu: Human Resources → Payroll → International → Tools → Customizing Tools → Maintain Process Model
Enter the process model ZHR390 and choose the button Copy. In the dialog box enter ZGR## as the description of your new target process model and choose Copy.
2. You are in the Maintenance of Process Models screen: SAP Menu: Human Resources → Payroll → International → Tools → Customizing Tools → Maintain Process Model
Your process model ZGR## has been entered. Select the button Change.
2-1. On the right, under the screen area, you find the objects that can be inserted. Click on the object Breakpoint or Interruption.
Click on a free space in the display area.
Mark Percentage rate in the dialog box but do not enter any other percentage. Choose Continue.
The object appears and it can be integrated into the process model:
To do this choose Edit – Nodes – Connect. Use your cursor to draw a line from the preceding object (that is, the step Payroll) to the subsequent object (that is, your new breakpoint). Now you have to use your cursor in the same way to draw another line from your new breakpoint to the process step Simulate posting run.
To exit editing mode, click on a free space in the display area.
2-2. On the right, under the screen area, you find the objects that can be inserted. Click on the object Program.
Click on a free space in the display area.
In the dialog box enter Print payroll journal as the Text for step and Program category. Choose the program RPCLJNX0 and enter HR390-## as the variant.
When you choose Continue, you receive a warning that this variant does not exist and you are asked if you want to create it. Choose Create, confirm the dialog box by choosing Continue and enter the appropriate values. To do this, choose the pushbutton
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(C) SAP AG HR390 9-18
Payroll period and make sure that you enter your payroll area ## under both Payroll period and Selection. Choose Current period.
Choose Back and then Save. On the next screen enter a description (for example, Variant for process model). Choose Save and Back, and then choose Save again to return to the Maintenance of Process Models screen.
The object Print payroll journal appears in the display area and can be integrated into the process model:
To do this choose Edit – Nodes – Connect. Use your cursor to draw a line from the preceding object (that is, the step Print remuneration statement) to the subsequent object (that is, your new step Print payroll journal).
To exit editing mode, click on a free space in the display area.
2-3. To arrange the communication, double-click on your step Print remuneration statement and choose the tabstrip Communication. Mark If a step has ended and then mark Starter as the recipient. The communication type should be Send a mail.
Go to the tabstrip Text for mail and choose the text module HRPM_MSG_ENDED as Text for end of step. Choose Continue.
Save and Activate your process model and return to the SAP standard menu.
3. Release the payroll run: SAP Menu: Human Resources → Payroll → International → Payroll → Release Payroll
Select Yes to the Release for Payroll dialog box.
Return to the SAP standard menu.
4. SAP Menu: Human Resources → Payroll → International → Tools → HR Process Workbench Choose the button Create and enter Payroll group ## as the Process text and enter the model you have just created ZGR## as the Process model.
Choose Continue.
Start the process in the HR Process Workbench:
Mark the process you created and choose the button Start/ Repeat. Then choose Immediate when the dialog box appears. Make sure that, when selecting the personnel numbers, your payroll area ## is entered under both Payroll period and Selection, and that Current period is selected. Select the button Execute.
To see the current editing status continue to choose the button Refresh.
If the simulation of the posting run does not contain errors, you react to the conditional breakpoint after the process step Simulate posting run by setting the payroll status to Exit payroll: SAP Menu: Human Resources → Payroll → International → Payroll → Exit Payroll.
Go back to the HR Process Workbench: SAP Menu: Human Resources → Payroll → International → Tools → HR Process Workbench.
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(C) SAP AG HR390 9-19
Mark the process you created and choose the button Start/ Repeat. Then choose Immediate when the dialog box appears. Select the button Execute.
To see the current editing status continue to choose the button Refresh.
To examine the program output for the individual packages more closely, mark the appropriate package, for example the package for remuneration statement, and choose Goto – Spool list for set. In the overview of the spool requests, double-click on your spool request, make entries for the output, if required, and choose the button Display contents without saving the attributes. If you choose Cancel, you return to the HR Process Workbench.
If the process has run successfully, return to the SAP standard menu.
5. Choose SAP Menu: Office → Workplace. In your Inbox under Unread documents you should have received a mail informing you that the process step Print remuneration statement was carried out successfully.
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(C) SAP AG HR390 10-1
© SAP AG 1999
Problem-Solving Aids
Delayed time recording sheets
Retroactive employee transfers
Change in payroll area
Error due to missing Basic Pay Infotype
Error in the Planned Working Time infotype
Errors in payroll administration
Change in payments within a period (factoring)
Contents:
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(C) SAP AG HR390 10-2
© SAP AG 1999
At the conclusion of this unit, you will be able toformulate a solution for the different problems in payroll.
Problem-Solving Aids: Unit Objectives
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(C) SAP AG HR390 10-3
© SAP AG 1999
Course Overview Diagram
Introduction to Payroll
Payroll Process
Entering Payroll Data
Organizing a Live Payroll Run
Payroll Reports
Posting Payroll Results to Accounting
Bank Transfers
Process Model
Problem-Solving AidsProblem-Solving Aids
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(C) SAP AG HR390 10-4
© SAP AG 1999
Problem-Solving Aids: Business Scenario
Problems can reoccur in the personnel department
Some of the typical problem fields are discussed
However, in some cases the problems could be avoided from the outset
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(C) SAP AG HR390 10-5
© SAP AG 1999
Steps: - Release the payroll run for corrections- Enter the time data in the system- Release the payroll again- Run payroll using Matchcode W- Check the results
A pile of time recording sheets arrive in the personnel department later than usual.The payroll has already been run for the payroll period, but has not yet been set to End of Payroll.
Delayed Time Recording Sheets
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(C) SAP AG HR390 10-6
© SAP AG 1999
The personnel department enters a number of employee transfersthat come into force in June. Payroll has already been completed for Juneand new hirings have already been entered for July.
Reassignment01.06.
Retroactive Employee Transfer
Steps: -Enter the changes in the master data for the month of June.-Run payroll for July as normal.-The changes are automatically recognized by the system within retroactive accounting, and are paid with the July payroll run.
Within the SAP system, personal data and many table entries are given a start and end date. This is necessary for calculations involving exact dates and also for performing retroactive accounting in previous periods.
You have completed the payroll run for the current period. When you make changes to payment-related data in the payroll past, you receive a notification that you are changing data in the payroll past and that this will trigger retroactive accounting. This means that payroll must be run for this period again with the current values. This is known as retroactive accounting.
All of the periods for which you have completed and exited payroll constitute the payroll past. If a retroactive accounting infotype is maintained, the "Earliest Master Data Change" field in the Payroll Status infotype (0003) is set to the start date of the changed infotype record. This ensures that retroactive accounting is automatically triggered up to this retroactive accounting date when the next payroll run is performed.
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(C) SAP AG HR390 10-7
© SAP AG 1999
Payroll area xx Payroll area yy
Changeof payroll area
Change of Payroll Area
In many countries the payroll area is restricted in that it can only be changed at the end of a payroll period (for example, in Germany). If an employee changes employee subgroup during a period, for example, from industrial to salaried employee, and a new payroll area is created, the payroll area cannot be changed immediately. Your evaluations would otherwise be incorrect.
The system changes the payroll period automatically. You must maintain feature DFINF in such a way that feature ABKRS (to determine the default value for the payroll area) is imported again when the Organizational Assignment record is copied, and that the payroll area is not copied from the previous record. Example: The employee changes payroll area on 15.7. However, a change of payroll area is not permitted until 1.8. After you save the Organizational Assignment infotype containing the change in employee subgroup, the system automatically creates a new record containing the change in payroll area that is valid as of August 1.
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(C) SAP AG HR390 10-8
© SAP AG 1999
Leaving personnel action delimits Basic Payinfotype: Problem!!!
Error Due to Missing Basic Pay Infotype
Step: Reset the end date of the Basic Pay infotype to the highest date (31.12.9999)
The Basic Pay infotype (0008) must not be delimited by a leaving action! The basic payroll data must remain in the system. This is the only way of guaranteeing a correct retroactive accounting run, if one is necessary.
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(C) SAP AG HR390 10-9
© SAP AG 1999
Error in Planned Working Time Infotype (0007)
Work scheduleWork schedule ruleTime Mgmt status
Working timeEmployment percentDaily working hoursWeekly working hoursMonthly working hours
Annual working hoursWeekly workdays
Planned Working Time (infotype 0007)Edit GotoInfotype Extras
FLEX
Part-time employee
100.007.20
36.00156.48
1879.205.00
Monthly work schedule not generatedMonthly work schedule not generated
Previous or subsequent period not Previous or subsequent period not generatedgenerated
Flex25
Flex26
Flex27
Flex28
Flex29
Off30
Off31
Flex18
Flex11
Flex04
Flex19
Flex20
Flex21
Flex22
Off23
Off24
Flex12
Flex13
Flex14
Flex15
Off16
Off17
Flex05
Flex06
Flex07
Flex08
Off09
Off10
Off03
Off02
Flex01
B
B
B
B
B
Wk MO TU WE TH FR SA SU
An employee's working times are stored in the system for each month. You access them by generating monthly work schedules.
Before you can run payroll for a period, the monthly work schedule must be generated in the system. A previous and subsequent period of a monthly work schedule should exist for each period to be included in the payroll run.
Check the following steps in Customizing: Personnel Time Management> Work Schedule Rules and Work Schedules> Generate Work Schedules Manually or in Batch.
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(C) SAP AG HR390 10-10
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Payroll areas monthlyXX
Earliest RA period 01 2001
Release for payrollRelease for payroll
Do you want to release payroll area XXfor period 02.2001 for payroll?
Yes No Cancel
Live payroll run as of 01.2000
Errors in Payroll Administration
Payroll status
01 2001
01
Payroll period
Run
If you want to go live with the SAP Payroll system in January 2001, the payroll control record for the corresponding payroll area must be created in the system for period 12, 2001.
If the control record is incorrectly set to 01.2000, the system changes the payroll period to 02.2001 when the payroll is released. In this case, you will be unable to run payroll for period 01.2001.
Procedure: Delete the old payroll control record and create a new one.
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(C) SAP AG HR390 10-11
© SAP AG 1999
Partial-Period Factoring / Factoring
An employee has joined your company, but not on the first day of a periodAn employee receives a pay raise in the middle of a periodAn employee has left your company, but not on the last day of a periodAn employee has one week of unpaid leave
An employee usually receives a transportation allowance, however he or she has a three-week vacation. The transportation allowance is only paid for the period during which the employee travels to work.
Change in Basic Pay
Reduction in Recurring Payments orAdditional Payments
An employee changes to another department and is therefore assigned to another cost center. You want the cost centers involved to be debited for the correct periods.
Organizational Assignment
In payroll, factoring refers to the proportional calculation of periodical remuneration. Periodical remuneration comprises the wage types that an employee receives as basic pay, as recurring payments, and, if required, as additional payments.
During a payroll run, changes in the following infotypes are evaluated for factoring: Actions (0000) Organizational Assignment (0001) Planned Working Time (0007) Basic Pay (0008) Recurring Payments/Deductions (0014) Additional Payments (0015) Absences (2001)
If a situation arises where factoring is necessary, the current partial period factor is calculated and multiplied by the assigned wage type.
Reductions are triggered, for example, by unpaid leave during a payroll period. You can find detailed information on this topic in the HR400 course.
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(C) SAP AG HR390 10-12
© SAP AG 1999
Problem-Solving Aids: Summary
Support for typical problem fields:
Correct payroll before exiting payroll
Automatic retroactive accounting recognition
Change the payroll area within a period
Certain infotypes must not be delimited by the leaving personnel action
Generate period work schedules before the payroll run
Create control record with the correct date
Perform factoring
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Problem-Solving Aids Optional Exercises
Unit: Problem-Solving Aids Topic: Retroactive Accounting, Partial-Period Factoring
• Grant a vacation bonus
• Change basic pay
You have already exited payroll for periods 01 and 02 and now want to run payroll for period 03. However, you still have to enter a vacation bonus for a payroll period in the past, and have to grant an employee a pay increase during the current period.
1. Payment of a vacation bonus for a period for which payroll has already been run.
1-1. Use the Additional Payments infotype (0015) to give your employee 390## a vacation bonus (wage type 4000) with the value of 300 UNI.
1-2. Run payroll for your payroll area (##) for the current payroll period, period 03. Choose the payroll schema X700.
1-3. Review the payroll results for employee 390##. Compare the current and previous results by looking more closely at the RT table.
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2. Pay increase in the middle of the month in the current payroll period.
2-1. Give your employee 390## a pay increase in the Basic Pay infotype (0008), to the next pay scale group, that is effective from the middle of the current payroll period, that is period 03. To do this, create a Basic Pay infotype (0008) by copying the existing infotype record.
The payroll area must be set to Released for Correction.
2-2. Run payroll again for your payroll area (##) for the current payroll period. Choose the payroll schema X700.
2-3. Review the payroll results for employee 390##. In particular, check the current payroll results for the current payroll period.
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Problem-Solving Aids Solutions
Unit: Problem-Solving Aids Topic: Retroactive Accounting, Partial-Period Factoring
1.
1-1. SAP Menu: Human Resources → Personnel Management → Administration → HR Master Data → Maintain
Use wage type 4000 (Vacation Bonus) to create a new Additional Payments infotype (0015) for your employee 390##, with the amount 300 UNI and the Beginning of January this year as the date of origin.
Note the warning Entry for payroll past (Retroactive accounting).
Save the data and return to SAP standard menu.
1-2. Release the payroll:
SAP Menu: Human Resources → Payroll → International → Payroll → Release Payroll Select Yes to the Release for Payroll dialog box.
Start the payroll:
Payroll → Start Payroll
Make sure that payroll area ## is entered, Current period is selected and that the flag is set for Display log. Change the schema from X000 to schema X700.
Select Execute.
Review the log and return to the SAP standard menu.
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1-3. SAP Menu: Human Resources → Payroll → International → Tools → Display Results Enter Personnel number 390##.
Select the button Transfer.
Compare the last payroll results (indicator P) with the current payroll results (indicator A). Double-click on the corresponding line and then double-click on Results Table (RT). Note, that the vacation bonus is included in the current results but not in the previous results.
Return to the SAP standard menu.
2.
2-1. Make sure that your payroll area is set to Release for Correction:
SAP Menu: Human Resources → Payroll → International → Payroll → Corrections Return to the SAP standard menu.
SAP Menu: Human Resources → Personnel Management → Administration → HR Master Data → Maintain
Copy the Basic Pay infotype record (0008) for employee 390## that moves the employee to the next pay scale group (E06, Level 01). Make sure that the infotype record is valid from the middle of the current payroll period, that is, period 03.
Note the warning message Entry for payroll past (Retroactive accounting).
Save the data and return to SAP standard menu.
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2-2. Release the payroll:
SAP Menu: Human Resources → Payroll → International → Payroll → Release Payroll Select Yes to the Release for Payroll dialog box.
Start the payroll:
Payroll → Start Payroll
Make sure that payroll area ## is entered, Current period is selected and that the Display log field is marked. Change the schema from X000 to schema X700.
Select Execute.
Review the log and return to the SAP standard menu.
2-3. SAP Menu: Human Resources → Payroll → International → Tools → Display Results Enter Personnel number 390##.
Select the button Transfer.
In particular, check the current payroll results for the current payroll period. Double-click on the corresponding line and then double-click on Results Table (RT). Note the split in the Monthly Salary wage type (M020).
Return to the SAP standard menu.
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(C) SAP AG HR390 11-1
© SAP AG 1999
This section contains supplementary materialthat is only relevant for certain countries.
This material is not part of the standard course.Consequently, the instructor might not cover this material during the course presentation.
Appendix
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(C) SAP AG HR390 11-2
© SAP AG 1999
Off-Cycle Payroll
Bonus payments
Correction runs
Regular payroll
Advance payments
Absence payments
You can use the off-cycle payroll function to run payroll for employees not included in the regular payroll run. The payroll control record is not taken into consideration in off-cycle payroll. The settings in Customizing for payroll determine the off-cycle payroll type that you can use.
If an employee is to receive a bonus payment, you perform off-cycle payroll and process the payment for the employee.
If an employee's master or time data has changed you can trigger retroactive accounting and perform a correction run and a payment.
If an employee was only hired shortly before the payroll run date, with the result that their details could not be entered in time, regular payroll can still be performed for this employee. You can do this before payroll is next performed for the whole payroll area, even if payroll has already been performed for the payroll area in question.
If an employee leaves the company or is absent for several periods and is to receive the money owed to them, you can run payroll in advance for several periods using advance payments. The personnel number is only selected for the regular payroll run when the periods for which payroll has already been run have passed.
If you want to process an employee's absence payment in future payroll periods, you run payroll for the period during which the absence occurs, using a daily settlement.
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(C) SAP AG HR390 11-3
© SAP AG 1999
Otherpayments
Otherpayments
Advance payments with
specialpayments
Advance payments with
specialpayments
Advancepayments
with regularpayments
Advancepayments
with regularpayments
Off-Cycle Payroll Process
OffOff--Cycle Payroll Cycle Payroll
Enter the reason and the date for whichyou want to run payroll.
0001Reason
Date
Holiday bonus
06.12.2001
Absence paymentAbsence payment
AbsenceAbsence
Enterabsence
Payroll periodPayroll period
Selectperiod
SpecialSpecial paymentspayments
Enter wage type
Payment methodPayment method
Change paymentmethod
RunpayrollRunRun
payrollpayroll
Run Payroll
The off-cycle reason that is entered controls any further payroll processing. In the case of absence payments, the system proposes the absences that have already been entered in the Absences infotype (2001) and that were permitted in Customizing for off-cycle payroll. You can, alternatively, enter an absence in the Absences infotype (2001) directly from the program. The start and end date is the same for this payroll type. The system writes the reason for off-cycle payroll, the payment date, the payroll type, and identifier to the Absences infotype (2001).
In the case of advance payments, the system proposes the periods for which you can run payroll. This setting is made in Customizing for Payroll. If you pay several periods in advance, the system performs regular payroll for the last period that is to be paid. Retroactive accounting is used for all the other periods before the last period. There is, therefore, only one original payroll result for several periods, and only one payment is made. The payroll control record is also not taken into consideration in this type of payroll. The employee is only selected again for regular payroll in the last payroll period.
In the case of bonus accounting, you have to enter a wage type that is permitted for infotype 0267.
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(C) SAP AG HR390 11-4
© SAP AG 1999
With the help of a new process model you can now start payroll for only the personnel numbers affected by a mass off-cycle payment in the One-Time Payments Off-Cycle infotype (0267). The process model ensures that the system only runs payroll for the employees who actually received a one-time payment. This means you do not have to run payroll for the whole payroll area, as used to be the case.
Off-Cycle Functions
You can now use the Off-Cycle Workbench to run payroll for payments that you have created in the Payroll Results Adjustment infotype (0221).This means that you can once again easily run payroll for Payroll Results Adjustments, as used to be the case with the function Start Payroll directly when maintaining the infotype.
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(C) SAP AG HR390 11-5
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Out-of-Sequence Checks
USA & Canada only
*Payroll Results Adjustments only for Canada
It is now possible to run Off-Cycle Payroll using a payment date that predates the payment date of the last payroll run.
This mainly affects bonus payments, correction payroll runs and running payroll for Payroll Results Adjustments.*
Period
07/200008/2000
09/2000...
Begin date
14.02.200021.02.2000 02.03.200028.02.2000 ...
End date
20.02.200027.02.2000 02.03.200005.03.2000 ...
Paymt date
26.02.2000 04.03.2000 02.03.200011.03.2000 ...
Payroll type
A
...
ExampleYou ran payroll on February26 for period 08, with March04 as the payment date.On March 02, you want to givean employee a bonus forperformance.Previously, the earliest possiblepayment date for this bonus payment would have been March 05.Now, you can select March 02 as the payment date.
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(C) SAP AG HR390 11-6
© SAP AG 1999
Out-of-Sequence Checks: Cumulations
USA & Canada onlyUSA & Canada only
The length of time for which entries are stored in tables CRT/TCRT is defined for each country.
Two variants are possible:Every new entry for a cumulation type overwrites the existing entryAll entries from the last six months are saved
CRT/TCRT until now:CRT/TCRT until now:WT/101/101/101
Cumulation TypeYQM
Amount100.00024.000
8.500
...
New CRT/TCRT:New CRT/TCRT:WT/101/101/101
CumTypeYYQ
Period01/200001/200001/2000
/101 Q 02/2000/101 Q 03/2000... ... .../101 M 01/2000/101 M 02/2000/101 ... ...
Begin date01.01.200001.01.200001.01.200001.04.200001.07.2000...01.01.200001.02.2000...
End date31.12.200031.12.200131.03.200030.06.200030.09.2000...31.01.200029.02.2000...
Amount100.000110.00024.00025.00025.500
...8.0008.500
...
...
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(C) SAP AG HR390 11-7
© SAP AG 1999
Transferring Remuneration Statements as Payment Advice
With the help of a new function in the Pre. Program DME, you can now transfer the remuneration statement to a payment medium program as payment advice.The payment medium program has the advantage that it creates the payment advice in SAPScript format.This function affects all employees who receive one or several payments by bank transfer but do not receive any payments by check.Even if the employee receives several payments by bank transfer, the system creates only one payment advice containing the remuneration statement.
USA & Canada only
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(C) SAP AG HR390 11-8
© SAP AG 1999
If an employee does not receive a salary payment in a payroll period, you can now print the remuneration statement on a zero-net check or a zero-net advice.This is made possible by function P9ZNC. This function is contained in the standard payroll schemas for the USA and Canada.
Function P9ZNC automatically reads the employee's paymentmethod from the Bank Details infotype (0009). Depending on the payment method (check or bank transfer), the system decides whether the remuneration statement should be printed on a zero-net check or a zero-net advice.We recommend that you use the functions TransferringRemuneration Statements as Payment Advice and Zero-Net Checks/ Zero-Net Advices together.
USA & Canada only
Zero-Net Checks / Zero-Net Advices
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