Printing remuneration statement (Pay slips) using HR Forms

By T.N.Swapna, YASH Technologies

Purpose

An HR-Form often functions as an enterprise's business card, which means it requires an attractive graphical design. The HR Forms will enable you in future to create flexible reports with an attractive layout for HR master data, personnel time data, and payroll results. Therefore, it will be a central Human Resource tool that enables you to select data from various sources in a uniform manner, which you can then design and print. 

Tasks involved:

Selecting data for HR forms Designing the layout of HR forms

Activating HR forms

Testing and correcting form printing

Starting form printing

Example:

The requirement of our client is to print a Remuneration Statement (Pay slip) using HR Forms, which looks like the screen shot below: 

Go to the transaction PE51. The initial screen appears as the one below:

 

In the above screen shot the country grouping is a unique indicator for a country that is used in the Human Resources components of the R/3 System. The form name is the HR form which we have to develop. In our case the standard form IN01 is copied to ZN02. For each HR form we have some sub objects as we see in the screen shot above.

Attributes Background

Single fields

Window

Line layout

Cumulative ID’s

Text Modules

Rules

Documentation

Attributes 

The attributes are technical characteristics, like form name, form size, form class, as well as administrative information on the form, like the person who changed the form last, when the change took place, and so on. The system automatically sets the administrative information. 

Background

The form background contains information that is printed in the same position in the form and does not vary. For example, the company’s address, Logo of the company and others.

The form background is set up using lines. You must define all lines in a form. This means that lines containing only individual fields or windows need to be defined as blank lines on the form background. In our case, once the form IN01 is copied to ZN02. Go to the change mode of the form ZN02. The screen would look like the one below. Remove / Add the extra lines as per the requirement. 

 

Use page up / page down and forward / backward buttons to view the rest of the page. After making changes to the form as per required, it would look like the one below

Text Modules

These are the individual fixed texts that have to appear on the form. These can be the description of the fields, which appear on the pay slip like Name, ID, Pay period etc… For creating the text modules, from the initial screen of PE51, select the radio button text modules and click on change. Add each of them as shown below. 

 

Single Fields

These contain information that is always printed in the same position but can vary. For example, on the pay slip the Employee ID, name, department, Location, Bank Account number and so on will change from employee to employee. So these are to be kept in single fields. The text modules created above should also be placed using the single fields. Placing a field on the form is simple. From the initial screen of PE51, select the radio button Single field and click on change. Now place the cursor at the position where you want to add a single field. For example, if you want to add the text module ‘Name’ on the form. Place the cursor at that position and double click at that position. You can find a pop-up as follows: 

Select the radio button Text Module, take the F4 help and select the text, which you want to place. You can specify the output length of it if required.

Now if you have to place a field from the table P0001 against the text ‘Name’. Follow the same procedure. But in the pop-up select the radio button Table field and give the table name and field to consider as in the screen shot below.

 

In the same way, as per required place the other fields also on the form. Finally it would appear like the one below: 

Window

An HR form can contain more than one window. A window is a particular area within a form.

Information in a window is only printed on the form if there is a value in the data record at the

time of evaluation. The quantity of information can vary, depending on whether or not the required information exists at the time of the evaluation. For example, values for a wage type may exist in the payroll result for one personnel number but not for other. If the information was printed in a individual field, the form would therefore be printed with gaps. To avoid this, this type of information is usually printed in a window. 

In order to align the windows on the form, from the initial screen of PE51, select the radio button Window and click on change. Right Click on the form and select the option window overview. And set the positions as required. After setting the window positions it would look like the one below:

After positioning the windows, double click on each window to see the window group which comes as a pop-up as this:

 

The above screen shot is for the Window 1 i.e., Earnings window. If you double Click on Group – 01, we can see the different fields, which have to be populated in this window. For the Earnings window the following fields are added. The user can add additional fields or can remove unnecessary fields from this. The screen shot of these fields would look like the one below: 

 

Follow the same procedure for rest of the windows too.  

The report ‘HINCEDT0’ can be executed to see the output of this R/3 form. The output of this would look like this.

 

This R/3 form is being used by smart form ‘HR_ESS_PAYSLIP_TO_PDF’ to convert the output in PDF format. The standard smart form ‘HR_ESS_PAYSLIP_TO_PDF’ is copied to ‘ZHR_ESS_PAYSLIP_TO_PDF’ and the main window is adjusted so that the data in the form gets fixed into it properly. To see the output of PDF form ‘ZHR_ESS_PAYSLIP_TO_PDF’, use transaction ‘PZ11_PDF’. You can only execute this transaction from SE93 since it’s an Easy web transaction. Finally, the output in the PDF format would be as follows: 

Note: 

The prerequisites to achieve this scenario:

The form ZN02 created above should be attached to the report ‘HINCEDT0’. HR master data should be maintained in the system.

If we want to report on the payroll Results then we should make sure that the Payroll should be completed successfully.

One should know which data is required to create the form, and also must know which SAP

System tables are used to store the data.

If the data is stored in customer tables or info types, it means data is maintained in the metadata.