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Class Summary
SAP Human Capital Management (HCM) is also called SAP-HR. SAP HCM consists of
important sub-modules like Personnel Administration (PA), rgani!ational Management (M),"ime, Pa#roll all of $%ic% $ill be discussed in detail.
What should i know?
&amiliarit# $it% SAP ' is a plus. f #ou are an absolute beginner to SAP please take t%is basic
SAPcourse first.
What Will I Learn?
Master data management using infot#pes. Creating rgani!ational %ierarc%# along $it% *obs +positions. Attendance time processing, pa#roll processing and generating pa#slips, using reports.
Syllabus
All About Infotypes!
%at is an nfot#pe/
0 Ho$ to Create an nfot#pe
1 Ho$ to 2SP3A4 an nfot#pe
5 Ho$ to CHA6'7 an nfot#pe
8 Ho$ to CP4 an nfot#pe
9 Ho$ to 2737"7 an nfot#pe
: Ho$ to displa# ;7R;7 an nfot#pe
< &ast 7ntr#
Some More Infotype Information
= Ho$ to >ie$ all nfot#pes Sa>ed for an 7mplo#ee
? All About nfot#pe ???1 @ Pa#roll Status
"ime Constraints
Important Personnel Administration Topis
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0 SAP Personnel Actions
1 Ho$ to 2elete a Personnel 6umber
r"ani#ational Mana"ement
$irst Steps
5 Structures n SAP
8 b*ect "#pes , ;alidit# 2ates , nfot#pes
9 Relations%ips
: 7pert Mode
< Simple Mode
r"ani#ational %nits
= Ho$ to Create an rgani!ational nit
0? Ho$ to Create an rgani!ational nit $it%in eisting Structure
Positions
0 Ho$ to CR7A"7 a Position
00 Ho$ to CP4 a Position
01 Ho$ to 273M" a Position
05 dentif# a Position as Head of rg nit
08 Ho$ to assign a Bob + Cost Center to a Position
Time
About Time we disuss TIM&!
09 "ime 7>aluation 7ssentials
0: Ho$ "o Run "ime 7>aluation
0< Ho$ "o CH7C "ime 7>aluation Results
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Payroll
Important Conepts
0= >er>ie$ f Pa#roll Process
1? %at s Pa#roll Area and Period
1 Control Record
10 Ho$ to eecute Pa#roll
11 Ho$ "o C%eck Pa#roll Results
15 Ho$ to 2737"7 Pa#roll Results
Must know Payroll Information
18 Ho$ to 7ecute Pa#roll in Dackground
19 %at is ff C#cle Pa#roll
1: Ho$ to Audit Pa#roll
1< %at is MA"CHC27
1= "#pes of age"#pes in SAP
5? @age "#pe Reporter
Post Payroll'(un Ati)ities
5 Dank "ransfer
50 Ho$ to Create a Dank e#
51 Posting to 'eneral 3edger
55 All About Ad-Hoc Euer#
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What is Payroll Area and Payroll Period?
A >er# common confusion amongst beginners in SAP - HR is t%e concept be%indpa#roll area
and pa#roll period. 3ets eamine -
Pa#roll AreaF
"#picall# an organi!ation %a>e a >ariet# of emplo#ee t#pes $%o are paid at different pa#
freGuencies. &or eample, blue collar $orkers are paid $eekl#, $%ite collar emplo#ees
are paid mont%l# , part time emplo#ees are t#picall# paid bi-$eekl#.
Pa#roll Area groups emplo#ees toget%er on t%e same pa#roll run freGuenc# (semi-
mont%l#, mont%l#, etc.).
%en eecuting a pa#roll for a particular pa#roll area all emplo#ees belonging to t%at
pa#roll are processed. "%is a>oids t%e need for running pa#roll indi>iduall# for
emplo#ees $%o are paid at same freGuenc#
Pa#roll PeriodsF
Records of pa#roll run for earlier mont%s an emplo#ee are al$a#s stored for ta, audit
and retro purposes. Suppose t%e current mont% is ct 0?? and #ou $ant to refer to t%epa#roll results for t%e mont% of Ban 0?? for an emplo#ee $%o is paid on mont%l# basis.
t surel# is eas# to look for t%is data. Dut $%at if t%e emplo#ee is configured to be paid
e>er# = da#s and #ou $ant to kno$ $%at %is 9t% pa#slip, for t%e current financial #ear,looked like. Ho$ do #ou go about searc%ing for t%is data / ncon>enient isnt it / ell,
7nter Pa#roll Periods.
Pa#roll Periods represents t%e period for $%ic% regular pa#roll is run.
t is identified b# a period number and a pa#roll #ear.
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All About Payroll Control (eord
"%e Pa#roll Control Record defines t%e current pa#roll period and pa#roll past for retroacti>e
accounting.
t locks t%e SAP-HR Master 2ata against c%anges during a pa#roll run, $%ic% applies for
t%e pa#roll past and pa#roll present. C%anges t%at affect t%e future are still possible.
t defines t%e greatest earliest retroacti>e accounting period.
The Payroll Control (eord sreen is di)ided into * setions+
Pa#roll AreaF "%is section indicates t%e pa#roll area for $%ic% t%e pa#roll control record
is applicable for. &or eac% pa#roll area, onl# 67 Pa#roll Control Record can eist at a
time.
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Pa#roll StatusF "%is section indicates, $it% a green tick, at $%at stage a pa#roll run is
currentl# in. t also defines t%e current pa#roll period $it% eact dates and indicates %o$
man# times a pa#roll %as been run.
7arliest Retro Acctg PeriodF "%is section indicates t%e greatest earliest pa#roll period for
retroacti>e accounting.
3ast C%ange to Personnel Control RecordF "%is section indicates $%o triggered a c%ange
to t%e Pa#roll Control Record, $%en, and $%at c%ange occurred.
In the Payroll Control (eord sreen, you an use the followin" buttons+
Inorret Pers- .os+Click t%is button to get a list of emplo#ees in SAP HR , re*ected
during t%e last pa#roll run.
List Personnel .umbers+Click t%is button to get a list of emplo#ees included in t%e
pa#roll area.
Loked Pers- .os+Click t%is button to obtain a list of emplo#ees , in SAP HR locked out
of pa#roll in infot#pe ???1 (Pa#roll Status), %ence stopping t%e abilit# to eecute apa#roll run for t%em.
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inS%are
/ow to &0eute Payroll in SAP
Defore #ou proceed a%ead eecutingpa#roll , make sure t%at control record is set to releasedstatus in #our SAP s#stem
n t%e SAP command prompt , 7nter transaction PC??KM11KCA3C , $%ere 11L Molga of t%e
countr# for $%ic% #ou $ant to eecute pa#roll.
n t%e net SAP screen,
7nter Pa#roll Area
Select Current Period
4ou can also select ot%er period and run pa#roll for a period ot%er t%an t%e current period.
Select t%e correct Sc%ema
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nder 3og , &lag t%e 2isplay lo"c%eckbo.
nder Remuneration statement parameters
&or a SMA33 number of emplo#ees, tick t%e I2ispla# ;ariant Rem. StatementI field and
select t%e appropriate >ariant
&or a 3AR'7 number of emplo#ees, tick I6o Remuneration StatementI since t%ere is a
%ig% c%ance of a ADAPdump 7rror
Click 7ecute C%eck t%e 2isplay Lo" for t%e results of t%e Pa#roll Run. t gi>es summar# of
total number of emplo#ees run , emplo#ees in error and emplo#ees successful.
f #ou selected (emuneration statementin t%e pre>ious selection screen, #ou can >ie$ t%is b#
clicking on t%e $ormbutton.
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Remuneration Statement
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4ou can also run pa#roll in Simulation ("est Mode) using transaction
PC334M114CALC4SIM%( L Molga). "est Mode simulates t%e actual pa#roll run but doesnot update t%e pa#roll tables. t is %elpful in determining and correcting errors before #ou
perform actual (li>e) pa#roll run
/ow to Chek Payroll (esults usin" PC4PA5(&S%LT
%en eecuting apa#rollrun, #ou need to c%eck #our pa#roll results to ensure t%at emplo#ees
are paid correctl#. t s%ould be done an# time after #ou %a>e eecuted a Start Pa#roll, anddefinitel# before #ou eecute a bank transfer in #our SAP s#stem.
4ou can use t%e transaction PC4PA5(&S%LT , $%ic% displa#s all pa#roll related tables in SAP.
Salient &eatures of PC4PA5(&S%LTF-
t includes ustomer wa"etypesand tehnial wa"etypes.
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nce #ou eecuted a IStart Pa#rollI, pa#roll results are created for t%e selected
emplo#ees.
6o pa#roll results are created during a simulation.
4ou can onl# displa# pa#roll results for 67 particular emplo#ee at a time.
"#pe PC4PA5(&S%LTinto t%e SAP transaction code bo.
nder Seletion,
7nter t%e Personnel numberof t%e emplo#eeJs #ou $is% to >ie$ pa# results.
7nter t%e date#ou $is% to >ie$ all results from
Hit 7nter e#
n t%e Personnel .umbers Seletedsection
Clikon t%e personnel numberfor $%ic% #ou $ant to see pa#roll results
n t%e )er)iew of Payroll (esultssection, #ou can no$ see all pa#roll runs t%at %a>e been
eecuted for t%is emplo#ee, including an# pa#roll run caused b# retroacti>e accountingand off-
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c#cle pa#roll processing.
2ouble click on t%e Payroll resultsline tem for $%ic% #ou $ant to >ie$ t%e tables
2ouble click on t%e pa#roll program table #ou $ant to >ie$ (i.e., R", R"K, CR", D", etc.).
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"%e selected pa#roll program table for t%at particular pa#roll run $ill no$ be displa#ed.
inS%are
/ow to &0eute Payroll in 6ak"round
%en runningpa#rollfor large emplo#ee range it is ad>isable to process it in t%e background.
n SAP Command Prompt , 7nter "ransaction PC??KMKCA3C , $%ere L Molga of t%ecountr# for $%ic% #ou $ant to run t%e pa#roll.
7nter t%e Pa#roll Area and Pa#roll Sc%ema
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n SAP Menu Dar , Click
. Program
0. 7ecute in Dackground
n t%e SAP -utput 2e>ice 2ialog Do
. 7nter 2e>ice as 3C3 (local)
0. Click t%e c%eck mark
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An nformation message stating &ormat is set to K98K10 is s%o$n. Click C%eck Mark toproceed a%ead.
Click mmediate and t%en click t%e sa>e button so t%e *ob is sc%eduled instantaneousl#.
Alternati>el# #ou can also specif# a date and time to run t%e *ob.
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'o "o "ransaction SM1: to c%eck #our Bob.
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)er)iew of Payroll Proess in SAP
"%e follo$ing flo$ c%art gi>es depiction of t%e SAP HR pa#rollprocess along $it% t%e status
of t%e control record during eac% p%ase.
(eleased Payroll+
At t%is stage, t%e Pa#roll Control Record is set to IRelease for Pa#rollI.
Past and present HR Master 2ata is locked for t%ose particular emplo#ees. Ho$e>er
,future dated c%anges in master data are permitted in #our SAP s#stem.
f t%e pa#roll is released from t%e I7itI stage, t%e s#stem rolls into t%e net pa#roll
period, increases t%e pa#roll area period number b# in t%e Pa#roll Control Record (for
eample, from period ?J0??< to ?0J0??
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4ou s%ould make appropriate corrections to fi t%e pa#roll errors.
nce #ou %a>e made t%e appropriate corrections, #ou need to (elease Payrolland Start
Payrollusing MathodeW, $%ic% $ill onl# select t%e emplo#ees t%at $ere re*ected
during t%e pre>ious pa#roll run.
4ou can c#cle bet$een t%e ICorrectionsI and IReleased Pa#rollI stages as man# times asnecessar#.
&0it Payroll+
At t%is stage, t%e Pa#roll Control Record is set to &0it Payroll.
Past and present HR Master 2ata for t%ose particular emplo#ees is no$ unlocked in #our
SAP s#stem.
"%e pa#roll run is closed off for t%e particular period. 4ou cannot go back$ards in
respect to pa#roll results.