business processes in hcm payroll

HR110Business Processes in HCM Payroll

mySAP ERP Human Capital Management

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Participant HandbookCourse Version: 2005 Q2Course Duration: 2 Day(s)Material Number: 50073550

An SAP course - use it to learn, reference it for work

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Copyright © 2005 SAP AG. All rights reserved.

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About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

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2005/Q2 © 2005 SAP AG. All rights reserved. iii

About This Handbook HR110

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iv © 2005 SAP AG. All rights reserved. 2005/Q2

ContentsCourse Overview ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Introduction to Payroll . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1Introduction to Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Entering Payroll Data ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Entering Payroll Data... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Unit 3: Organizing a Live Payroll Run ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Organizing a Live Payroll Run ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Unit 4: Payroll Process..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Payroll Process .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Unit 5: Payroll Reports ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Payroll Reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Unit 6: Posting Payroll Results to Accounting ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Posting Payroll Results to Accounting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Unit 7: Bank Transfers and Check Processing ... .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119Bank Transfers and Check Processing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Unit 8: Process Model .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135Process Model .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136

Unit 9: Problem-Solving Aids..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153Problem-Solving Aids .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154

Appendix 1: Appendix ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171

Index ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177

2005/Q2 © 2005 SAP AG. All rights reserved. v

Contents HR110

vi © 2005 SAP AG. All rights reserved. 2005/Q2

Course OverviewThe payroll process in mySAP ERP from a user�s point of view

The information in this course relates to the following SAP software componentsand releases:

� SAP R/3 Enterprise (SAP R/3 Enterprise Core 4.70)� SAP R/3 Enterprise Extension Set 1.10� mySAP ERP

Target AudienceThis course is intended for the following audiences:

� Members of a project team� Employees in an HR Payroll department

Course PrerequisitesRequired Knowledge

� SAPHR (Overview of the mySAP ERP 2004 solution)� HR100 (Basics of Personnel Administration)

Recommended Knowledge

� SAP01 (mySAP.com Overview)

Course GoalsThis course will prepare you to:

� Explain the payroll process in SAP

Course ObjectivesAfter completing this course, you will be able to:

� Name the prerequisites for payroll� Describe, perform, and monitor the individual payroll process steps� Post payroll results to accounting

2005/Q2 © 2005 SAP AG. All rights reserved. vii

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End User

Course Overview HR110

� Trigger payment for employees� Solve the most important problems that occur during payroll yourself

SAP Software Component InformationThe information in this course pertains to the following SAP Software Componentsand releases:

� R/3 4.7

viii © 2005 SAP AG. All rights reserved. 2005/Q2

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شن، أثار.

Ahmed Gamal El-Din

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تتعلق، تخص.

Unit 1Introduction to Payroll

Unit OverviewThis unit is used as an introduction to the course.

It explains the most important remuneration elements and presents the principle ofretroactive accounting runs.

Unit ObjectivesAfter completing this unit, you will be able to:

� Name roles connected with Payroll� Describe the relationship between the basic components of payroll� Give examples of an employee�s payments and deductions� Explain why the mySAP ERP system is able to perform retroactive accounting

Unit ContentsLesson: Introduction to Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Introduction .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2005/Q2 © 2005 SAP AG. All rights reserved. 1

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مكافأة، تعويض.

Unit 1: Introduction to Payroll HR110

Lesson: Introduction to Payroll

Lesson OverviewThis lesson serves as an introduction to the course.

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Name roles connected with Payroll� Describe the relationship between the basic components of payroll� Give examples of an employee�s payments and deductions� Explain why the mySAP ERP system is able to perform retroactive accounting

Business Example� You are the HR Administrator in a company that sells bicycles and bicycle

accessories. You now want to familiarize yourself with Payroll in the SAPsystem.

� 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 andsalary increases, can be easily corrected.

2 © 2005 SAP AG. All rights reserved. 2005/Q2

HR110 Lesson: Introduction to Payroll

mySAP ERP

Figure 1: mySAP ERP

mySAP ERP is a component of the mySAP Business Suite. The technical basis for allsolutions is SAP NetWeaver. One part of mySAP ERP is the area of Human CapitalManagement.



Portal

Figure 2: Portal

The user usually accesses the Portal via a Web browser. You only need to log on once.You do not need to log on to access other systems (single sign-on).

The Portal offers several levels of personalization:

� First, portal administration determines the content that should be assigned to thedifferent roles in the portal. The role assignment is used to decide how the usernavigates to certain functions (iViews arranged on pages)

� Provided that portal administration permits it, the user can arrange his or herrole-based content individually. This includes the layout of the individualpages and the selection and arrangement of the iViews.

� At logon, the Portal analyzes the language settings stored in the Web browser.The user can override this value individually.

� The user can select a portal design that controls characteristics such as typesize, color, and background pictures. SAP supplies several designs, for example,one with optimized contrast used when displaying with a projector. Portaladministration has tools available that can determine the overall look and feelof the enterprise portal. Not only is the user-friendly, role-based navigationstructure important, but also the implementation of the enterprise�s corporateidentity.



Roles

Figure 3: Role Concept

Authorizations and the corresponding menu structure are linked to a role. A role isthen assigned to users with the same area of responsibility.

Composite Roles in Payroll

� Payroll Manager:

� Display HR master data and personnel file� Display remuneration statement, payroll account and payroll journal

� Payroll Process Administrator

� Perform time evaluation and run payroll� Create remuneration statement� Post payroll results to Accounting

� Payroll Administrator

� Maintain HR master data and Time Management data� Simulate payroll� Check remuneration statement and payroll account for individual

employees



The composite role Payroll Manager (SAP_WP_PAYROLL-MANAGER) isresponsible for running the payroll correctly, and provides a general overview ofthe payroll results. It contains the following single roles: International single rolePayroll Manager (SAP_HR_PY_PAYROLL-MANAGER), country-specific singlerole Payroll Manager <Country> (SAP_HR_PY_xx_PAYROLL-MANAGER) andthe 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 andmonitors and corrects it if necessary, is responsible for wage and salary payments andposting to Accounting, and performs evaluations at the employee level. The compositerole contains the following single roles: International single role Payroll ProcessAdministrator (SAP_HR_PY_PAYROLL-PROC-ADM) and the country-specificsingle role Payroll Process Administrator <Country> (SAP_HR_PY_xx_PAYROLL-PROC-ADM).

The composite role Payroll Administrator (SAP_WP_PAYROLL-ADM) isresponsible for all the tasks carried out at employee level. Payroll administrators enterthe payroll data for employees into the system and then check the data. They provideemployees with information concerning their payroll, answer their questions, andperform evaluations for 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 rolePayroll Administrator for Loans (SAP_HR_PY_PAYROLL-LOAN-ADM).


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بخصوص، حول، فيما يتعلق بـ.


Basic Information About Payroll

Figure 4: Payroll

Broadly speaking, payroll is used to calculate remuneration for work performedby individual employees. More specifically, payroll is an umbrella term for avariety of work processes, such as the creation of payroll results and remunerationstatements, bank transfers, and payments by check. The phrase also covers a numberof subsequent activities such as the posting of results to Accounting and otherevaluations, for example, for taxes.



Figure 5: Overview of the Payroll Process

Remuneration is calculated in two main steps:

� Calculation of remuneration elements� Statutory and voluntary deductions (which are country-specific)

Wage elements, statutory deductions, and voluntary deductions are all based on theindividual payments and deductions that are calculated for an employee during apayroll period. The payments and deductions are stored as wage types and thenincluded in the payroll calculation.



Figure 6: Calculation of Remuneration Elements

An employee�s wage elements are determined on the basis of the individual wagetypes used in a payroll period. Payments that may be included in the calculation ofremuneration are, for example, basic pay, bonuses, vacation allowances, Christmasbonuses, and gratuities. Company-owned apartments, company-sponsored day careservices and the like can all cause deductions from an employee�s pay. Such paymentsand deductions can increase or reduce the amount of an employee�s income that issubject to tax, and this is determined by a variety of factors such as the laws of aspecific country or a particular company�s policies.

The wage types can be entered online or generated during the payroll run using ruletables.


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Ahmed Gamal El-Din

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How?

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How?


Figure 7: Statutory and Voluntary Deductions

To determine the payment amount, statutory and voluntary deductions, such as taxesand social insurance contributions, are effected. The deductions are calculated on thebasis of gross values, such as the total gross amount and the gross tax amount. Forthis reason, various amounts are calculated during the payroll run which are thenused for subsequent processing.

Figure 8: Storing HR Master Data Using Exact Dates

The mySAP ERP system assigns a start date and an end date to HR master data, aswell as a large number of Customizing table entries. The payroll program requiresthese dates so that it can perform calculations for specific days, and retroactiveaccounting for previous periods.


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The system automatically recognizes changes to payment infotypes and triggersretroactive accounting, for example, after a salary change.

Because of automatic retroactive accounting recognition, the mySAP ERP systemdoes not allow you to change the payroll results manually.

Figure 9: Retroactive Accounting

You have completed the payroll run for this period. However, if you then changeHR master data in a period for which the payroll has already been run, the payrollmust be run once again for this period using the current values. This is known asretroactive accounting.

All of the periods for which you have completed and exited payroll constitute thepayroll 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 startdate of the changed infotype. This ensures that retroactive accounting is automaticallytriggered up to this retroactive accounting date when the next payroll run is performed.

The system automatically performs a retroactive accounting run if certain types ofmaster data or time data are changed in the payroll past. To ensure that retroactiveaccounting is only triggered for certain changes, rather than for all changes, thesystem determines whether the changes are relevant to retroactive accounting ornot. Therefore, changes only trigger a retroactive accounting run if they require acorrection of the payroll results. Retroactive accounting relevance can be definedfor an infotype or an infotype field.


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تشكل

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Summary

� An employee�s total remuneration consists of individual remuneration elementssuch as basic pay, overtime and bonuses.

� Various deductions, both statutory and voluntary, are used to calculate anemployee�s net remuneration.

� Delimiting the date enables the system to perform retroactive accounting.



Exercise 1: Introduction

Exercise ObjectivesAfter completing this exercise, you will be able to:� Set the user profile

Business ExampleSimplify the work you have to enter daily by setting user profiles for your user.

Data for Exercises

� Hiring Action: Payroll Hiring Action (Infotypes 0000, 0001, 0002, 0006, 0007,0008, 0009, 2006)

� Country grouping (MOL) = 99 User group (UGR) = 99� Personnel area = CABB

Employee group = 1 Active

Employee subgroup = X0 Salaried employees

� Company code = CABB, Currency = Euro, Country grouping = 99

Personnel subarea = 0001 Sales, 0002 Purchasing

Payroll area = [60 + ##], where ## is your group number

� Positions = ## Buyer (Group ##)� Work schedule rule = NORM� Pay scale group = E03, Level = 01� Payment method = U (Bank transfer)

Payment method = C (Check)

� Bank key = Citibank� Form for remuneration statement = XF01

Form for payroll account = XK01

Form for payroll journal = XJ01

� Printer = LP01� 20 employees with the personnel numbers 110992## without infotype 0007 and

with infotype 0009 are set up for payment method C (check). The employeesare assigned to payroll area 60 + ##.



Task:You are to find solutions for the following tasks:

1. Set the following user parameters:

Country grouping (MOL) = 99

User group (UGR) = 99

2. Set the following user defaults:

Logon language: Your preferred language

3. Assign yourself the role T_HR110 permanently.



Solution 1: IntroductionTask:You are to find solutions for the following tasks:

1. Set the following user parameters:

Country grouping (MOL) = 99

User group (UGR) = 99

a) Menu path: System→ User profile→ Own entries

Choose Parameters.

Make the following entries:

For the country grouping, enter parameterMOL in the first column andenter the value 99 in the second column.

For the user group, enter parameter UGR in the first column and enterthe value 99 in the second column.

Save the data and return to the SAP Easy Access Menu.

2. Set the following user defaults:

Logon language: Your preferred language

a) Menu path: System→ User profile→ Own entries

Select Defaults.

Make the following entries: Your preferred logon language


3. Assign yourself the role T_HR110 permanently.

a) Assign yourself the role T_HR110 permanently.

Choose Other Menu.

Enter T_HR110 in the Single Role field and confirm the proposed entrywith Enter.

To assign the role to yourself permanently, choose Assign Users.

Enter HR110-## (## is your group number) as the user ID.

Click on Add User and confirm the dialog box with Yes.



Lesson Summary

You should now be able to:� Name roles connected with Payroll� Describe the relationship between the basic components of payroll� Give examples of an employee�s payments and deductions� Explain why the mySAP ERP system is able to perform retroactive accounting


HR110 Unit Summary

Unit SummaryYou should now be able to:� Name roles connected with Payroll� Describe the relationship between the basic components of payroll� Give examples of an employee�s payments and deductions� Explain why the mySAP ERP system is able to perform retroactive accounting


Unit Summary HR110


Unit 2Entering Payroll Data

Unit OverviewIn this unit, you learn about the prerequisites for payroll.

You hire an employee for whom you will later run payroll.


� List the prerequisites for Payroll� Specify the activities required when setting up Payroll� Describe how payroll data is entered in the mySAP ERP system for an employee

Unit ContentsLesson: Entering Payroll Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Exercise 2: Entering Payroll Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27


Unit 2: Entering Payroll Data HR110

Lesson: Entering Payroll Data

Lesson Overview� Payroll prerequisites� Hiring a new employee� Organizational reassignments� Deviations from the work schedule


� List the prerequisites for Payroll� Specify the activities required when setting up Payroll� Describe how payroll data is entered in the mySAP ERP system for an employee

Business ExamplePayroll data is changed when an employee:

� Enters the company� Changes organizational assignment� Changes personal data� Works overtime or takes leave


HR110 Lesson: Entering Payroll Data

Prerequisites for Payroll

Figure 10: Payroll Prerequisites

A number of prerequisites must be met before you can enter and process employeedata in the system. SAP provides you with a whole series of model entries, which youcan then adapt to meet the needs of your particular enterprise.

The above list gives you an overview of the most important elements.



Personnel Processes

Figure 11: Overview - Personnel Processes

During an employee�s employment relationship a series of events take place. Thesecan be relevant to remuneration. If these events occur in the payroll past, they triggerretroactive accounting.

If an employee leaves your enterprise you should not delimit information regardingtheir remuneration and bank details immediately, as you may need this informationin the event of a retroactive accounting salary change.

When an employee rejoins the company he or she is given their old personnel numberagain so that it is possible to have the employee�s complete history.


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Could you explain it please?


Figure 12: Ref. (1) 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 allcountries. 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 10for the USA, the system accesses the correct personnel actions, which include all ofthe relevant country-specific infotypes.

Figure 13: Ref. (2) Organizational Reassignment



Employee data can be changed in any payroll period. Such changes may be concernedwith transfers, substitutions, increases or decreases in basic pay, or simply corrections.New data is either created or copied, while corrections are made by changing existingdata. Sometimes, the data must be entered in a series of infotypes. At other times, youare only required to access a single infotype.

Do not forget that changes made to infotypes that are relevant to payroll, in periods forwhich the payroll has already run, automatically trigger retroactive accounting.

Figure 14: Ref. (3) Deviations from the Work Schedule

Deviations from the work schedule usually constitute the largest share of tasks that areperiodically performed in a Human Resources department.

In the system itself, such deviations 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 overtimepayments are available, it is important that they are entered in the system at the righttime.

The following infotypes are used to enter data that deviates from the work schedule:

Absences � 2001: Used to enter an employee�s absences

Attendances � 2002: Used to enter an employee�s attendances

Substitutions � 2003: Used to enter substitutions, such as when an employee works adifferent shift.

Availability � 2004: Used to enter times at which an employee is available for duty inaddition to his or her regular shift.



Overtime � 2005: Used to enter start times and end times for additional workinghours. The system automatically generates wage types in accordance with rules thatcan be specified in Customizing.

Employee Remuneration Information � 2010: Used to enter overtime manually,for example.

Monthly Calendar � 2051: Used to enter attendances and absences in a monthlyoverview screen.

Weekly Calendar � 2052: Used to enter attendances and absences in a weeklyoverview screen.

Figure 15: Methods of Entering Time Data

Fast data entry enables you to create and maintain the same infotype record for morethan one employee at the same time. This means that you do not have to enter aseparate record for each individual employee, and that a single screen enables you toenter the data for more than one employee simultaneously. This results in faster, moreefficient 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



Summary

� Payroll Prerequisites:

� Master data and time data: wage types, work schedules, and infotypes� Administration: payroll areas, payroll periods, and payroll control records� Subsequent activities: bank details, cost centers, remuneration statements

� Entry of payroll data for employees using different personnel processes



Exercise 2: Entering Payroll Data

Exercise ObjectivesAfter completing this exercise, you will be able to:� Hire a new employee� Review the personnel file of the new employee.

Business ExampleA new buyer joins the purchasing department of your company at the beginning of theyear. Hire this new employee to be paid on a monthly basis.

Task 1:Use the personnel action Hiring Payroll to hire the new purchasing buyer as of thebeginning of the year.

1. On the Personnel Actions screen, assign your new buyer personnel number110991## (## = your group number). Select the From date as January 01 of thisyear, the personnel area as CABB, the employee group as Active (1) and theemployee subgroup Salaried Employee (XO).

2. On the Create Actions screen (infotype 0000), use the structure search to find thecorrect position number for the buyer (##-buyer) in Central Purchasing underOrg.Units Training Group, and save the data.

3. On the Create Organizational Assignment screen (infotype 0001) enter thepersonnel subarea 0002 (Purchasing). Overwrite the proposed payroll area X0with 60 + ## (## = your group number). Enter administrator G## (## = yourgroup number) in the Payr Admin Field.

Hint: Delimit the vacancy of the position to the last day of the previousmonth, if the system asks you.

4. On the Create Personal Data screen (infotype 0002) fill in the required fieldswith entries of your choice and save the data.

5. On the Create Addresses screen (infotype 0006) fill in the required fields withentries of your choice and save the data.

6. On the Create Planned Working Time screen (infotype 0007) select the workschedule NORM and save the data.

Continued on next page



7. On the Create Basic Pay screen (infotype 0008), enter the pay scale group E03and level 01. The system enters the wage type M020 and amount �3050 asdefault values. Save the data.

8. On the Create Bank Details screen (infotype 0009), set up the bank transfer toyour employee�s main bank. Enter bank key 12312312 for Citibank and thebank account number (any number).

9. On the Create Absence Quotas screen (infotype 2006), accept the default numberof days for leave and save the record.

Task 2:You are to find solutions for the following task:

1. Review your new employee�s personnel file (personnel number 110991##).

What infotypes exist for the employee that you did not create?



Solution 2: Entering Payroll DataTask 1:Use the personnel action Hiring Payroll to hire the new purchasing buyer as of thebeginning of the year.

1. On the Personnel Actions screen, assign your new buyer personnel number110991## (## = your group number). Select the From date as January 01 of thisyear, the personnel area as CABB, the employee group as Active (1) and theemployee subgroup Salaried Employee (XO).

a) In the SAP Menu choose: Human Resources→ Personnel Management→ Administration→ HR Master Data→ Personnel Actions

Select Hiring Payroll.

Make the following entries before carrying out the action:

Personnel number: 110991##

From: January 01 of this year

Personnel area: CABB

Employee group: 1

Employee subgroup: X0

Choose Execute

2. On the Create Actions screen (infotype 0000), use the structure search to find thecorrect position number for the buyer (##-buyer) in Central Purchasing underOrg.Units Training Group, and save the data.

a) Use the structure search in the Position field to locate and selectthe position ## buyer under Org.Units Training Group→ TrainingInternational→ Purchasing→ Central Purchasing. Save the data.




3. On the Create Organizational Assignment screen (infotype 0001) enter thepersonnel subarea 0002 (Purchasing). Overwrite the proposed payroll area X0with 60 + ## (## = your group number). Enter administrator G## (## = yourgroup number) in the Payr Admin Field.

Hint: Delimit the vacancy of the position to the last day of the previousmonth, if the system asks you.

a) Make the following entries and save the data:

Personnel subarea: 0002

Payroll administrator: G##

Overwrite the proposed payroll area X0 with 60 + ## (## = your groupnumber).

4. On the Create Personal Data screen (infotype 0002) fill in the required fieldswith entries of your choice and save the data.

a) Personal Data (infotype 0002): Enter data of your choice and save.

5. On the Create Addresses screen (infotype 0006) fill in the required fields withentries of your choice and save the data.

a) Addresses (infotype 0006): Enter data of your choice and save.

6. On the Create Planned Working Time screen (infotype 0007) select the workschedule NORM and save the data.

a) Create Planned Working Time (infotype 0007): Enter the work schedulerule NORM and choose Enter. Data appears in the working time fields.Save the data.

7. On the Create Basic Pay screen (infotype 0008), enter the pay scale group E03and level 01. The system enters the wage type M020 and amount �3050 asdefault values. Save the data.

a) Create Basic Pay (infotype 0008): Enter the pay scale group E03 and level01. Choose Enter. The system enters wage type M020 as a default withthe amount �3050. Save the data.




8. On the Create Bank Details screen (infotype 0009), set up the bank transfer toyour employee�s main bank. Enter bank key 12312312 for Citibank and thebank account number (any number).

a) Create Bank Details (infotype 0009): Enter the following data:

Bank key: 12312312 for Citibank

Bank account: any number

Payment method: U (Bank transfer)

9. On the Create Absence Quotas screen (infotype 2006), accept the default numberof days for leave and save the record.

a) Create Absence Quotas (infotype 2006)

Standard leave: 30 days

Deduction from: Hire date

Deduction to: End of March next year


Task 2:You are to find solutions for the following task:

1. Review your new employee�s personnel file (personnel number 110991##).

What infotypes exist for the employee that you did not create?

a) In the SAP Menu, choose Human Resources→ Personnel Management→Administration→ HR Master Data→ Personnel File.

Enter personnel number 110991##.

Choose Display.

Choose Next Record to display the individual infotypes.

The Payroll Status (0003) and Additional Actions (0302) infotypes areavailable, although you did not create them previously.

Exit and return to the SAP standard menu.



Lesson Summary

You should now be able to:� List the prerequisites for Payroll� Specify the activities required when setting up Payroll� Describe how payroll data is entered in the mySAP ERP system for an employee


HR110 Unit Summary

Unit SummaryYou should now be able to:� List the prerequisites for Payroll� Specify the activities required when setting up Payroll� Describe how payroll data is entered in the mySAP ERP system for an employee


Unit Summary HR110


Unit 3Organizing a Live Payroll Run

Unit OverviewIn this unit, you learn about the meaning of payroll areas and payroll control records.

It also explains the meaning of the Payroll Status infotype.


� Describe the organization and monitoring of a payroll run

Unit ContentsLesson: Organizing a Live Payroll Run .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Exercise 3: Organizing a Live Payroll Run.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47


Ahmed Gamal

Highlight

What's it?

Unit 3: Organizing a Live Payroll Run HR110

Lesson: Organizing a Live Payroll Run

Lesson Overview� Payroll areas and payroll periods� Payroll control record� Payroll status in the employee master data� Retroactive accounting limits � scenarios


� Describe the organization and monitoring of a payroll run

Business Example� Payroll runs can be carried out at different times (for example, at the beginning

of the month) and with different frequencies (for example, monthly).� Payroll consists of different phases which take place one after the other.� Payroll is controlled using payroll areas and payroll control records.


HR110 Lesson: Organizing a Live Payroll Run

Payroll Organization

Figure 16: Overview - Payroll Organization

You must make some basic settings in Customizing to be able to run payroll in themySAP ERP system.

� A period parameter and a date modifier is 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 timeunit. 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 parametersand date modifiers assigned to a payroll area. All periods within the specifiedtime interval are defined based on the period parameter. The start date andend date for each period is defined and the payday is calculated using a ruleentered as a parameter. The payroll year and period define the exact dates forthe payroll period

� You must create a control record for every payroll area. This control recordcontrols the individual stages of payroll.


Ahmed Gamal

Highlight


Payroll area

Figure 17: Payroll Areas

The mySAP ERP system uses payroll areas to group together employees for whompayroll 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 atleast one monthly and one weekly payroll area must be created. You must also createpayroll 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. Forexample, for the payroll run, the remuneration statement, and evaluation reports forthe payroll run.

If you want to select fewer employees for a payroll run or other evaluations, youcan also use additional selection criteria, for example, the cost center, or employeesubgroup. (However, such a selection is only suitable for test and simulation purposes,as the payroll control record is not taken into account).

The ABKRS feature delivers a default value for the Payroll Area field in theOrganizational Assignment infotype (0001).



Payroll Periods

Figure 18: Payroll Periods

A payroll period determines the period for which a payroll result is created. Thelength of payroll periods can differ, for example, a payroll period can be a month, aweek, or fourteen days.

The exact start date and end date of the periods must be defined for the payroll areas.



Payroll Control Record

Figure 19: Payroll Control Record: Status

You must create a control record in Customizing for each payroll area before it canbe 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. Changesaffecting 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 thedifferent stages of payroll.



Figure 20: Payroll Control Record: Periods

You must pay particular attention when creating the payroll control record in yourlive system. The payroll period used to create the payroll control records must be oneperiod 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, 2005.You must enter period 04, 2005 in the payroll control record.



Payroll Status Infotype

Figure 21: Payroll Status Infotype (System)

Each employee has an individual payroll status. The necessary data is stored in thePayroll Status infotype (0003). This infotype is created automatically as part of theHiring 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 enteremployee-specific information relating to Payroll or Time Management, so it ispossible to change particular fields in the Payroll Status infotype manually.

� The payroll driver enters the end date of the last completed payroll period inthe Accounted to field.

� If master data is changed, the system enters the appropriate date in the EarliestMD Change field. This date is deleted after each completed payroll run.

� The Earliest MD Change Bonus field (Earliest Master Data Change Bonus) isfilled with a date when master data is edited, and this date is deleted duringbonus accounting and unauthorized manual checks (NAMC, only for the USA).In this way the payroll system can perform retroactive accounting optimally inconnection with bonus accounting. This field is used in a similar way to theEarliest MD Change field (Earliest Master Data Change).

� The payroll driver flags the Payroll Correction field if a personnel number hasbeen rejected, or you have entered data during the correction phase of the payrollrun. The employee is entered in the correction run with this indicator and ifpayroll is subsequently completed successfully, the indicator is removed. Ifchanges are made in Customizing, the Payroll Correction indicator is not set.(For example, a pay scale table change).

Figure 22: Payroll Status Infotype (Changed Manually)



Earliest personal retroactive accounting date: This field is only used if you wantto set a retroactive accounting limit for an employee that is different from the dateset in the payroll area.

Accounted to: Day up to which payroll is run for an employee, even if the employeeleaves the company. The date must lie in an interval in which the employee is notactively employed. For example, if an employee has left the company and shouldstill continue to be paid after the leaving date. If you are dealing with paymentsduring a time when the employee is actively employed, you do not have to enter adate in this field. This is because such payments are triggered automatically duringretroactive accounting.

Do not account after: You can enter a date after which payroll will no longer beperformed 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 forpayroll. In this case the personnel number will not be selected for payroll.

Retroactive Accounting Limits

Figure 23: Retroactive Accounting Limits (3 Scenarios)



The retroactive accounting limit determines the exact date until which master dataand time data can be changed in the payroll past. The retroactive accounting limit isbased on the following values:

� Per payroll area (payroll control record): Earliest possible retroactive accountingperiod

� 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.

Summary

� Payroll runs are performed using the payroll area to which the employees areassigned who are remunerated at the same time.

� A payroll control record must be created for every payroll area. This controlrecord controls the individual stages of payroll.

� The payroll control record and the payroll status infotype are relevant forretroactive accounting.



Exercise 3: Organizing a Live Payroll Run

Exercise ObjectivesAfter completing this exercise, you will be able to:� Display a control record for your payroll area� Assign payroll areas� Call up the Payroll Status infotype

Business ExampleYour company wants you to check the payroll area assignments for some employees.You also want to display the control record for your payroll area and the PayrollStatus infotype for one employee.


1. Display the control record for your payroll area 60 + ##. What is entered in thePayroll Period and Earliest Retroactive Accounting Period fields?

__________________________________________________________________

Which period will be run first?

__________________________________________________________________

Return to the SAP Easy Access Menu.

2. Check whether the following two personnel numbers are assigned to the payrollarea 60 + ##:

110991## and 110992##


3. For employee 110991##, display the Payroll Status infotype. What is entered inthe following fields?:

Earl.pers.RA date:

__________________________________________________________________

Accounted to:

__________________________________________________________________




Use the F1 Help to find out what the fields Accounted to and Earl.pers.RAdatemean.

Make sure that the Personnel No. Locked field is NOT activated. If no changeswere made, leave the infotype without saving it.



Solution 3: Organizing a Live Payroll RunTask:You are to find solutions for the following tasks:

1. Display the control record for your payroll area 60 + ##. What is entered in thePayroll Period and Earliest Retroactive Accounting Period fields?

__________________________________________________________________


__________________________________________________________________


a) Display the control record for your payroll area 60 + ##. What is entered inthe Payroll Period and Earliest Retroactive Accounting Period fields?

Choose Human Resources→ Payroll→ International→ Tools. Choosethe Control Record activity.

Enter payroll area 60 + ##.

Choose Maintain.

The following values are displayed:

� Payroll period: 12 of the previous year� Earliest retroactive accounting period: 01 of the current year


Period 1 of the current year (since the period is increased by one whenit is released for the first time).


Click on the button Back

2. Check whether the following two personnel numbers are assigned to the payrollarea 60 + ##:

110991## and 110992##





a) Check whether the following two personnel numbers are assigned to thepayroll area 60 + ##:

110991## and 110992##

SAP Menu: Human Resources → Personnel Management →Administration→ HR Master Data→ Maintain

In the Organizational Assignment infotype, check whether the value isassigned for payroll area 60 + ## as of the date when your employee110991## was hired.

Make changes, if necessary, and save the infotype.

Do the same for the employee with personnel number 110992##.


3. For employee 110991##, display the Payroll Status infotype. What is entered inthe following fields?:

Earl.pers.RA date:

__________________________________________________________________

Accounted to:

__________________________________________________________________





Make sure that the Personnel No. Locked field is NOT activated. If no changeswere made, leave the infotype without saving it.

a) For employee 110991##, display the Payroll Status infotype. What isentered in the following fields?:

Earl.pers.RA date: No entry (earliest retroactive accounting date isdetermined according to the control record or hiring date)

Accounted to: No entry since no payroll run has been carried out


Position your cursor in the appropriate field and press F1

__________________________________________________________________

__________________________________________________________________

Make sure that the Personnel No. Locked field is NOT activated. If nochanges were made, leave the infotype without saving it.



Lesson Summary

You should now be able to:� Describe the organization and monitoring of a payroll run


HR110 Unit Summary

Unit SummaryYou should now be able to:� Describe the organization and monitoring of a payroll run


Unit Summary HR110


Unit 4Payroll Process

Unit OverviewIn this unit, you learn about the payroll processes.

You also learn about possible problems that may occur in payroll.


� Start payroll� Check the payroll log� Correct the payroll results� Exit payroll

Unit ContentsLesson: Payroll Process .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Exercise 4: Payroll Process ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69


Unit 4: Payroll Process HR110

Lesson: Payroll Process

Lesson Overview� Payroll processes� Payroll simulation� Payroll log� Checking and correcting the payroll results


� Start payroll� Check the payroll log� Correct the payroll results� Exit payroll

Business Example� In the following units you first learn about payroll and the subsequent activities

in online mode before you take a closer look at the process model as a method ofbackground processing.

� It is often the case that errors occur during a payroll run � as a result of datainconsistencies, for example. These errors can be identified using the payrolllog. This allows you to make corrections immediately and the payroll run canbe completed.


HR110 Lesson: Payroll Process

Overview of Payroll Process

Figure 24: Overview of Payroll Process

During the payroll run, master data and time data changes that affect the payroll pastand payroll present are not permitted. The payroll program reads the master dataand time data infotypes, which means that changes effected during the payroll runcould jeopardize the accuracy of the payroll results. It also means that you mustnot run payroll during master data maintenance. This is controlled by the payrollcontrol record.

The relationship between the menu and payroll control record is as follows:

Function in menu Status of payroll control recordRelease Payroll__________

Release for payroll

Start Payroll_____________

The payroll program is started and the status of thepayroll control record is �released for payroll�.



Function in menu Status of payroll control recordCheck Result____________

Check payroll results

Corrections_____________

Release for correction

Exit Payroll______________

Exit payroll

Simulating, Releasing, and Starting Payroll

Figure 25: Payroll Simulation

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 theRelease Payroll and Exit Payroll functions when simulating a payroll run. The resultsof a simulated payroll run are not written to the database. Instead, they are displayedin the payroll log.

Simulating a payroll run enables you to display and print the remuneration statement.



Figure 26: Release Payroll / Release for Payroll

If you choose the Release Payroll function from the menu, you are prevented fromchanging infotype data records if such changes affect the past or present. This lockapplies to the personnel numbers included in the payroll area concerned. Changes thataffect the future are still permitted. You must execute this function in the menu beforestarting the payroll. If the status of the payroll control record was previously ExitPayroll, the Release Payroll function also has the effect of increasing the period inthe payroll control record by 1.



Figure 27: Start Payroll / Release for Payroll (Part 1)

The payroll area is used to determine the payroll period with exact dates as well as toselect personnel numbers. For this reason you have to enter the payroll area in boththe 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 periodautomatically.

Alternatively, you can enter a different payroll period (for a simulation run).



Figure 28: Start Payroll / Release for Payroll (Part 2)

You must make an entry in the �Forced retroactive accounting as of� field if aretroactive run is to be carried out that will not be automatically recognized by thesystem (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 aredescribed in more detail using parameters. The program processes the specifiedpersonnel 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 functionUPD YES is overridden. This also affects the newly-generated schema. This flag mustbe set during a payroll simulation run. It must not be set during a regular payroll run.



Payroll Log

Figure 29: Payroll Log

The payroll results are displayed in a tree structure. This makes it easier for you toanalyze and get an overview of the payroll results.

The log includes a table of contents, which is presented as a tree structure. The nodeswithin 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 tofacilitate navigation within the log. Depending on the information that you require,you either expand or collapse individual nodes within the tree structure as necessary.



Figure 30: Detail View of a Processing Step

If you display a detail view of a processing step, you can choose within the logbetween 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.

Figure 31: Personnel numbers rejected

If an error occurs when a personnel number is processed, the log is expanded at theappropriate place and an error message is displayed.



Matchcode W

Figure 32: Matchcode W

Matchcode W provides a list of all personnel numbers in the selected payroll area thathave been rejected by the payroll run because of incorrect data. This means that thepayroll has not run for them successfully. Personnel numbers are also included inmatchcode 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, choose 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.



Checking Results, Making Corrections, and ExitingPayroll

Figure 33: Check Result / Check Payroll Results

By choosing Check Result, you ensure that changes cannot be made to payroll data ifthey affect the present or past. This function also locks the payroll accounting areaconcerned to prevent you from including it in a payroll run, that is, you cannot start thepayroll. �Freezing� the payroll in this way enables you to check the payroll results.



Figure 34: Corrections / Released for Correction

If you choose Corrections in the menu, you release the infotype records assigned tothe selected payroll area for correction. You must choose this function if infotype dataneeds to be changed because personnel numbers were rejected during the payrollrun. In the correction run you choose Search Helps and all of the personnel numbersrequiring correction are displayed. You can perform up to 99 correction runs. Ifyou need to know how many runs have been performed, see the Run field in thepayroll control record.

After you have corrected the data, you must release the payroll. This causes thepersonnel 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 numbersincluded in matchcode W (that is, personnel numbers for which the master data waschanged). Then choose search helps and choose W (Payroll correction run). TheRestrict Value Range dialog box appears. To restrict the value range you can enter onesingle personnel number or an interval range of personnel numbers. The system onlyselects personnel numbers that lie within this range from Matchcode W. If you do notwant to restrict the value range, the system selects all the personnel numbers frommatchcode W to be included in the payroll.



Figure 35: Exit Payroll

The Exit Payroll function enables you to re-release infotypes so that they can bemaintained for the past and present, and the payroll area is locked for the start of thepayroll run. You cannot exit payroll until the payroll has run successfully for all of thepersonnel numbers assigned to the selected payroll area (which means that matchcodeW is empty). If you attempt to execute this function and rejected personnel numbersstill exist, the system displays an error message.

After you have exited the payroll, you can only change data for the period in questionby performing retroactive accounting in a subsequent payroll period.

Summary

� 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 log tree structure. Matchcode Wdisplays 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.



Exercise 4: Payroll Process

Exercise ObjectivesAfter completing this exercise, you will be able to:� Run payroll for period 01

Business ExampleAs a member of the payroll department, you need to recognize and understand thevarious processes that occur during the payroll process. During a payroll run youhave to release payroll, start payroll, check the payroll results and correct any errorsthat occur.


1. Release payroll for the payroll area 60 + ## for the current period, that is, period01.

2. Start payroll for payroll area 60 + ## for the current period. Choose SchemaX700 and the option Display Log. Before executing, save your own entries asa variant. Include your group number in the name.

3. Review the log and record your observations.

4. Release the payroll area for correction so that you can make the necessarychanges to the master data.

5. Use Matchcode W to produce a list of all personnel numbers in the selectedpayroll area that have been rejected by the payroll run due to incorrect data.

The personnel number with error is: ____________________________

6. Access master data maintenance and correct the personnel numbers that containerrors as of the hire date. Since the 01.01. of the current year the work schedulerule should be NORM.

When making the corrections remember to check the capacity utilization level inthe Basic Pay infotype. This should correspond to the employment percentage inthe Planned Working Time infotype. The working hours per period should alsobe copied from the Planned Working Time infotype.




7. Use Matchcode W to run payroll for the last employee that had incorrect data.Run payroll for the payroll area 60 + ## with the schema X700. Set the flag todisplay the log.

Hint: Alternatively, you can use the variant you created in exercise 2.

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: _______________________________



Solution 4: Payroll ProcessTask:You are to find solutions for the following tasks:

1. Release payroll for the payroll area 60 + ## for the current period, that is, period01.

a) SAP Menu: Human Resources→ Payroll→ International→ Payroll→ Release Payroll.

Select Yes in the Release for Payroll dialog box.

2. Start payroll for payroll area 60 + ## for the current period. Choose SchemaX700 and the option Display Log. Before executing, save your own entries asa variant. Include your group number in the name.

a) SAP Menu: Human Resources→ Payroll→ International→ Payroll→ Start Payroll.

Change the standard schema from X000 to X700. Enter payroll area 60 +##, activate the current period, and select the Display Log indicator.

To save your entries as a variant for the payroll program:

� In the menu choose Goto→ Variants→ Save as Variant.� Enter a variant name and a meaning (include your group number

in the name)� Choose Save.

In the selection screen, you can now start the payroll program using yourvariant by choosing the Get Variant� button.

Choose Execute.

3. Review the log and record your observations.

a) You should receive the following system message:

Rejected personnel number 110992##: No record available for infotype0007 for the corresponding period.

Use the Back Icon to exit the Display Log Tree screen and return to theSAP standard menu.




4. Release the payroll area for correction so that you can make the necessarychanges to the master data.

a) In order to make the corrections for the employees, you must remove thelock 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 Correctionsdialog box.

5. Use Matchcode W to produce a list of all personnel numbers in the selectedpayroll area that have been rejected by the payroll run due to incorrect data.

The personnel number with error is: ____________________________

a) SAP Menu: Human Resources→ Payroll→ International→ Tools→Control Record

Enter Payroll area 60 + ##.

Choose Display.

Choose Goto→ Incorrect pers.nos.

The incorrect personnel number is 110992##.

Return to the SAP standard menu.

6. Access master data maintenance and correct the personnel numbers that containerrors as of the hire date. Since the 01.01. of the current year the work schedulerule should be NORM.




When making the corrections remember to check the capacity utilization level inthe Basic Pay infotype. This should correspond to the employment percentage inthe Planned Working Time infotype. The working hours per period should alsobe copied from the Planned Working Time infotype.

a) To correct the incorrect personnel numbers choose:


Create the Planned Working Time infotype (0007) for employee 110992##with work schedule rule NORM as of the hiring date.

Note the system message: Data entry for correction period for payrollarea 60 + ##.

Save the data and return to HR Master Data→ Maintain.

Check the Basic Pay infotype (0008) for employee 110992## as of thehiring date: TheWork Hours/Period field should display 163.00, and theEmployment Percentage field should display 100%.

Acknowledge the system message: Data entry for correction period forpayroll area 60 + ##..

Save the data and return to the SAP Standard Menu.

7. Use Matchcode W to run payroll for the last employee that had incorrect data.Run payroll for the payroll area 60 + ## with the schema X700. Set the flag todisplay the log.

Hint: Alternatively, you can use the variant you created in exercise 2.




After payroll has run successfully, return to the standard SAP menu.

a) Release payroll by selecting the menu path: Human Resources→ Payroll→ International→ Payroll→ Release Payroll.


Start payroll by selecting Payroll→ Start Payroll.

Change the standard schema from X000 to X700.

The payroll area 60 + ##, the current period, and the Display log indicatorare set automatically.

Hint: Alternatively, you can use the variant you created in exercise2. To do so, click on the button Get Variant and select your ownvariant.

Choose the button Search Helps. Select W (Payroll correction run) andchoose Copy. The Restrict Value Range dialog box appears. Do not restrictthe value range, choose Continue.

Choose Execute.

Payroll should now have run successfully for your two employees.

Return to the SAP Standard Menu.

8. Access the control record and look at the payroll status and the run.

Payroll status: _______________________________

Run: _______________________________

a) SAP Menu: Human Resources→ Payroll→ International→ Tools→Control Record

Enter your payroll area 60 + ## and choose Display.

The payroll status is Released for Payroll and the run is 2.



Lesson Summary

You should now be able to:� Start payroll� Check the payroll log� Correct the payroll results� Exit payroll


Unit Summary HR110

Unit SummaryYou should now be able to:� Start payroll� Check the payroll log� Correct the payroll results� Exit payroll


Unit 5Payroll Reports

Unit OverviewIn this unit, you learn about the key evaluations concerning payroll.


� Display payroll results� Create a remuneration statement� Create a payroll account and a payroll journal� Execute reports for wage type evaluations

Unit ContentsLesson: Payroll Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Exercise 5: Payroll Reports ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85


Unit 5: Payroll Reports HR110

Lesson: Payroll Reports

Lesson Overview� Display Payroll Results� Remuneration Statement� Payroll Account and Payroll Journal� Wage Type Statement, Distribution, and Reporter


� Display payroll results� Create a remuneration statement� Create a payroll account and a payroll journal� Execute reports for wage type evaluations

Business Example� After each payroll run, the Payroll department sends each employee a

remuneration statement listing the individual payments and deductions.� In addition, further evaluations of the payroll results are carried out.

Various Evaluations

Figure 36: Overview - Views of the Payroll Results


HR110 Lesson: Payroll Reports

The payroll system allows different views of payroll results. These are describedin detail in the following unit.

The �X� in the report name stands for an international report. For example, �D� standsfor Germany and �U� stands for the USA.

Figure 37: Display Payroll Results

This international report enables you to display the payroll results. For Release 4.6Cand above, this report replaces the country-specific report RPCLSTRX. The newfunctions 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 viewthe contents.



Figure 38: 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 effectedduring a payroll run for an employee.

The remuneration statement is usually created after the payroll run, but beforepayment is effected. If you perform more than one payroll run in a period, youcan 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 formsyou want to use.

The SAP standard system also enables you to create personal or general notificationsfor your employees that are printed on the remuneration statement as additionalinformation. They can be standard texts, such as general information frommanagement or birthday greetings. You enter any additional information in theNotifications infotype (0128).



Figure 39: Payroll Account and Payroll Journal

The SAP System enables you to create payroll accounts for your employees. Apayroll account contains tables of payroll data for one or more employees for one ormore periods. Just like the payroll form, the payroll account is created on the basis ofthe existing payroll results. This means that you can create the payroll account at anytime and as often as required. A payroll account is usually created at the end of theyear. 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 informationon payroll results, and to access a remuneration statement directly from the payrollaccount display screen. By double-clicking on the payroll results for a period, youaccess the corresponding remuneration statement. To create the payroll account,choose 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. Apayroll journal is usually created at the end of a period. To create the payroll journal,choose Human Resources→ Payroll→ <your country>→ Information System→Organizational Unit→ Payroll Journal.



Figure 40: Wage Type Evaluations

The wage type reporter is a flexible tool for wage type evaluations. In the future, itwill replace the wage type statement and the wage type distribution. You can displaywage types for a specific period with in-period or for-period views. The evaluationcan be formatted using the list viewer and exported to an Excel file. To access thewage type reporter, choose Human Resources→ Payroll→ <your country>→Information System→ Wage Types→ Wage Type Reporter.

Payroll Infotypes and Ad Hoc Query

Figure 41: Evaluation of Payroll Results

HR reporting tools, such as the Ad Hoc Query and SAP Query, enable you toperform simple evaluations for selected payroll results. By configuring an infotypein Customizing, you can access payroll results for employees. Apart form payrollinfotypes 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, andFor-period. You can use Customizing to define all other fields.



Figure 42: Ad Hoc Query

The Ad Hoc Query is a simple and powerful aid for evaluating data from HumanResources 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 ResourcesManagement.

The Ad Hoc Query can be used for both master data and recruitment.

Summary

� 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



Exercise 5: Payroll Reports

Exercise ObjectivesAfter completing this exercise, you will be able to:� Display the payroll results� Work with the remuneration statement� Work with the payroll journal and other reports

Business ExampleAfter each payroll run, the employee receives a statement showing his or her paymentsand deductions. In this exercise you create the remuneration statement and run otherreports to evaluate the payroll results.


1. Review the payroll results for employee 110991##. Look in the results table tosee what the total gross amount is for your employee.

Total gross amount: ___________________

2. Display the remuneration statement for the employees in your payroll area 60 +## for the current payroll period using the form XF01.

3. Display the payroll account for your employee 110991## in payroll area 60 +## for the current payroll period using form XK01.

4. Display the payroll journal for the employees in your payroll area 60 + ## for thecurrent payroll period.

5. Use the wage type reporter to display the amount of the monthly salary wagetype M020 which was paid out in total for this period (01) for the employeesin your payroll area 60 + ##.

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 andCurrency.

Total monthly salary M020 paid out:

__________________________



Solution 5: Payroll ReportsTask:You are to find solutions for the following tasks:

1. Review the payroll results for employee 110991##. Look in the results table tosee what the total gross amount is for your employee.

Total gross amount: ___________________

a) SAP Menu: Human Resources→ Payroll→ International→ Tools→Display Payroll Results


Choose Enter.

By double clicking on the line of the corresponding payroll result youaccess the payroll table overview. Choose the Results Table (RT) by doubleclicking on it and read the total gross amount for the employee from there(wage type /101).


2. Display the remuneration statement for the employees in your payroll area 60 +## for the current payroll period using the form XF01.

a) SAP Menu: Human Resources→ Payroll→ International→ Payroll→Remuneration Statement.

Make sure that you enter your payroll area 60 + ## under sectionsPayrollArea and Selection. Mark Current period and enter the form XF01 inthe Form name field.

Choose Execute.

Review the remuneration statement and return to SAP standard menu.




3. Display the payroll account for your employee 110991## in payroll area 60 +## for the current payroll period using form XK01.

a) SAP Menu: Human Resources→ Payroll→ International→ InformationSystem→ Employee→ Payroll Account.

Choose the Payroll period pushbutton. Make sure that you enter yourpayroll area 60 + ## under both sectionsPayroll Area and Selection. SelectCurrent period and enter personnel number 110991##.

Enter form XK01 as the form for the payroll account.

Choose Execute.

Review the form and return to the SAP standard menu.

4. Display the payroll journal for the employees in your payroll area 60 + ## for thecurrent payroll period.

a) SAP Menu: Human Resources→ Payroll→ International→ InformationSystem→ Organizational Unit→ Payroll Journal.

Choose the Payroll period pushbutton and make sure that you enter yourpayroll area 60 + ## under both sectionsPayroll Area and Selection. SelectCurrent period.

Choose Execute.

Review the form and return to the SAP standard menu.

5. Use the wage type reporter to display the amount of the monthly salary wagetype M020 which was paid out in total for this period (01) for the employeesin your payroll area 60 + ##.

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 andCurrency.

Total monthly salary M020 paid out:




__________________________

a) SAP Menu: Human Resources→ Payroll→ International→ InformationSystem→ Wage Type→ Wage Type Reporter.

Enter the start and end of the current month as the period, and enterM020 (Monthly Salary) as the wage type. Make sure that the payrollarea 60 + ## is selected.

Choose Execute.

To format the list, choose Settings→ Layout→ Change from the menu andselect all the columns that you want to hide. That is, all columns exceptWage type, Wage type text, For-period payroll, Amount, and Currency.

Choose the Hide selected fields arrow key. This moves all the selectedfields to the Hidden Fields area.

Select the Transfer button.

Read the total amount of wage type M020 and return to the SAP standardmenu.



Lesson Summary

You should now be able to:� Display payroll results� Create a remuneration statement� Create a payroll account and a payroll journal� Execute reports for wage type evaluations


Unit Summary HR110

Unit SummaryYou should now be able to:� Display payroll results� Create a remuneration statement� Create a payroll account and a payroll journal� Execute reports for wage type evaluations


Unit 6Posting Payroll Results to Accounting

Unit OverviewIn this unit, you learn about the steps involved in posting payroll results to accounting.


� Describe posting to accounting in a business context� Post payroll results� Check the posting� Reverse incorrect postings

Unit ContentsLesson: Posting Payroll Results to Accounting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Exercise 6: Posting Payroll Results to Accounting.. . . . . . . . . . . . . . . . . . . . . . . . 113


Unit 6: Posting Payroll Results to Accounting HR110

Lesson: Posting Payroll Results to Accounting

Lesson Overview� Create documents� Checking documents� Releasing and posting documents� Reversing documents� Integration with other subsequent activities


� Describe posting to accounting in a business context� Post payroll results� Check the posting� Reverse incorrect postings

Business Example� After payroll has run successfully, the payroll results must be transferred 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 monitored.


HR110 Lesson: Posting Payroll Results to Accounting

General Information

Figure 43: Components Involved

Payroll Posting groups the payroll results that are relevant for Accounting intodocuments, and posts them to the Accounting components.

Figure 44: Overview - Posting to Accounting

Posting payroll results to Accounting is one of the subsequent activities performedafter a successful payroll run. It usually takes place once each payroll period. Whenthe results are posted to Accounting, all posting information is selected from thepayroll results, summarized, formatted, and posted to the integrated accountingcomponent.



The Financial Accounting department is interested in the flow of payments. Thepayments are posted according to the type or identity of payee, and due date of thepayment. Financial accounting also provides an overview of resource allocationwithin the enterprise.

The Cost Accounting department is interested in the classification of costs accordingto type (cost center = G/L account) and the assignment to cost centers or other accountassignment objects (additional account assignment).

Figure 45: Posting Information Stored in Master Data

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 theRecurring Payments and Deductions, Additional Payments and RemunerationStatements infotypes.



Figure 46: Posting Information in the Payroll Results

Each employee�s payroll result contains different wage types that are relevant toAccounting:

� Wage types such as standard salary, bonuses, and overtime represent expensesfor 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 theemployer�s payables to the employee, the tax office, and so on, and are posted ascredits to a corresponding payables account.

� In addition, there are wage types such as the employer�s health insurancecontribution, which represents an expense for the enterprise and, at the sametime, a payable to the social insurance agency. For this reason, such wage typesare posted to two accounts: once debited as an expense, and once credited as apayable.

Figure 47: 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 assignmentinformation.

After you have run payroll, you can post the results to Accounting.

This process is completed with the posting to Financial Accounting (FI) and reworkingin Cost Center Accounting (CO).

Posting ProcessPosting Process

� Create documents� Check documents� Delete documents or post additional employees as 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 recreatethe summarized information contained in the posting document. This is useful ifa revision is necessary.



Figure 48: Execute Posting Run

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 FI tables and theposting information in master data to determine whether they exist and whether theyare consistent.

In a test run, the system checks only whether the balance of expenses and payablesis zero, as it should be.

When you choose Execute Run for a productive run, the system performs thefollowing 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



Figure 49: Execute Run - Selection Screen

Enter the payroll area and the period. The sequence of evaluations for postingto accounting should correspond to the sequence of payroll periods. It is usuallysufficient 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 herecorrespond to those for the corresponding payroll runs.

In the "Document Creation" section, specify that you want to create a postingdocument for a live posting run.

� You can only run a live posting run once per personnel number and per payrollperiod. If you want to repeat a live posting run, you must first delete the existingrun.

� However, you can simulate a posting run for the same personnel numbers inthe same period as often as required.

Enter a posting variant. You create posting variants in Customizing for Reporting forPosting Payroll Results to Accounting.



Figure 50: Posting Run Log

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. creationline, you access the document overview screen.



Figure 51: Document Analysis: Overview

You access the Posting Run Overview screen by choosing Edit Posting Run. Hereyou also obtain an overview of the documents. You can also access the documentoverview from the log by choosing the Document Overview button or by doubleclicking the Document Creation line.

The individual levels are explained in more detail in the following slides.



Figure 52: Display Posting Runs

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 errorhas 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→ Details.

The standard system only displays the posting runs that have been created and not yetposted. You can use a filter (choose Edit→ Filter) to change the display criteria forthe list of posting runs. For example, you can display all posting runs, or posting runsthat have been deleted.



Figure 53: Document Overview

To display a list of posting documents, double-click on a posting run. For eachdocument you can perform the following activities, which are described in moredetail 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).



Figure 54: Ref a) Display Posting Document

You can display the line items of the posting document by double clicking a postingdocument.

Figure 55: Auditing Information on the Posting Document



Branch to auditing information on the posting document. That is, view the underlyingwage types.

Figure 56: Payroll Result and Posted Amounts

If you double-click an item, or select one and press the Details button, you obtaininformation on the payroll results.



Figure 57: Ref. b) Releasing a Document

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 nowhas the status �All documents released�.



Figure 58: Posting a Run

The �Release Posting Documents� step has been performed successfully for allposting 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 transferredto Financial Accounting or Cost Center Accounting, and if required, to FundsManagement, 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.



Figure 59: Ref. c) Displaying Accounting Documents

Posting of the payroll results to Accounting has been performed successfully withinthe HR component.

The following activities have still to be carried out in Financial Accounting after thepayroll 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 recalculationdifference.

This functionality is supported only in an integrated system.



Figure 60: Displaying the Resulting FI Document

You can access Financial Accounting documents directly.

Figure 61: Displaying the Resulting CO Document

You can access the Controlling documents directly.



Figure 62: Completeness Check

You use the completeness check to determine:

� Whether payroll results that have not been selected were generated in theselection period

� Whether posting runs that do not yet have the status Documents posted exist

Figure 63: Reversing a Posting Run



If you discover, after the documents have been posted successfully, that the dataposted contains errors, you can reverse the documents for the corresponding postingrun. To do this, display all your posting runs (choose Edit -→ Delete filter) and chooseEdit→ Reversal→ Reverse documents. When you reverse a document, a reversaldocument is created for every original document of the posting run.

Result of reversal: Reversal documents are created that contain all the line items ofthe original documents with reversed signs. The original documents and the reversaldocuments are administered by the same posting run. The reversal documents aretransferred to Accounting, where they are posted. The original, incorrect postingis then deleted. All flags are removed from the payroll results in question. Thecorresponding indices are deleted. Links to the corresponding original documentsare entered in the reversal documents. You can see these links when you show theReversal Documents column from the document list.

Subsequent Activities

Figure 64: Integration with other Subsequent Activities



Figure 65: Posting in Financial Accounting

Within Payroll, expenses are generated, which have corresponding payables. Theseexpenses and payables are posted within Financial Accounting. For example:

� Wages and salaries (2,950.00) are posted to the Salaries Payable (2,600.00)and Taxes Payable (350.00) accounts.

In addition to posting expenses and payables, the correct amount must also be paidto the employees, to the tax office, and to other payees. These payments must alsobe documented within Accounting. Posting must be performed to credit the payablesaccount and debit the bank account. Depending on the transaction, payment eithertakes place automatically or manually. For example:

� Wages and salaries payable (2,600.00) to the Bank Clearing Account (2,600.00)� Taxes payable (350.00) to the Bank Clearing account (350.00).

If all subsequent activities have been performed successfully, the payables accountsare then balanced.

Summary

� 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.



Exercise 6: Posting Payroll Results toAccounting

Exercise ObjectivesAfter completing this exercise, you will be able to:� Transfer the payroll results to Accounting

Business ExampleIt is now the end of the payroll period and the payroll results must be posted toAccounting. To do this, you have to create a posting run, edit and release the postingrun, and check the completeness of the posting run for the employees in your payrollarea.


1. Carry out a simulation of the posting run for the current period and for thepayroll area 60 + ## before exiting payroll. Display the log.

2. Choose the Document Overview button from the log. Analyze the postingdocuments by double-clicking an individual line.

3. After you have checked that the documents are correct, exit payroll for yourpayroll area 60 + ##.

4. Create a live posting run for payroll area 60 + ## and the current period. Makea note of your posting run number:

____________________________

5. Now edit (view) your posting run: Check your documents again and then releasethe posting document.

6. After you have released the document, post the posting run.

7. Display the following documents: Accounting document and Cost Accountingdocument.



Solution 6: Posting Payroll Results toAccountingTask:You are to find solutions for the following tasks:

1. Carry out a simulation of the posting run for the current period and for thepayroll area 60 + ## before exiting payroll. Display the log.

a) SAP Menu: Human Resources→ Payroll→ International→ SubsequentActivities→ Per Payroll Period→ Posting to Accounting→ CreatePosting Run.

Ensure that the Payroll Area 60+ ## is entered under Payroll Period andSelection and that under Run Attributes the Type of Document Creationfield contains the value S (simulation run).

Set the Output log indicator.

Choose Execute.

Review the log statistics to check that all employees were processedsuccessfully (error-free).

2. Choose the Document Overview button from the log. Analyze the postingdocuments by double-clicking an individual line.

a) Select the Document Overview button.

Double-click on your document to access the individual document lineitems of the posting document. Double-click on the individual documentline items for the revision information for the posting document, that is, thewage type view. Then, double-click again to return to the payroll results.Repeat this procedure to check the rest of your documents.


3. After you have checked that the documents are correct, exit payroll for yourpayroll area 60 + ##.

a) Set the payroll status to Exit Payroll by selecting the SAP Menu: HumanResources→ Payroll→ International→ Payroll→ Exit Payroll.

Select Yes in the Exit Payroll for Payroll area 60 + ## dialog box.

4. Create a live posting run for payroll area 60 + ## and the current period. Makea note of your posting run number:




____________________________

a) SAP Menu: Human Resources→ Payroll→ International→ SubsequentActivities→ Per Payroll Period→ Posting to Accounting→ CreatePosting Run.

Make sure you enter the Payroll area 60 + ## under Payroll period andSelection.

Enter the value P (live posting run) in the Type of document creationfield under Run Attributes.

Choose Execute.

Make a note of your posting run number: ________________________


5. Now edit (view) your posting run: Check your documents again and then releasethe posting document.

a) SAP Menu: Human Resources→ Payroll→ International→ SubsequentActivities→ Per Payroll Period→ Posting to Accounting→ Edit PostingRun.

To check the documents again, double-click on your posting run. Youaccess the document overview. Double-click on a document to view theindividual document line items. Double-click on the individual documentline items for the revision information for the posting document, that is, thewage 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 documentoverview.

Select your posting document that was created in the posting run.

Choose Edit→ Release document.

Select Yes in the Release document(s) dialog box.

Your document now has the status Released.

Choose Back to access the Display posting runs view.




6. After you have released the document, post the posting run.

a) You are in the Display posting runs view: SAP Menu: Human Resources→ Payroll→ International→ Subsequent Activities→ Per Payroll Period→ Posting to Accounting→ 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.

Select Immediately in the Post documents dialog box.

As confirmation the system displays a screen with the following title:Posting to Accounting: Trigger Posting.

Choose Back to access the Display posting runs view. If your posting runis not listed, choose Edit→ Filter→ Delete filter.

Your posting run should now have the status Documents Posted.

7. Display the following documents: Accounting document and Cost Accountingdocument.

a) You are in the Display posting runs view: SAP Menu: Human Resources→ Payroll→ International→ Subsequent Activities→ Per Payroll Period→ Posting to Accounting→ 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 statusDocuments posted.

Choose Goto→ Document overview.

Select your document.

Choose Goto→ Accounting documents.

Double-click on the document type you desire, for example, accountingdocument.

Review the document.

When you choose Back the same dialog box appears again, and you canselect cost accounting documents.

After you have checked the document types, return to the SAP standardmenu.



Lesson Summary

You should now be able to:� Describe posting to accounting in a business context� Post payroll results� Check the posting� Reverse incorrect postings


Unit Summary HR110

Unit SummaryYou should now be able to:� Describe posting to accounting in a business context� Post payroll results� Check the posting� Reverse incorrect postings


Unit 7Bank Transfers and Check Processing

Unit OverviewIn this unit, you learn how bank transfers and checks are generated.


� Explain how a bank transfer is generated� Explain how a check is generated

Unit ContentsLesson: Bank Transfers and Check Processing ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Exercise 7: Bank Transfers and Check Processing... . . . . . . . . . . . . . . . . . . . . .129


Unit 7: Bank Transfers and Check Processing HR110

Lesson: Bank Transfers and Check Processing

Lesson Overview� Bank transfer� Payment by check


� Explain how a bank transfer is generated� Explain how a check is generated

Business Example� 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.

Generating Checks/Bank Transfers

Figure 66: Generating Checks/Bank Transfers


HR110 Lesson: Bank Transfers and Check Processing

The data entered in the Bank Details infotype (0009) determines whether a check orbank transfer is generated. The Payment Method field determines whether payment ismade 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 bankaccounts, you must enter infotype 0009 again using subtype 1 (Other bank).

When subtype 1 is used (Other bank), you must specify the percentage of the salaryor the fixed amount to be transferred to this bank. The remaining amount is thentransferred to the main bank.

Figure 67: Overview - Bank Transfer and Check Printing

The Preliminary Program for Data Medium Exchange generates a temporary datasetthat is used as input for the Data Medium Exchange program. This report creates a filethat complies with the banking regulations for DME by disk, and contains all paymentinformation. Checks can also be generated based on the preliminary program.



Figure 68: Preliminary DME Program

You generate the bank transfers in two steps. In the first step you execute thePreliminary Program for Data Medium Exchange. This is used to select data fromthe payroll results to create the transfer. 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 alsoadvantageous to note the date.



Figure 69: Generating Bank Transfers

The program used to generate bank transfers is country-specific and is not availablefor every country. You find it in the SAP menu for Payroll for your country underthe 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.

Figure 70: Generating Checks



The program used to generate checks (Report RFFOUS_C) is not available for everycountry in the menu (it is available, for example, for the USA and Canada). You findit 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 programso that this data can be used for the checks.

Figure 71: Repeating a Run

When repeating a Preliminary Program DME run, enter the date and time of the runyou wish to repeat in the Repeat Run: Date and Time fields. In this way, you select thedata 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 therecords flagged with the given date and time should be selected in a repeat run, oralso those that have not been flagged.

For you this means: If the Preliminary Program DME run is repeated after aninterruption in the program, then you must fill out the Repeat Run: Date and Timefields to identify the run to be repeated. When you repeat an interrupted run, youwant to mark those records that were already selected during the interrupted run aswell as those which have not yet been marked, therefore do not select the FlaggedRecords Only parameter.



Advance Payments

Figure 72: Qualified Advance Payment

Application area:

You would like to run payroll for, and remunerate, part of the employee�s pay duringthe current period. This will usually be the employee�s basic pay. You would like torun payroll for, and remunerate, bonuses for overtime or leave compensation at alater date.

Note:

On starting the Preliminary Program DME, you must flag the Set Flag for Transfersparameter. In the second payroll run this determines the difference between the currentemployee 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 preliminaryprogram DME. If, in the second payroll run, the system identifies that the currentemployee payment is greater than the amount already paid, then the difference will bestored 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 secondpayroll run.



Figure 73: Advance Payments from Master Data

Application area:

With the help of the advance payment from master data (formerly referred to asan unqualified advance payment), you can transfer the wage types you enteredin the External Bank Transfers (0011), Recurring Payments/Deductions, (0014)or Additional Payments (0015) infotypes without running payroll. The statutorydeductions are only calculated in the payroll run for the subsequent month. Theprogram can be found via the following menu path: Payroll→ Your country→Subsequent activities→ Period independent→ Reporting. The Program name isRPCDTBX0 where X can be substituted by the country code (e.g. D for Germany).

Note:

On starting the advance payment, select the Set Flag for Transfers parameter. Thismarks 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 infotypes0014 and 0015, must be coded in such a way that the amount will not be paid again inthe next payroll run, and will be considered as having been paid already. Dependingon the contents, the wage type must reduce the payment amount in the payroll run andmust not be included in the payment amount.

Wage types that you pay as advance payments from master data from infotype 0011are marked as already paid in the subsequent payroll run when they are transferredto the bank transactions table. This means that the amount is not paid a second timewhen the salary is paid. A prerequisite is, of course, that the Set Flag for Transfersparameter is selected when you start the advance payment.



Summary

� The Preliminary Program for Data Medium Exchange creates a temporarydata set from the payroll data. Based on this, bank transfers and checks canbe generated.

� Bank transfers are effected using the DME program (data medium exchangeprogram), which creates files according to bank regulations.

� Furthermore, you can generate checks for your employee, which debit thecompany account.



Exercise 7: Bank Transfers and CheckProcessing

Exercise ObjectivesAfter completing this exercise, you will be able to:� Generate bank transfers and checks

Business ExampleThe employees at your company must be paid. They either receive their paymentsdirectly in their bank account by means of bank transfer or they receive a check.

Task:Perform a bank transfer or check processing for your employee in payroll area 60 + ##for the current payroll period.

1. First run the Pre.Program DME as a test run and analyze the log. Then runthe Pre.Program DME as a live run. Make sure that the Set flag for transfersindicator is selected. Make a note of the program run date and the DME runidentification feature, which is displayed under the program run date on theresults screen.

Program run date: ________________________________

DME run identification feature: _____________________________

2. Display the payroll results for your employees in payroll area 60 + ##. Check theBT table (table of the payment information) where the date and time is stored.

Hint: This information was stored because you selected the Set flag fortransfers indicator.

3. Where in the SAP menu, under Payroll for your country, can you find theprogram to carry out bank transfers or check processing?

Hint: You must switch to the payroll menu for your country because thepayment medium program is country-specific.

The menu path is:

_________________________________________________________



Solution 7: Bank Transfers and CheckProcessingTask:Perform a bank transfer or check processing for your employee in payroll area 60 + ##for the current payroll period.

1. First run the Pre.Program DME as a test run and analyze the log. Then runthe Pre.Program DME as a live run. Make sure that the Set flag for transfersindicator is selected. Make a note of the program run date and the DME runidentification feature, which is displayed under the program run date on theresults screen.

Program run date: ________________________________

DME run identification feature: _____________________________

a) SAP Menu: Human Resources→ Payroll→ International→ Payroll→Bank Transfer→ Pre.Program DME.

Make sure that Payroll area 60 + ## is entered under both sectionsPayrollperiod and Selection. Set the test indicator and choose Execute. Analyzethe log.

Go back a step and run the Pre. program DME again but remove thetest indicator. Be sure to record the Program run date and DME runidentification number above





2. Display the payroll results for your employees in payroll area 60 + ##. Check theBT table (table of the payment information) where the date and time is stored.

Hint: This information was stored because you selected the Set flag fortransfers indicator.


Enter your personnel numbers 110991## and 110992## using the Multipleselection button, and choose Enter. Click on a personnel number in thePersonnel numbers selected area, and then double-click on the last line ofthe payroll results. Double-click on the BT table (Payment Information),where you can read the date and time stampswhich correspond to therun identifier. Choose Back and repeat this procedure for the secondpersonnel number.

3. Where in the SAP menu, under Payroll for your country, can you find theprogram to carry out bank transfers or check processing?

Hint: You must switch to the payroll menu for your country because thepayment medium program is country-specific.

The menu path is:




_________________________________________________________

a) To find the program to carry out bank transfers and check processing foryour 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 Germany-specificprogram Payroll Transfer First DME would be:

Enter the Program Run Date and enter the DME run identification featureyou noted above as the Identification Feature.

Enter CABB as the paying company code, and enter U as the paymentmethod.

Under Print Control only select the fields Data Medium Exchange andPrint Payment Summary, and select a printer.

Choose Execute.

You can display the individual objects by double-clicking them. To seemore of the DME contents list, select the appropriate object and chooseDisplay DME Content.

To display the attributes choose Extras→ Data Medium Attributes orBank Transaction Attributes.




Lesson Summary

You should now be able to:� Explain how a bank transfer is generated� Explain how a check is generated


Unit Summary HR110

Unit SummaryYou should now be able to:� Explain how a bank transfer is generated� Explain how a check is generated


Unit 8Process Model

Unit OverviewIn this unit, you learn about a way of using the process model to have payroll run asa background process.

The structure of an existing process model is changed and additional process stepsadded to it.


� Add steps and breakpoints to a process model� Start and monitor a process

Unit ContentsLesson: Process Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136

Exercise 8: Process Model � OPTIONAL ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145


Unit 8: Process Model HR110

Lesson: Process Model

Lesson Overview� The process model as a possible method for background processing� Process steps and breakpoints� Processes based on process models


� Add steps and breakpoints to a process model� Start and monitor a process

Business Example� After you have run payroll and all the subsequent activities in online mode

and have understood the individual steps, you now want to run payroll in abackground process.

� The process model enables you to schedule payroll jobs and subsequent activities.

Payroll in a Background Operation

Figure 74: Payroll in a Background Operation

You can use the payroll calendar to create payroll jobs and follow the way they areexecuted. The payroll jobs are grouped into tasks according to payroll areas. Thescope of functions contains a calendar where you can mark one or several dates, forexample, and display the tasks scheduled.


HR110 Lesson: Process Model

If you want to run payroll for a large number of personnel numbers in a payrollperiod, you can split it into several background jobs using report RPCSC000. Thesystem 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 abackground job, or the number of background jobs that should be created. ReportRPCSC000 selects the personnel numbers for which payroll should be run from thedatabase, and groups them in background jobs. You can release every background jobindividually or you can release them all at once.

You can use the function System→ Services→ Jobs→ Define Job to define a singlejob, or a series of jobs.

The process model is explained in more detail below.

Process Model: Overview and AdvantagesProcess Model - Advantages

� You can easily monitor 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.



Figure 75: Overview � Process Model and Process

The process model is used to control the payroll process and the subsequentevaluation programs. The programs are processed in a specific sequence. You findthe process model in the payroll menu for your country under Tools→ Customizing→ Tools→ Maintain Process Model. Copy a process model delivered by SAP foryour country, and adjust it to meet your requirements.

Process models are used as a basis for carrying out processes. That means, everyprocess is created using a process model and is given a unique process number. Aprocess is therefore the concrete execution of the process steps specified in the processmodel (that is, programs) taking into consideration the defined breakpoints. You findthe 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 placein the process model. The graphical interface, the process model maintenance and theHR Process Workbench make its purpose easier to understand.

If a process model is used regularly, you create a new process model every time. Forexample, every month you use the same process model to develop the payroll run, thebank transfer to the employee and the form printing. You create a new process forevery month using this process model - in December you might possibly use a differentprocess model that contains additional evaluation reports for the end of the year.



Elements of the Process Model

Figure 76: Elements of a Process Model

A process model is composed of programs that run in a specific sequence, and ofbreakpoints that interrupt and monitor 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.

As of SAP Enterprise you can also use a wait point. You use this, for example, if youwant to make the processing of the next point dependent on an external event, or if aprocess step should only start if another process step is being run in different branch.



Figure 77: The Process Step and its Attributes

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. Youcan assign as many programs as you want to a program category.

� Program Name: Program that 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 packagesof 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 shouldreceive a mail).



Figure 78: Breakpoint between Steps

You can display the attributes of a breakpoint by marking a breakpoint and choosingEdit→ Select.

The following types of breakpoint are available for the process model:

� Unconditional breakpoint: When this breakpoint is reached the process isalways interrupted.

� Conditional breakpoint: The process is only interrupted when it reaches acertain percentage of incorrect personnel numbers.

� Variable breakpoint: A self-defined function module is used to decide whetherthe 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.



Figure 79: Conditional Breakpoint - An Example

A conditional breakpoint contains parameters which determine whether the process isto be continued or not. For example, the process can continue if 80% of the employeerecords are correct. If less than 80% of the employee records are correct then theprocess is stopped.

Monitoring and Repeating a Process

Figure 80: Monitoring HR Processes



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. Completedprocesses are locked so that no changes can be made. They can, however, still bedisplayed so that the process history can be followed.

Processes can be administered and monitored using the HR Process Workbench. Youfind 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 numberpackages are available to control processing. You find these in the HR ProcessWorkbench menu under Goto.

� Additional information: You use status display to control the processing statusof a process and the status of the personnel numbers. The status of a processis displayed in terms of process, process step, run and package. The statusof a personnel number can be displayed at all process levels. Only correctlyprocessed personnel numbers are transferred from one process step to another.

� Job overview: The job overview gives you information on the date and timewhen 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 theprogram output of individual steps at the package level.

Figure 81: Repeating a Process

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 isguaranteed).

Summary

� You have become familiar with the process model as a method of backgroundprocessing

� You can now copy and edit a process model� You can create, execute and administer processes that are based on a process

model



Exercise 8: Process Model � OPTIONAL

Exercise ObjectivesAfter completing this exercise, you will be able to:� Copy and existing process model� Edit the process model� Create and administer a process

Business ExampleYou have already run payroll for period 01 in dialog mode and now want to runpayroll for the next period using the process model. The process model, a methodof background processing, enables you to define the sequence of the program runwhich is then processed by the system.

Task 1:You are to find a solution for the following task:

1. Copy the process model ZHR110 to create your own process model with thename ZGR##.

Task 2:Edit your process model:

1. Add a conditional breakpoint after the process step Payroll and before theprocess step Execute posting run. The process should be stopped if some of thepersonnel numbers contained errors during the payroll run.

2. Add a new process step Print payroll journal after the step Print remunerationstatement. Select the international report RPCLJNX0. Enter HR110-## as thevariant which you then create.

3. Make sure that the person who starts the process (you) receives a mail when thePrint Form step is ended. Choose the text module HRPM _MSG _ENDED.Then save and activate your process model.


1. Release payroll for your payroll area ## for the next period, that is, period 02.





1. Create a process with the description Payroll group ## which is based on theprocess model you have just created.

Run your process immediately. Select your payroll area 60 + ## (Make sure youenter this under both Payroll period and Selection).

Continue to choose Refresh. React to the breakpoint after the simulation ofthe posting run: Exit payroll.

Use the spool list to display the program output for individual packages, forexample, for the remuneration statement.


1. If the process ran correctly, that is, if all the traffic lights are green, then lookat the mail in your inbox informing you that the remuneration statement wasprinted successfully.



Solution 8: Process Model � OPTIONALTask 1:You are to find a solution for the following task:

1. Copy the process model ZHR110 to create your own process model with thename ZGR##.

a) SAP Menu: Human Resources→ Payroll→ International→ Tools→Customizing Tools→ Maintain Process Model

Enter the process model ZHR110 and choose the button Copy. In thedialog box enter ZGR## as the description of your new target processmodel and choose Copy.

Task 2:Edit your process model:

1. Add a conditional breakpoint after the process step Payroll and before theprocess step Execute posting run. The process should be stopped if some of thepersonnel numbers contained errors during the payroll run.

a) You have the Maintenance of Process Models screen displayed:

SAP Menu: Human Resources→ Payroll→ International→ Tools→Customizing Tools→ Maintain Process Model

Enter the process model ZGR##. Choose Change.

On the right, under the screen area, you find the objects that can be inserted.Click on the Breakpoint or Interruption object.

Click on a free space in the display area.

Select Percentage rate in the dialog box but do not enter any otherpercentage. 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 aline from the preceding object (that is, the Payroll step) to the subsequentobject (that is, your new breakpoint). Now you have to use your cursorin the same way to draw another line from your new breakpoint to theprocess step Simulate posting run.

To exit editing mode, click on a free space in the display area.




2. Add a new process step Print payroll journal after the step Print remunerationstatement. Select the international report RPCLJNX0. Enter HR110-## as thevariant which you then create.

a) On the right, under the screen area, you find the objects that can be inserted.Click on the Program object.

Click on a free space in the display area.

In the dialog box enter Print payroll journal as the Text for step andProgram category. Choose the program RPCLJNX0 and enter HR110-##as the variant.

When you choose Continue, a warning message prompts you to create theprogram variant. Choose Create, confirm the dialog box by choosingContinue. Choose Payroll Period to enter the relevant values. Ensurethat your payroll area 60 + ## is entered under Payroll Period and underSelection and that the current period is selected as the payroll period.

Choose Back and then Save. On the next screen enter a description (forexample, Variant for process model). Choose Save and Back, and thenchoose Save again to return to theMaintenance of Process Models screen.

The object Print payroll journal appears in the display area and can beintegrated into the process model:

To do this choose Edit→ Nodes→ Connect. Use your cursor to draw a linefrom the preceding object (that is, the step Print remuneration statement) tothe subsequent object (that is, your new step Print payroll journal).

To exit editing mode, click on a free space in the display area.

3. Make sure that the person who starts the process (you) receives a mail when thePrint Form step is ended. Choose the text module HRPM _MSG _ENDED.Then save and activate your process model.

a) To arrange the communication, double-click on the step Print Form andchoose the tabstrip Communication. Select If a step has endedand thenmark Starter as the recipient. The communication type should be Senda mail.

Go to the tabstrip Text for mail and choose the text moduleHRPM_MSG_ENDED as Text for end of step. Choose Continue.

Save and Activate your process model and return to the SAP standardmenu.





1. Release payroll for your payroll area ## for the next period, that is, period 02.

a) Release payroll:

SAP Menu: Human Resources→ Payroll→ International→ Payroll→ Release Payroll.




1. Create a process with the description Payroll group ## which is based on theprocess model you have just created.

Run your process immediately. Select your payroll area 60 + ## (Make sure youenter this under both Payroll period and Selection).

Continue to choose Refresh. React to the breakpoint after the simulation ofthe posting run: Exit payroll.

Use the spool list to display the program output for individual packages, forexample, for the remuneration statement.

a) SAP Menu: Human Resources→ Payroll→ International→ Tools→ HRProcess Workbench

Choose Create and enter Payroll group ## as the Process text and enter themodel ZGR## you have just created as the Process model.

Choose Continue.

Start the process in the HR Process Workbench:

Mark the process you created and choose Start/Repeat. Then chooseImmediatewhen the dialog box appears. Make sure that, when selecting thepersonnel numbers, your payroll area 60 + ## is entered under both Payrollperiod and Selection, and that Current period is selected. Choose Execute.

To see the current editing status continue to choose Refresh and expand thelevels by clicking on the triangular icon.




If the simulation of the posting run does not contain errors, you react tothe conditional breakpoint after the process step Simulate posting run bysetting 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.

Select the process you created and choose Start/Repeat. Then chooseImmediate when the dialog box appears. Choose Execute.

To see the current editing status continue to choose Refresh and expand thelevels by clicking on the triangular icon.

To examine the program output for the individual packages more closely,select the appropriate package, for example the package for remunerationstatement (Print form), and choose Goto→ Spool list. In the overviewof the spool requests, select your spool request with the checkbox andthen choose Diplay contents.You should be able to view the remunerationstatements for both employees. Use the Back button to return to the HRProcess Workbench.

If you wish, Execute the remaining steps in the process model.

Select each step and choose Start/Repeat. Then choose Immediate whenthe dialog box appears. Choose Execute. To see the current editing statuscontinue to choose Refresh and expand the levels by clicking on thetriangular icon. If the process has run successfully, return to the SAPstandard menu.


1. If the process ran correctly, that is, if all the traffic lights are green, then lookat the mail in your inbox informing you that the remuneration statement wasprinted successfully.

a) In the SAP Menu, choose: Office→ Workplace. In your Inbox underUnread documents you should have received a mail informing you that theprocess step Print remuneration statement was carried out successfully.



Lesson Summary

You should now be able to:� Add steps and breakpoints to a process model� Start and monitor a process


Unit Summary HR110

Unit SummaryYou should now be able to:� Add steps and breakpoints to a process model� Start and monitor a process


Unit 9Problem-Solving Aids

Unit OverviewIn this unit, you learn about typical problems that may occur during payroll.

You also learn about the possible solutions for such cases.


� Find solutions for various problems in payroll

Unit ContentsLesson: Problem-Solving Aids .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154

Exercise 9: Problem-Solving Aids � OPTIONAL ... . . . . . . . . . . . . . . . . . . . . . . . .161


Unit 9: Problem-Solving Aids HR110

Lesson: Problem-Solving Aids

Lesson Overview� Delayed time recording sheets� Retroactive employee transfer� 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)


� Find solutions for various problems in payroll

Business Example� This lesson deals with typical problem areas which may occur from time to

time in the HR department.� In some cases the problems can be avoided from the outset.

Typical Problems in Payroll

Figure 82: Delayed Time Recording Sheets


HR110 Lesson: Problem-Solving Aids

Figure 83: Retroactive Employee Transfer

Within the SAP system, personal data and many table entries are given a start and enddate. This is necessary for calculations involving exact dates and also for performingretroactive accounting in previous periods.

You have completed the payroll run for the current period. When you make changesto payment-related data in the payroll past, you receive a notification that you arechanging data in the payroll past and that this will trigger retroactive accounting. Thismeans that payroll must be run for this period again with the current values. This isknown as retroactive accounting.

All of the periods for which you have completed and exited payroll constitute thepayroll past. If you maintain an infotype that is relevant to retroactive accounting, theEarliest MD Change field in the Payroll Status infotype (0003) is set to the start date ofthe changed infotype record. This ensures that retroactive accounting is automaticallytriggered up to this retroactive accounting date when the next payroll run is performed.

Figure 84: Change in payroll area



In many countries the payroll area is restricted in that it can only be changed at theend of a payroll period (for example, in Germany). If an employee changes employeesubgroup during a period, for example, from industrial to salaried employee, and anew payroll area is created, the payroll area cannot be changed immediately. Yourevaluations would otherwise be incorrect.

The system changes the payroll period automatically. You must maintain featureDFINF in such a way that the ABKRS feature (used to determine the default valuefor the payroll area) is imported again when the Organizational Assignment record iscopied, and that the payroll area is not copied from the previous record. Example:The employee changes payroll area on July 15. However, a change of payroll area isnot permitted until August 1. After you save the Organizational Assignment infotypecontaining the change in employee subgroup, the system automatically creates a newrecord containing the change in payroll area that is valid as of August 1.

Figure 85: Error Due to Missing Basic Pay Infotype

The Basic Pay infotype (0008) must not be delimited by a leaving action! The basicpayroll data must remain in the system. This is the only way of guaranteeing a correctretroactive accounting run, if one is necessary.



Figure 86: Error in Planned Working Time Infotype (0007)

An employee�s working times are stored in the system for each month. You accessthem by generating monthly work schedules.

Before you can run payroll for a period, the monthly work schedule must be generatedin the system.

A previous and subsequent period of a monthly work schedule should exist for eachperiod to be included in the payroll run.

Check the following Customizing activities: Personnel Time Management→ WorkSchedules→ Work Schedule Rules and Work Schedules→ Generate Work SchedulesManually or Generate Work Schedules in Batch.



Figure 87: Errors in Payroll Administration

If you want to go live with the SAP payroll system in January 2006, (period 01.2006for a monthly payroll area) the payroll control record for the corresponding payrollarea must be created in the system for 12.2005.

If the control record is incorrectly set to 01.2006, the system changes the payrollperiod to 02.2006 when the payroll is released. In this case you will be unable torun payroll for period 01.2006.

Procedure: Delete the old payroll control record and create a new one.



Partial-Period Factoring / Factoring

� Change in basic pay

� An employee has joined your company, but not on the first day of a period� An employee receives a pay raise in the middle of a period� An employee has left your company, but not on the last day of a period� An employee has one week of unpaid leave

� Organizational assignment

� An employee changes to another department and is therefore assigned toanother cost center. You want the cost centers involved to be debited forthe correct periods.

� Reducing recurring payments or additional payments

� An employee usually receives a transportation allowance, however he orshe has a three-week vacation. The transportation allowance is only paidfor the period during which the employee travels to work.

In payroll, factoring refers to the proportional calculation of periodical remuneration.Periodical remuneration comprises the wage types that an employee receives as basicpay, 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 iscalculated and multiplied by the assigned wage type.

Reductions are triggered, for example, by unpaid leave during a payroll period.

You can find detailed information about this topic in the HR400 course.



Summary

� Support for typical problem areas:

� Correcting payroll before exiting payroll� Automatic retroactive accounting recognition� Changing the payroll area within a period� Certain infotypes must not be delimited by the leaving action� Generate period work schedules before the payroll run� Create control record with the correct date� Perform factoring



Exercise 9: Problem-Solving Aids �OPTIONAL

Exercise ObjectivesAfter completing this exercise, you will be able to:� Grant a vacation bonus� Change basic pay

Business ExampleYou have already exited payroll for periods 01 and 02 and now want to run payroll forperiod 03. However, you still have to enter a vacation bonus for a payroll period in thepast, and have to grant an employee a pay increase during the current period.

Task 1:Record payment of a vacation bonus for a period for which payroll has already beenrun.

1. Use the Additional Payments infotype (0015) to give your employee 110991## avacation bonus (wage type 4000) with the value of �300.

2. Run payroll for your payroll area (60 + ##) for the current payroll period, period03. Choose the payroll schema X700.

3. Review the payroll results for employee 110991##. Compare the current andprevious results by looking more closely at the RT table.

Task 2:Create a pay increase in the middle of the month in the current payroll period.

1. In the Basic Pay infotype (0008), give your employee 110991## a pay increase tothe next pay scale group, effective from the middle of the current payroll period,that is, period 03. To do this, create a record of the Basic Pay infotype (0008) bycopying the existing infotype record.

Hint: The payroll area must be set to Released for Correction.

2. Run payroll again for your payroll area (60 + ##) for the current payroll period.Choose the payroll schema X700.




3. Review the payroll results for employee 110991##. In particular, check thecurrent payroll results for the current payroll period.



Solution 9: Problem-Solving Aids �OPTIONALTask 1:Record payment of a vacation bonus for a period for which payroll has already beenrun.

1. Use the Additional Payments infotype (0015) to give your employee 110991## avacation bonus (wage type 4000) with the value of �300.

a) SAP Menu: Human Resources → Personnel Management →Administration→ HR Master Data→ Maintain

Enter wage type 4000 (Vacation Bonus)with the amount �300 and the Firstof January this year as the date of origin. Choose Enter.

Note the warning Entry for payroll past (Retroactive accounting).

Save the data and return to the SAP standard menu.

2. Run payroll for your payroll area (60 + ##) for the current payroll period, period03. Choose the payroll schema X700.

a) Release payroll:



Start the payroll:

Payroll→ Start payroll

Make sure that payroll area 60 + ## is entered, Current period is selectedand that the flag is set for Display log. Change the schema from X000 toX700. Or, use the variant you created earlier in the course.

Choose Execute.

Review the log and return to the SAP standard menu.




3. Review the payroll results for employee 110991##. Compare the current andprevious results by looking more closely at the RT table.




Compare the last payroll result (indicator P) with the current payroll results(indicator A). Double-click on the corresponding line and then double-clickon Results Table (RT). Note that the vacation bonus is included in thecurrent results but not in the previous results.





Task 2:Create a pay increase in the middle of the month in the current payroll period.

1. In the Basic Pay infotype (0008), give your employee 110991## a pay increase tothe next pay scale group, effective from the middle of the current payroll period,that is, period 03. To do this, create a record of the Basic Pay infotype (0008) bycopying the existing infotype record.

Hint: The payroll area must be set to Released for Correction.

a) Make sure that your payroll area is set to Released for Correction:

SAP Menu: Human Resources→ Payroll→ International→ Payroll→ Corrections.



Copy the Basic Pay infotype record (0008) for employee 110991## thatmoves the employee to the next pay scale group (E04, Level 01). Makesure that the infotype record is valid from the middle of the current payrollperiod, that is, period 03.

Enter 110991## in the personnel no. field and 8 in the infotype field.Then choose Copy.

Change the start date to 03/15/YYYY and the PS Group to E04. Thenchoose Enter.

Save the data and return to the SAP standard menu.




2. Run payroll again for your payroll area (60 + ##) for the current payroll period.Choose the payroll schema X700.

a) Release payroll:



Start the payroll:

Payroll→ Start payroll

Make sure that payroll area 60 + ## is entered, Current period is selectedand that the Display log field is marked. Change the schema from X000 toX700. Or, use the variant you created earlier in the course.

Choose Execute.

Review the log and return to the SAP standard menu.

3. Review the payroll results for employee 110991##. In particular, check thecurrent payroll results for the current payroll period.




In particular, check the current payroll results for the current payroll period.Double-click on the corresponding line and then double-click on ResultsTable (RT). Note the split in the Monthly Salary wage type (M020).




Lesson Summary

You should now be able to:� Find solutions for various problems in payroll


Unit Summary HR110

Unit SummaryYou should now be able to:� Find solutions for various problems in payroll


HR110 Course Summary

Course SummaryYou should now be able to:

� Name the prerequisites for payroll� Describe, perform, and monitor the individual payroll process steps� Post payroll results to accounting� Trigger payment for employees� Solve the most important problems that occur during payroll yourself


Course Summary HR110


Appendix 1Appendix

� This section contains supplementary material that is only relevant for certaincountries.

� This material is not part of the standard course. Consequently, the instructormight not cover this material during the course presentation.

Off-Cycle Payroll

� Bonus payments� Correction runs� Regular payroll� Advance payments� Absence payment

You can use the off-cycle payroll function to run payroll for employees not includedin the regular payroll run. The payroll control record is not taken into considerationin off-cycle payroll. The settings in Customizing for payroll determine the off-cyclepayroll type that you can use.

If an employee is to receive a bonus payment, you perform off-cycle payroll andprocess the payment for the employee.

If an employee�s master or time data has changed you can trigger retroactiveaccounting and perform a correction run and payment.

If an employee was only hired shortly before the payroll date, with the result that theirdetails could not be entered in time, a regular periodic payroll can still be run for thisemployee. 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.


Appendix 1: Appendix HR110

If an employee leaves the company or is absent for several periods and is to receivethe money owed to him or her, you can run payroll in advance for several periodsusing an advance payment. The personnel number is only selected for the regularpayroll 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, yourun payroll for the period during which the absence occurs, using a daily settlement.

Figure 88: Off-Cycle Payroll Process

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 alreadybeen entered in the Absences infotype (2001) and that were permitted in Customizingfor 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 payrolltype. The system writes the reason for off-cycle payroll, the payment date, the payrolltype, and identifier to the Absences infotype (2001).

In the case of Advance Payments, the system proposes the periods for which youcan run payroll. This setting is made in Customizing for Payroll. If you pay severalperiods in advance, the system performs regular payroll for the last period that is to bepaid. 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 onepayment is made. The payroll control record is also not taken into consideration inthis type of payroll. The employee is only selected again for regular payroll in thelast payroll period.

In the case of bonus accounting, you have to enter a wage type that is permitted forinfotype 0267.


HR110 Appendix 1: Appendix

Off-Cycle Functions

� With the help of a new process model you can now start payroll for only thepersonnel numbers affected by a mass off-cycle payment in the One-TimePayments Off-Cycle infotype (0267).

� The process model ensures that the system only runs payroll for the employeeswho actually received a one-time payment. This means you do not have to runpayroll for the whole payroll area, as used to be the case.

� You can now use the Off-Cycle Workbench to run payroll for payments that youhave created in the Payroll Results Adjustment infotype (0221).

� This means that you can once again easily run payroll for Payroll ResultsAdjustments, as used to be the case with the Start Payroll function directlywhen maintaining the infotype.

Figure 89: Out-of-Sequence Checks



Figure 90: Out-of-Sequence Checks: Cumulations

Transferring Remuneration Statement as Payment Advice

� You can now use a new function in the Pre. DME Program to transfer theremuneration statement to a payment medium program as payment advice.

� The payment medium program creates the payment advice with SAPscriptdesign.

� This affects all employees who receive one or more payments by bank transferbut do not receive any payments by check.

� Even if the employee receives several payments by bank transfer, the systemcreates only one payment advice containing the remuneration statement.


HR110 Appendix 1: Appendix

Zero-Net Checks / Zero-Net Advices

� If an employee does not receive a salary payment in a payroll period, you cannow 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 thestandard payroll schemas for the USA and Canada.

� Function P9ZNC automatically reads the employee�s payment method from theBank Details infotype (0009). Depending on the payment method (check orbank transfer), the system decides whether the remuneration statement shouldbe printed on a zero-net check or a zero-net advice.

� We recommend that you use the Transferring Remuneration Statements asPayment Advice and Zero-Net Checks/ Zero-Net Advices functions together.


IndexAAd Hoc Query, 83Advance payment, 126Auditing information, 104BBreakpoints, 141CChange in payroll area, 156Check Result, 57Completeness Check, 109Conditional breakpoint, 141Control record, 37Controlling documents, 108Corrections, 57, 66DDate modifier, 37Deductions, 8Deviations from the workschedule, 24

Document Overview, 99EEdit Posting Run, 100Exit payroll, 57, 67Exit Payroll, 57Expenses, 95FFactoring, 159Fast entry, 25Financial Accountingdocuments, 108

GGenerating bank transfers, 123

Generating checks, 124HHiring Action, 23HR Process Workbench, 138JJobs, 137LLog, 62, 99MMatchcode W, 64OOverview of posting run, 100PPayables, 95Payroll account, 81Payroll area, 37�38Payroll journal, 81Payroll past, 11Payroll period, 39Payroll Periods, 37Payroll results, 79Payroll Simulation, 58Payroll status, 42Payroll Status Infotype, 42Period parameter, 37Personnel control record, 40Portal, 4Post documents, 106Posting document, 103Preliminary DME Program, 122Preliminary program for datamedium exchange, 121


Index HR110

Process, 138Process model, 138Process step, 139RRelease for correction, 57Release for payroll, 57Release Payroll, 57, 59Release the document, 105Remuneration Statement, 80Repeating a preliminaryprogram DME, 124

Repeating a Process, 144Retroactive Accounting, 11,155

Retroactive accounting limit, 45Reversal documents, 110

Reversing documents, 110Role, 5Run, 97, 101SStart Payroll, 57UUnconditional breakpoint, 141VVariable breakpoint, 141Wwage elements, 8Wage type reporter, 82Wait point, 139


FeedbackSAP AG has made every effort in the preparation of this course to ensure the accuracyand completeness of the materials. If you have any corrections or suggestions forimprovement, please record them in the appropriate place in the course evaluation.
