HR110 Essentials of Payroll V470

HR110 Essentials of PayrollHR110

HR110 Essentials of Payroll...0-1

Copyright...........0-2

Course Prerequisites........................................................................................................................................0-3

Target Group....................................................................................................................................................0-4

Course Overview.................................................................................................................................................1-1

Course Goals....................................................................................................................................................1-2

Course Objectives............................................................................................................................................1-3

Course Content (1)...........................................................................................................................................1-4

Course Content (2)...........................................................................................................................................1-5

Course overview diagram................................................................................................................................1-6

Main Business Scenario...................................................................................................................................1-7

Introduction to Payroll.........................................................................................................................................2-1

Introduction to Payroll: Unit Objectives..........................................................................................................2-2

Course Overview Diagram..............................................................................................................................2-3

Introduction to Payroll: Business Scenario......................................................................................................2-4

SAP – R/3 Enterprise.......................................................................................................................................2-5

Portal................................................................................................................................................................2-6

Role Concept....................................................................................................................................................2-7

Composite Roles in Payroll.............................................................................................................................2-8

Payroll..............................................................................................................................................................2-9

Overview of the Payroll Process....................................................................................................................2-10

Calculation of Remuneration Elements.........................................................................................................2-11

Statutory and Voluntary Deductions..............................................................................................................2-12

Storing HR Master Data Using Exact Dates..................................................................................................2-13

Retroactive Accounting.................................................................................................................................2-14

Release 470 16.09.2003

Introduction to Payroll: Summary.................................................................................................................2-15

Data Sheet......................................................................................................................................................2-16

Introduction: Exercises..................................................................................................................................2-18

Introduction: Solutions..................................................................................................................................2-21

Entering Payroll Data...........................................................................................................................................3-1

Entering Payroll Data: Unit Objectives...........................................................................................................3-2


Entering Payroll Data: Business Scenario.......................................................................................................3-4

Payroll Prerequisites........................................................................................................................................3-5

Overview - Personnel Processes......................................................................................................................3-6

Ref. (1) Hiring..................................................................................................................................................3-7

Ref. (2) Organizational Reassignment............................................................................................................3-8

Ref. (3) Deviations from the Work Schedule.................................................................................................3-9

Methods of Entering Time Data....................................................................................................................3-10

Entering Payroll Data: Summary...................................................................................................................3-11

Entering Payroll Data: Exercises...............................................................3-12

Entering Payroll Data Solutions.................................................................3-14

Organizing a Live Payroll Run............................................................................................................................4-1

Organizing a Live Payroll Run: Unit Objectives.............................................................................................4-2


Organizing a Live Payroll Run: Business Scenario.........................................................................................4-4

Overview - Payroll Organization....................................................................................................................4-5

Payroll Areas....................................................................................................................................................4-6

Payroll Periods.................................................................................................................................................4-7

Payroll Control Record: Status........................................................................................................................4-8

Payroll Control Record: Periods......................................................................................................................4-9

Payroll Status Infotype (System)...................................................................................................................4-10

Payroll Status Infotype (Changed Manually)................................................................................................4-11

Retroactive Accounting Limits (3 Scenarios)................................................................................................4-12

Organizing a Live Payroll Run: Summary....................................................................................................4-13

Organizing a Live Payroll Run: Exercises..................................4-14

Organizing a Live Payroll Run: Solutions..................................4-15

Payroll Process.....................................................................................................................................................5-1

Payroll Process: Unit Objectives.....................................................................................................................5-2


Payroll Process: Business Scenario.................................................................................................................5-4

Overview of Payroll Process............................................................................................................................5-5

Payroll Simulation...........................................................................................................................................5-6

Release Payroll / Released for Payroll.............................................................................................................5-7

Start Payroll / Released for Payroll (Part 1)....................................................................................................5-8

Start Payroll / Released for Payroll (Part 2)....................................................................................................5-9

Payroll Log....................................................................................................................................................5-10

Detail View of a Processing Step..................................................................................................................5-11

Rejected Personnel Numbers.........................................................................................................................5-12

Matchcode W.................................................................................................................................................5-13

Check Result / Check Payroll Results...........................................................................................................5-14

Corrections / Released for Correction...........................................................................................................5-15

Exit Payroll....................................................................................................................................................5-16

Payroll Process: Summary.............................................................................................................................5-17

Payroll Process: Exercises.............................................................................................................................5-18

Payroll Process: Solutions.............................................................................................................................5-20

Payroll Reports....................................................................................................................................................6-1

Payroll Reports: Unit Objectives.....................................................................................................................6-2


Payroll Reports: Business Scenario.................................................................................................................6-4

Overview - Views of the Payroll Results.........................................................................................................6-5

Display Payroll Results....................................................................................................................................6-6

Remuneration Statement..................................................................................................................................6-7

Payroll Account and Payroll Journal...............................................................................................................6-8

Wage Type Evaluations...................................................................................................................................6-9

Evaluation of Payroll Results........................................................................................................................6-10

Ad Hoc Query................................................................................................................................................6-11

Payroll Reports: Summary.............................................................................................................................6-12

Payroll Reports: Exercises.............................................................................................................................6-13

Payroll Reports: Solutions.............................................................................................................................6-14

Posting Payroll Results to Accounting................................................................................................................7-1

Posting Payroll Results to Accounting: Unit Objectives.................................................................................7-2


Posting Payroll Results to Accounting: Business Scenario.............................................................................7-4

Components Involved......................................................................................................................................7-5

Overview - Posting to Accounting...................................................................................................................7-6

Posting Information Stored in Master Data.....................................................................................................7-7

Posting Information in the Payroll Results......................................................................................................7-8

Posting Environment........................................................................................................................................7-9

Posting Process..............................................................................................................................................7-10

Execute Posting Run......................................................................................................................................7-11

Execute Run - Selection Screen.....................................................................................................................7-12

Posting Run Log............................................................................................................................................7-13

Document Analysis: Overview......................................................................................................................7-14

Display Posting Runs.....................................................................................................................................7-15

Document Overview......................................................................................................................................7-16

Ref a) Display Posting Document.................................................................................................................7-17

Revision Information on the Posting Document............................................................................................7-18

Payroll Result and Posted Amounts...............................................................................................................7-19

Ref. b) Releasing a Document.......................................................................................................................7-20

Posting a Run.................................................................................................................................................7-21

Ref. c) Displaying Posting Documents.........................................................................................................7-22

Displaying the Resulting FI Document.........................................................................................................7-23

Displaying the Resulting CO Document.......................................................................................................7-24

Completeness Check......................................................................................................................................7-25

Reversing a Posting Run................................................................................................................................7-26

Integration with other Subsequent Activities.................................................................................................7-27

Posting in Financial Accounting....................................................................................................................7-28

Posting Payroll Results to Accounting: Summary.........................................................................................7-29

Posting Payroll Results to Accounting: Exercises..........7-30

Posting Payroll Results to Accounting: Solutions...........7-31

Bank Transfers and Check Processing.................................................................................................................8-1

Bank Transfers and Check Processing: Unit Objectives.................................................................................8-2


Bank Transfers: Business Scenario.................................................................................................................8-4

Generating Checks/Bank Transfers.................................................................................................................8-5

Overview - Bank Transfer and Check Printing...............................................................................................8-6

Preliminary DME Program..............................................................................................................................8-7

Generating Bank Transfers..............................................................................................................................8-8

Generating Checks...........................................................................................................................................8-9

Repeating a Run.............................................................................................................................................8-10

Qualified Advance Payment..........................................................................................................................8-11

Advance Payments from Master Data...........................................................................................................8-12

Bank Transfers: Unit Summary.....................................................................................................................8-13

Bank Transfer and Check Processing: Exercises...........................................................................................8-14

Bank Transfer and Check Processing: Solutions...........................................................................................8-15

Process Model......................................................................................................................................................9-1

Process Model: Unit Objectives......................................................................................................................9-2


Process Model: Business Scenario..................................................................................................................9-4

Payroll in a Background Operation.................................................................................................................9-5

Process Model - Advantages............................................................................................................................9-6

Overview - Process Model and Process...........................................................................................................9-7

Elements of a Process Model...........................................................................................................................9-8

The Process Step and its Attributes.................................................................................................................9-9

Breakpoint between Steps..............................................................................................................................9-10

Conditional Breakpoint - An Example..........................................................................................................9-11

Monitoring HR Processes..............................................................................................................................9-12

Repeating a Process.......................................................................................................................................9-13

Process Model: Summary..............................................................................................................................9-14

Process Model: Optional Exercises...............................................................................................................9-15

Process Model: Solutions...............................................................................................................................9-17

Problem-Solving Aids........................................................................................................................................10-1

Problem-Solving Aids: Unit Objectives........................................................................................................10-2

Course Overview Diagram............................................................................................................................10-3

Problem-Solving Aids: Business Scenario....................................................................................................10-4

Delayed Time Recording Sheets....................................................................................................................10-5

Retroactive Employee Transfer.....................................................................................................................10-6

Change in payroll area...................................................................................................................................10-7

Error Due to Missing Basic Pay Infotype......................................................................................................10-8

Error in Planned Working Time Infotype (0007)..........................................................................................10-9

Errors in Payroll Administration..................................................................................................................10-10

Partial-Period Factoring / Factoring............................................................................................................10-11

Problem-Solving Aids: Summary................................................................................................................10-12

Problem-Solving Aids: Optional Exercises.................................................................................................10-13

Problem-Solving Aids: Solutions................................................................................................................10-15

Appendix............................................................................................................................................................11-1

Off-Cycle Payroll...........................................................................................................................................11-2

Off-Cycle Payroll Process.............................................................................................................................11-3

Off-Cycle Functions......................................................................................................................................11-4

Out-of-Sequence Checks...............................................................................................................................11-5

Out-of-Sequence Checks: Cumulations.........................................................................................................11-6

Transferring Remuneration Statement asPayment Advice............................................................................11-7

Zero-Net Checks / Zero-Net Advices............................................................................................................11-8

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SAP AG 2003

HR110 Essentials of Payroll

THE BEST-RUN BUSINESSES RUN SAP

© SAP AG 2002

HR110Essentials of Payroll

SAP R/3 Enterprise 2003/Q2 Material number 5005 9608

0.2

SAP AG 2003

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

All rights reserved.

Copyright

Trademarks: Some software products marketed by SAP AG and its distributors contain proprietary software

components of other software vendors. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered

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technology invented and implemented by Netscape. MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One. SAP, SAP Logo, R/2, R/3, mySAP, mySAP.com, and other SAP products and services mentioned

herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies.

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Course Prerequisites

Required:

SAPHR (Overview of the mySAP Human Resources solution)

HR100 (Essentials of Personnel Administration)

Recommended:

SAP01 (mySAP.com Overview)

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Target Group

SAP AG

Target group:

Members of the project team

Employees in Human Resources departments

Duration:

2 days

Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's

explanations. Your materials include space for noting down this additional information. There may not be enough time to do all the exercises during the course. The exercises are intended to

be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.

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Course Goals

Course Objectives

Course Content

Course Overview Diagram

Main Business Scenario

Contents:

Course Overview

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Course Goals

SAP AG 2002

Explain the payroll process in SAP

At the conclusion of this course, you will be able to:

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Course Objectives

SAP AG

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

At the conclusion of this course, you will be able to:

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Course Content (1)

Unit 1 Course Overview

Unit 2 Introduction to Payroll

Unit 3 Entering Payroll Data

Unit 4 Organizing a Live Payroll Run

Unit 5 Payroll Process

Preface

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Course Content (2)

Unit 6 Payroll Reports

Unit 7 Posting Payroll Results to Accounting

Unit 8 Bank Transfers

Unit 9 Process Model

Unit 10 Problem-Solving Aids

Exercises

Solutions

Appendix

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Course overview diagram

Course OverviewCourse Overview

Introduction to PayrollIntroduction to Payroll

Entering Payroll DataEntering Payroll Data

Organizing a Live Payroll Run


Payroll ProcessPayroll Process

Payroll ReportsPayroll Reports

Posting Payroll Results to Accounting


Bank TransfersBank Transfers

Process ModelProcess Model

Problem-Solving AidsProblem-Solving Aids

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You are employed at a company that manufactures and distributes bicycles and bicycle accessories.

You must familiarize yourself with the topic of payroll and its subsequent activities.

Main Business Scenario

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Introduction to Payroll

Roles in Payroll

Payroll overview

Calculation of wage elements

Statutory and voluntary deductions

Storing HR master data using exact dates

Retroactive accounting

Contents:

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Name roles in connection with Payroll

Describe the relationship between the basic components of payroll

Give examples of an employee's payments and deductions

Explain why the R/3 System is able to perform retroactive accounting

At the conclusion of this unit, you will be able to:

Introduction to Payroll: Unit Objectives

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You are the HR Administrator in a company that sells bicycles and bicycle accessories.You now want to familiarize yourself with Payroll in the SAP system.

You expect the payroll system to perform an accurate and up-to-date payroll run. It is also essential that changes, for example, overtime payments or wage and salary increases, can be easily corrected.

Introduction to Payroll: Business Scenario

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Extension X

Extension Z

Extension HRExtension YCore

Enterprise

SAP – R/3 Enterprise

SAP R/3 Enterprise is based on SAP Release 4.6C, which is essentially integrated in the "Core". The Core is enhanced by extensions that can be switched on or off. The extensions have a separate release cycle and a different release name.

The table used to switch the extensions on or off is TBE11. It can be accessed in Customizing from "Activation Switch for SAP R/3 Enterprise Extension Set".

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Personalize by adjusting:

Page content

Page layout

Logon language

...

Access via browser

Portal

The user usually accesses the Portal via a Web browser. You only need to logon once. You do not need to logon 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 the different roles in

the portal. The role assignment is used to decide how the user navigates to certain functions (iViews arranged on pages)

Provided that portal administration permits it, the user can arrange his or her role-based content individually. This includes the layout of the individual pages 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 type size, color, and background pictures. SAP supplies several designs, for example, one with optimized contrast used when displaying with a projector. Portal administration has tools available that can determine the overall Look&Feel of the enterprise portal. Not only is the user-friendly, role-based navigation structure important, but also the implementation of the enterprise's corporate identity.

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Role Menu

Accessible transactions, reports, Web links

Structure of the menu / access paths

Authorizations

Selective access to business functions and data

Users

Role XY

Role Concept

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

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Composite Roles in Payroll

Payroll Manager:

Displays HR master data and personnel file

Displays remuneration statement, payroll account and payroll journal

Payroll Process Administrator

Performs time evaluation and runs payroll

Creates remuneration statement

Creates file for wage and salary payments

Posts payroll results to Accounting

Payroll Administrator

Maintains HR master data and Time Management data

Simulates payroll

Checks remuneration statement and payroll account for

individual employees

The composite role Payroll Manager (SAP_WP_PAYROLL-MANAGER) is responsible for running the payroll correctly, and provides a general overview of the payroll results. It contains the following single roles: International single role Payroll Manager (SAP_HR_PY_PAYROLL-MANAGER), country-specific single role Payroll Manager <Country> (SAP_HR_PY_xx_PAYROLL-MANAGER) and the BW single role Payroll Manager (SAP_BWC_0ROLE_0023).

The composite role Payroll Process Administrator (SAP_WP_PAYROLL-PROC-ADM) controls and supervises the whole payroll process, runs the payroll and controls and corrects it if necessary, is responsible for wage and salary payments and posting to Accounting, and performs evaluations at the employee level. The composite role contains the following single roles: International single role Payroll Process Administrator (SAP_HR_PY_PAYROLL-PROC-ADM) and the country-specific single role Payroll Process Administrator <Country> (SAP_HR_PY_xx_ PAYROLL-PROC-ADM).

The composite role Payroll Administrator (SAP_WP_PAYROLL-ADM) is responsible for all the tasks carried out at employee level. They enter the payroll data for the employee into the system and then check this data. They provide the employee with information concerning their payroll, answer their questions and perform evaluations for the individual employees. It contains the following single roles: International single role Payroll Administrator (SAP_HR_PY_PAYROLL-ADM), country-specific single role Payroll Administrator <Country> (SAP_HR_PY_xx_ PAYROLL-ADM) and for countries that use the Loans component, the single role Payroll Administrator for Loans (SAP_HR_PY_PAYROLL-LOAN-ADM).

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Payroll

Payroll

Remuneration statement

Transfer to Accounting Payments to various recipients

Master dataMaster data

Time dataTime data

Broadly speaking, payroll is used to calculate remuneration for work performed by individual employees. More specifically, payroll is an umbrella term for a variety of work processes, such as the creation of payroll results and remuneration statements, bank transfers, and payments by check. The phrase also covers a number of subsequent activities such as the posting of results to Accounting and other evaluations, for example, for taxes.

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Overview of the Payroll Process

TransferCalculation of wage elements

Gross

Net

Statutory and voluntary deductions

Remuneration is calculated in two main steps: Calculation of wage elements Statutory and voluntary deductions (which are country-specific)

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

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Calculation of Remuneration Elements

Basic pay Illness

Gratuities

Bonuses

Overtime Leave

Nightworkbonuses

Remuneration elements


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

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

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Statutory and Voluntary Deductions

TaxPension

insurance



Loans

Transferring the remuneration

Unemploymentinsurance

To determine the payment amount, statutory and voluntary deductions, such as taxes and social insurance contributions, are effected. The deductions are calculated on the basis of gross values, such as the total gross amount and the gross tax amount. For this reason, various amounts are calculated during the payroll run which are then used for subsequent processing.

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5/1/00 7/1/00 8/1/00 7/1/01 11/01/01

Hiring

Transfer

Pay scalereassignment

Promotion

Promotion

Storing HR Master Data Using Exact Dates

The R/3 System assigns a start date and an end date to HR master data, as well as a large number of Customizing table entries. The payroll program requires these dates so that it can perform calculations for specific days, and retroactive accounting for previous periods.

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

Because of automatic retroactive accounting recognition, the R/3 System does not allow you to change the payroll results manually.

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Retroactive Accounting

Changesto

HR master data

CCE

Payroll forperiod 06

is completePayroll past

Retroactive accounting for previous periods, then the current period

Period 04 Period 05 Period 06 Period 07Period 03

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

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

The system automatically performs a retroactive accounting run if certain types of master data or time data are changed in the payroll past. To ensure that retroactive accounting is only triggered for certain changes, rather than for all changes, the system determines whether the changes are relevant to retroactive accounting or not. Therefore, changes only trigger a retroactive accounting run if they require a correction of the payroll results. Retroactive accounting relevance can be defined for an infotype or an infotype field.

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An employee's total remuneration consists of individual remuneration elements such as basic pay, overtime, and bonuses.

Various deductions, both statutory and voluntary, are used to calculate an employee's net remuneration.

Delimiting the date enables the system to perform retroactive accounting.

Introduction to Payroll: Summary

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2.16Data Sheet

Data for Exercises

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

Country grouping (MOL) = 99User group (UGR) = 99

Personnel area = CABBEmployee group = 1 Active employeeEmployee subgroup = X0 Salaried employee

Company code = CABB with currency Euro, Country grouping 99Personnel subarea = 0001 Sales, 0002 PurchasingPayroll area = 60 + ## (Group ##)

Positions = ## Buyer (Group ##)

Work schedule rule = NORM

Pay scale group = E05, Level = 01

Payment method = U (bank transfer)Payment method = C (check)

Bank key = Citibank

Remuneration statement form = XF01 Payroll account form = XK01 Payroll journal form = XJ01

Printer = LP01

20 employees with the personnel numbers 110992## without infotype 0007 and with infotype 0009, are set up for payment method C (check). The employees are assigned to payroll area 60 + ##.

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Data for ExercisesExplanation of the symbols used in the exercises and solutions

Exercises

Solutions

Course Objectives

Business scenario

Hints and Tips

Warning or Caution

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2.17Introduction: Exercises

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Unit: Introduction

Setting the user profile

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

1. Set the following user parameters:

1-1. Country grouping (MOL) = 99

1-2. User group (UGR) = 99

2. Set the following user defaults:

Logon language: The language of your country

3. Assign yourself the role T_HR110 permanently.

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2.18Introduction: Solutions

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Unit: Introduction

1. Menu bar: System User Profile Own Data

Select Parameter.

Make the following entries:

1-1. For the country grouping, enter parameter MOL in the first column and enter the value 99 in the second column.

1-2. For the user group, enter parameter UGR in the first column and enter the value 99 in the second column.

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

2. Menu bar: System User Profile Own Data

Select Defaults.

Enter the following: Logon language of your country


3. Assign yourself the role T_HR110 permanently.

Select the button Other Menu

Enter T_HR110 in the Single Role field and confirm the proposed entry with 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

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Payroll prerequisites

Hiring a new employee

Organizational reassignments

Deviations from the work schedule

Contents:

Entering Payroll Data

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List the prerequisites for Payroll

Specify the activities required when setting up Payroll

Describe how payroll data is entered in the R/3 System for an employee

Entering Payroll Data: Unit Objectives

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Posting Payroll Resultsto Accounting





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Enters the company

Changes organizational assignment

Changes personal data

Performs overtime or takes leave

Payroll data is changed when an employee:

Entering Payroll Data: Business Scenario

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Payroll Prerequisites

ActivitiesPrerequisites

Master andtime data

Administ-ration

Subsequentactivities

. . .

Work schedules

The payroll processes otherinfotypes: 0014, 0015, 2001, 2010,2003, 2005 . . .

Dialog and time wage types

Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009 and country-specific infotypes (such as tax)

Use Customizing to set up and generatework schedules

Make copies of model wage types in wage type catalog to create customerwage types in customer name range

Use personnel actions to enter employee data in the system

Payroll areas and periods

Payroll control record

Set up and generate using Customizing

Create using Customizing

Bank details, and information onhouse banks

Usually set up by FI

Cost centers

Remuneration statements

. . .

Usually set up by FI - link to organizational units

Retrieve standard form

. . .

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

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

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Overview - Personnel Processes

Employee

Leaving Rehiring

Increase inpayments

(1)Hiring

(1)Hiring

(3)Deviations from the

work schedule

(3)Deviations from the

work schedule

(2)Organizationalreassignment

(2)Organizationalreassignment

During an employee's employment relationship a series of events take place. These can be relevant to remuneration. If these events occur in the payroll past, they trigger retroactive accounting.

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

When an employee rejoins the company they are given their old personnel number again so that it is possible to have the employee's complete history.

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Country-specific infotypes

Ref. (1) Hiring

For example, taxes

Input templates for hiring:

Actions (infotype 0000)

Personal Data (infotype 0002)

Organizational Assignment (infotype 0001)

Addresses (infotype 0006)

Planned Working Time (infotype 0007)

Basic Pay (infotype 0008)

Bank Details (infotype 0009)

Absence Quotas (infotype 2006)

USA

Germany

Australia

Canada

A hiring action consists of a series of different infotypes. Some of these infotypes, such as the ones listed on the left-hand side of the graphic, are the same for all countries. Furthermore, each country is assigned infotypes that are country-specific. They enable you to enter tax data, for example.

If you set your user parameters for a particular country, such as 01 for Germany or 10 for the USA, the system accesses the correct personnel actions, which include all of the relevant country-specific infotypes.

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Changes to:

Reassignment

Ref. (2) Organizational Reassignment

Organizational assignmentand work center data- Payroll area- Working time- Payment- Cost center .........

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

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

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SAP AG 1999

OvertimeLeave

Illness

Substitutions

Availability for duty

Ref. (3) Deviations from the Work Schedule

Departures from the work schedule usually constitute the largest share of tasks that are periodically performed in a Human Resources department.

In the system itself, such departures take the form of time data, such as hours or days, or remuneration data. To ensure that the correct amount of time in lieu and overtime payments are available, it is important that they are entered in the system at the right time.

The following infotypes are used to enter data that does not adhere to the work schedule:Absences - 2001: Used to enter employee absences.Attendances - 2002: Used to enter employee attendances.Substitutions - 2003: Used to enter substitutions, such as when an employee works a different shift.Availability - 2004: Used, for example, to enter times at which an employee is available for duty in addition to his or her regular shift.Overtime - 2005: Used to enter start times and end times for additional working hours. The system automatically generates wage types in accordance with rules that can be specified in Customizing.EE Remuneration Information - 2010: Used, for example, to enter overtime manually.Monthly Calendar - 2051: Used to enter attendances and absences in a monthly overview screen.Weekly Calendar -2052: Used to enter attendances and absences in a weekly overview screen.

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SAP AG 1999

Fast Entry of Time Data

Absences

Absence quotas

Substitutions

EE remuneration information

Availability for duty

Data entry on a fast entry screenManual preselectionPreselection using a reportPreselection using Ad Hoc Query

OvertimeOvertime

Methods of Entering Time Data

Fast data entry enables you to create and maintain the same infotype record for more than one employee at the same time. This means that you do not have to enter a separate record for each individual employee, and that a single screen enables you to enter the data for more than one employee simultaneously. This results in faster, more efficient data processing. All of the various types of processing (creating, changing, copying, deleting, and locking/unlocking) are available.

There are four different ways of selecting the personnel numbers to be processed: You can enter the personnel numbers directly in the fast entry screen You can list the personnel numbers yourself before maintaining the fast entry screen You can use a report to list the personnel numbers on the basis of specific search criteria You can choose your own selection criteria using the Ad Hoc Query

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SAP AG 1999

Payroll Prerequisites:

Master and time data: Wage types, work schedules and infotypes

Administration: Payroll areas, payroll periods and control records

Subsequent activities: Bank details, cost centers, remuneration statements

Enter payroll data for employees using different personnel processes

Entering Payroll Data: Summary

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3.12 Entering Payroll Data: Exercises

Unit: Entering Payroll Data

Topic: Hiring an Employee

Hire a new employee

Review the personnel file of the new employee.

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

1. Use the personnel action Hiring Payroll to add the new buyer into the company as of the beginning of the year.

1-1. On the Personnel Actions screen assign your new buyer personnel number 110991## (## = group number). Select the From date as January 01 of this year, the personnel area as CABB, the employee group as Active (1) and the employee subgroup Salaried Employee (XO).

1-2. On the Create Actions screen (infotype 0000), use the structure search to find the correct position number for the buyer (##-buyer) in Central Purchasing under Org.Units Training Group, and save the data.

1-3. On the Create Organizational Assignment screen (infotype 0001) enter the personnel subarea 0002 (Purchasing). Overwrite the proposed payroll area X0 with 60 + ## (## = your group number). Enter an administrator of your choice for payroll.

Delimit the vacancy of the position to the last day of the previous month, if the system asks you.

1-4. On the Create Personal Data screen (infotype 0002) fill in the required fields with entries of your choice and save the data.

1-5. On the Create Addresses screen (infotype 0006) fill in the required fields with entries of your choice and save the data.

1-6. On the Create Planned Working Time screen (infotype 0007) select the work schedule NORM and save the data.

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1-7. On the Basic Pay screen (Infotype 0008), select pay scale group E03 and level 01. Wage type M020 and the amount of 3050 euro per payroll period are defaults. Save the data.

1-8. On the Create Bank Details screen (infotype 0009) set up the bank transfer to your employee's main bank. Enter bank key 12312312 for Citibank and the bank account number (any number).

1-9. On the Create Absence Quota screen (infotype 2006), enter a realistic value for the number of days of standard annual leave.

2. Review your new employee's (110991##) personnel file.

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

____________________________________________________________________

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3.13Entering Payroll Data Solutions

Unit: Entering Payroll Data

Topic: Hiring an Employee

1. In the SAP Menu choose: Human Resources Personnel Management Administration HR Master Data Personnel Actions

Select Hiring Payroll.

1-1. 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

Press Enter

1-2. Use the structure search in the Position field to locate and select the position ## buyer under Org.Units Training Group Training International Purchasing Central Purchasing. Save the data.

1-3. Make the following entries and save the data:

Personnel subarea: 0002

Payroll administrator: Your choice

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

1-4. Create Personal Data (infotype 0002): Enter data of your choice and save.

1-5. Create Addresses (infotype 0006): Enter data of your own choice and save.

1-6. Create Planned Working Time (infotype 0007): Enter the Work Schedule Rule: NORM, select Enter (the working time fields are filled accordingly) and save the data.

1-7. Create Basic Pay (infotype 0008): Enter the Pay Scale Group E03 and Level 01. Select Enter (wage type M020 is defaulted with the value 3050 Euro) and save the data.

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1-8. Create Bank Details (Infotype 0009): Enter the following data:

Bank key: 12312312 for Citibank

Bank account: any number

Payment method: U (Bank transfer)

1-9. Create Absence Quotas (infotype 2006)

Leave: 25 days

Deduction from: Hire date

Deduction to: End of March next year


2. SAP Menu: Human Resources Personnel Management Administration HR Master Data Personnel File

Enter Personnel number 110991##.

Select Display.

Choose Next Record to display the individual infotypes.

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

Exit and return to the SAP standard menu.

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4

SAP AG 1999

Payroll areas and payroll periods

Payroll control record

Payroll status in the employee master data

Retroactive accounting limits - scenarios

Contents:


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4.2

SAP AG 2003


Describe the organization and control of a payroll run

Organizing a Live Payroll Run: Unit Objectives

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Payroll runs can be carried out at different times (for example, at the beginning of the month) and with different periodicity (for example, monthly).

Payroll consists of different phases which take place one after the other.

Payroll is controlled using payroll areas and payroll control records.

Organizing a Live Payroll Run: Business Scenario

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SAP AG 1999

Overview - Payroll Organization

control recordcontrol record

Are assigned tothe payroll area

For every payroll area there exists a

PeriodPeriodparametersparameters

DateDatemodifiermodifier

and

For every combinationof period parameters

datemodifier

PayrollPayrollperiodsperiods

and

Monthly orweekly?

Additional date types

Which payroll year,start, end of periods

Calendar for Calendar for cumulationscumulations

Cumulation of wage types for report purposes

Controls the individualstages of payroll

You must make some basic settings in Customizing to be able to run payroll in the SAP System. A period parameter and a date modifier are assigned to each payroll area. The period

parameter determines whether payroll is run monthly, bi-monthly, weekly or for several weeks. Each period parameter used is assigned to a time unit. The values for the time units are defined (monthly, semi-monthly, weekly, bi-weekly, every four weeks, and annually.)

Payroll periods must be generated for each combination of period parameters and date modifiers assigned to a payroll area. All periods within the specified time interval are defined based on the period parameter. The start date and end date for each period is defined and the payday is calculated using a rule entered as a parameter. The payroll year and period define the exact dates for the payroll period.

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

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SAP AG 2003

Payroll Areas

WEEKLY payroll run,WEEKLY payroll run,on the Thursday of theon the Thursday of the

current weekcurrent week

MONTHLY payroll run, MONTHLY payroll run, on the 28th of the on the 28th of the

current monthcurrent month

Jan.Jan. 0101 Feb.Feb. 0101 Jan.Jan. 0101

Payroll Area YYPayroll Area XX

Feb.Feb. 0101

The SAP HR System uses payroll areas to group together employees for whom payroll is run at the same time, and also to set the dates for the payroll period. Employees from different employee subgroups can belong to the same payroll area.

For example, an organization may pay employees on a monthly and weekly basis so at least one monthly and one weekly payroll area must be created. You must also create payroll areas if you want to run payroll for employees at different times.

The payroll area is used as a selection criterion for many payroll processes. For example, for the payroll run, the remuneration statement, and evaluation reports for the payroll run.

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

Feature ABKRS delivers a default value for the 'Payroll Area' field in infotype 0001(Organizational Assignment).

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4.7

SAP AG 2003

Payroll Periods

Payroll period01

Payroll period02

Payroll period03

Payroll period04

.....

01.01. 01.31. 02.01. 02.28. 03.01. 03.31. 04.01. 04.30.

Payrollperiod

01

Payrollperiod

02

Payrollperiod

03

Payrollperiod

04

12.29. 01.04. 01.05. 01.11. 01.12. 01.18. 01.19. 01.25.

Payrollperiod

05

Payrollperiod

06

01.26. 02.01. 02.02. 02.08.

Payroll area xx (monthly)

.....

Payroll area yy (weekly)

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

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

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4.8

SAP AG 2002

Payroll Control Record: Status

Payroll areas monthlyXX

Human Resources

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

Exit Payroll

Payroll

International

Payroll status

Coordinates the different stagesof payroll

Release for payroll

Release for correction

Exit payroll

Check payroll results

You must create a control record in Customizing for each payroll area before it can be used. The personnel control record performs the following functions in payroll:

Defines the payroll past for retroactive accounting recognition. Locks master data and time data so no changes can be made during the payroll process. The lock is

valid for the payroll past and the payroll present. Changes affecting future payroll runs are still possible.

Defines the earliest possible retroactive accounting date for each payroll area. You find the control record in the payroll menu for your country under Tools > Control Record. You

can also use the payroll menu for your country to control the different stages of payroll

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SAP AG 1999

Payroll Control Record: Periods

Payroll area monthly

Payroll status

XX

Payroll period 01 2001 01. 01. 2001 31. 01. 2001

Run 01

Earliest RA period 01 2000 01. 01. 2000

Last change to control record

by

Status

Miller

created

on 01.08.2000 at 01:01:30

Period of last payroll run

Current payroll runsaved

Retroactive accounting is only possible up to the start date of this period

Change information

You must pay particular attention when creating the payroll control record in your live system. The payroll period used to create the payroll control records must be 1 period before the period in which you want to go live. Example: You want to use the SAP Payroll system to go live in period 05, 2001. You must enter

period 04, 2001 in the payroll control record.

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4.10

SAP AG 2002

Payroll Status Infotype (System)

Change Payroll Status (Infotype 0003)

SystemEdit Goto HelpHR master data Utilities

Payroll/retroactive accounting

Accounted toEarliest MD change

Payroll correctionPayroll correction

The program recognizeswhether and when payroll must be repeated to take master datachanges into account

If a personnel number has been rejected or data has been changed in the correction phase

MD change bonus

To perform retroactiveaccounting in connection withbonus accounting

Date until which payroll has taken place for an employee

Each employee has an individual payroll status. The necessary data is stored in the Payroll Status infotype (0003). This infotype is created automatically as part of the hiring action and is automatically maintained for each payroll period. You will rarely need to make changes to master data. Occasionally, however, you may need to enter employee-specific information relating to Payroll or Time Management, so it is possible to change particular fields in the Payroll Status infotype manually. The payroll driver enters the end date of the last completed payroll period in the Accounted to

field. If master data is changed, the system enters the appropriate date in the Earliest MD Change field.

This date is deleted after each completed payroll run. The Earliest MD Change Bonus field (Earliest Master Data Change Bonus) is filled with a date

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

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

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SAP AG 2003

Payroll Status Infotype (Changed Manually)

Change Payroll Status (Change Payroll Status ( InfotypeInfotype 0003)0003)

SystemEdit Goto HelpHR master data Utilities

Valid

Earl.pers.RA dateRun payroll up toDo not account after

Pers.no.locked

Employees can be locked for payroll

Sets the exact date back to which the system can run retroactive accounting

Payroll is run for thisemployee until this date

Day to when theemployee will havepayroll run even if he or she has left

the company

Payroll/retroactive accounting

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

Account to: Day up to which payroll is run for an employee, even if the employee leaves the company The date must lie in an interval in which the employee is not actively employeed. For example, if an employee has left the company and should still continue to be paid after the leaving date. If you are dealing with payments during a time when the employee is actively employeed, you do not have to enter a date in this field. This is because such payments are triggered automatically during retroactive accounting.

Do not account after: You can enter a date after which payroll will no longer be performed for an employee. The subsequent day must lie in a non-active period.

Personnel number locked: If this field is flagged, an employee can be locked for payroll. In this case the personnel number will not be selected for payroll.

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4.12

SAP AG 2003

Retroactive Accounting Limits (3 Scenarios)

Employee hiringdate

Earliest retroactive accountingperiod - control record

Earliest personal retroactiveaccounting data in infotype 0003

Earliest retroactive accounting period - control record

Employee hiring date

Employee hiringdate

Earliest personal retroactiveaccounting data in infotype 0003

Earliest retroactive accountingperiod - control record

Retroactive accounting possible until this date

I.

II.

III.

The retroactive accounting limit determines the exact date until which master data and time data can be changed in the payroll past. The retroactive accounting limit is based on the following values: Per payroll area (payroll control record): Earliest possible retroactive accounting period Employee hiring date Per employee (Payroll Status infotype): Earliest personal retroactive accounting date

If the date set for each payroll area differs from the date specified for the employee, the later date is used.

The absolute retroactive accounting limit for an employee is the hire date.

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SAP AG 1999

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

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

The payroll control record and the payroll status infotype are relevant for retroactive accounting.

Organizing a Live Payroll Run: Summary

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4.14Organizing a Live Payroll Run: Exercises

Unit: Organizing a Live Payroll Run

Display a control record for your payroll area

Assign payroll areas

The Payroll Status infotype

Your company wants you to check the payroll area assignments for some employees. You should also display the control record for your payroll area and the Payroll Status infotype for one employee.

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

__________________________________________________________________

Which period will have payroll run for it first?

__________________________________________________________________

Return to the SAP Easy Access Menu.

2. Check whether the following two personnel numbers are assigned the payroll area 60 + ##:110991## and 110992##


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

Earl.pers.RA date:

__________________________________________________________________

Accounted to:

__________________________________________________________________

Use the F1 Help to find out what the fields Accounted to and Earl.pers R:A date mean.

Make sure that the field Personnel Number Locked is NOT activated. Leave the infotype without saving your entries.

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4.15Organizing a Live Payroll Run: Solutions

Unit: Organizing a Live Payroll Run

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

Choose the activity Control Record.

Enter Payroll area 60 + ##.

Choose the button Change..

The following values are displayed:

Payroll period: 12 of the previous year

Earliest retroactive accounting period: 12 of the previous year

Which period will have payroll run for it first?Period 1 of the current year (since the period is increased by one when it is released for the first time)


Click on the button Back

2. Check whether the following two personnel numbers are assigned the payroll 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 is assigned for payroll area 60 + ## as of the date when your employee 110991## was hired. Save the infotype.

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


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

Earl.pers.RA date: no entry (earliest retroactive accounting date is determined according to the control record or hiring date

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

Use the F1 Help to find out what the fields Accounted to and Earl.pers R:A date mean.

Position your cursor on the appropriate field and press F1

__________________________________________________________________

__________________________________________________________________

Make sure that the field Personnel Numbers Locked is NOT activated. Leave the infotype without saving your entries.

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5

SAP AG 1999

Payroll Process

Payroll process

Payroll simulation

Payroll log

Check and correct the payroll results

Contents:

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5.2

SAP AG 1999

Start payroll

Check the payroll log

Correct payroll results

Exit payroll

Payroll Process: Unit Objectives


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Payroll Process: Business Scenario

In the following units you first learn about payroll and the subsequent activities in dialog mode, before you take a closer look at the process model as a method of background processing.

It is often the case that data inconsistencies, for example, cause errors during a payroll run. These errors can be identified using the payroll log.This allows you to make corrections immediately and the payroll run can be completed.

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5.5

SAP AG 2003

Overview of Payroll Process

Run payroll ok?

Release Payroll

Start payroll

Corrections

NO

Change master data

Exit Payroll

Subsequent activities inpayroll

YES

Release for correction

Release for payroll

Release for payrollFunction in menu

Control record status

Legend:

Exit payroll

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

The relationship between the menu and payroll control record is as follows:Function in menu Status of payroll control recordRelease Payroll Released for PayrollStart payroll The payroll program is started and the status of the payroll control record remains

"released for payroll"Check Result Check Payroll ResultsCorrections Release for CorrectionExit Payroll Exit Payroll

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5.6

SAP AG 1999

Payroll Simulation

Master data and time data are notlocked

Data is not written to the database

The payroll periods arenot counted in the payrollcontrol record

Human Resources

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

Payroll

International

When payroll periods are counted in the control record, simulation runs are ignored. Furthermore, simulation runs do not lock master data. You are not required to use the Release Payroll and Exit Payroll functions when simulating a payroll run. The results of a simulated payroll run are not written to the database. Instead, they are displayed in the payroll log.

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

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5.7

SAPAG 2002

Release Payroll / Released for Payroll

Release for payrollRelease for payroll

Do you want to release payroll area XXfor period 05, 2001 for payroll?

Data records are lockedfor changes in the pastand present.

Changes can still be made in the future.

The period in the control recordis increased by 1.

Payroll can then bestarted.

Yes No Cancel

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

International

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

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SAP AG 2002

Start Payroll / Released for Payroll (Part 1)

Payroll DriverPayroll Driver

Selections from Search helps

Payroll areaCurrent periodOther period

Personnel numberPayroll area XX

XX

Payroll period

Selection

Payroll period with exact dates

(Last payroll period +1)

Personnel number intervals

Employees with the same payrollarea in infotype 0001

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

International

The payroll area is used to determine the payroll period with exact dates as well as to select personnel numbers. For this reason you have to enter the payroll area in both the Payroll Period and Selection sections.

Prerequisite:The personnel control record must be maintained.

Advantage:When a live payroll is run, you are not required to enter the payroll period. Instead, the system uses the payroll area and the control record to determine the payroll period automatically.

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

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5.9

SAP AG 2002

Start Payroll / Released for Payroll (Part 2)

General program control

Log

Parameters for Remuneration Statement

Payroll reason

Off-cycle payroll Payroll schema

Display logAlso display time data processing log

Display variant rem. statement

Display variant for log

Test run (no update)

X000

Important to force retroactive accounting.

Forced retro. accounting as of 01.01.1999

You must make an entry in the "Forced retroactive accounting as of" field if a retroactive run is to be carried out that will not be automatically recognized by the system (for example, changes in Customizing tables).

The "payroll schema" describes the sequence and the contents of a program procedure. It consists of a list of statements and links to subschemas and functions, which are described in more detail using parameters. The program processes the specified personnel calculation schema step for step, that is, sequentially.

If the "test run" flag is set, no changes are made to the database. That is, the function UPD YES is overridden. This also affects the newly-generated schema. This flag must be set during a payroll simulation run. It must not be set during a regular payroll run.

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5.10

SAP AG 1999

Payroll Log

Payroll run of 01.05.2001

General dataGeneral data

Payroll period

Selection


Successful personnel numbersSuccessful personnel numbers

00012356 James Bond

02356748 Harald Batman

05/2001 (01.05.2001 - 31.05.2001)

Personnel numbers rejectedPersonnel numbers rejected

00012342 John Little

MessagesMessages

StatisticsStatistics

Procedure forsuccessful

personnel numbers

Procedure forsuccessful

personnel numbers

Basic data(non-specific)Basic data

(non-specific)

MessagesMessagesProcedure for

rejectedpersonnel numbers

Display statisticsfor the payroll run

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

The log includes a table of contents, which is presented as a tree structure. The nodes within the tree structure enable you to access the detailed information that you require. The headers within the structure are designed to help you with troubleshooting and to facilitate navigation within the log. Depending on the information that you require, you either expand or collapse individual nodes within the tree structure as necessary.

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5.11

SAP AG 1999

Detail View of a Processing Step

WPBP: Import work center/basic pay

Input

P0000P0001P0007P0008

Processing

Data retrievalIndirect valuation

Output

WPBPIT

If you display a detail view of a processing step, you can choose within the log between the input data, data processing, and the output data.

You can save your own personnel settings for the log tree and list as a variant.

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5.12

SAP AG 1999

Rejected Personnel Numbers

Processing

12356 James Bond

Personnel numbers rejected

05/2001 (01.05.2001 - 31.05.2001)

Gross part: time data processing

GENPS

Monthly work schedule GLZ for 05 2001 not generated yet

……...

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

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5.13

SAP AG 1999

Matchcode W

Control record

Payroll Correction

Matchcode W is set for

Personnel number

0003050000030502

Personnel numbers with errors

Payroll Status (Infotype 0003)

Payroll correction

Matchcode W provides a list of all personnel numbers in the selected payroll area that have been rejected by the payroll run because of incorrect data. This means that the payroll has not run for them successfully. Personnel numbers are also included in matchcode W if personnel data is changed in the correction phase of the payroll run.

To display matchcode W, proceed as follows: In the Payroll menu for your country, select Tools> Control Record. Enter a payroll area and choose Display. Choose the menu path Goto -> Incorrect pers. nos. A list is displayed of all personnel numbers assigned to the selected payroll area that have been

rejected because of incorrect data.

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R

Present and past data islocked

The payroll area is lockedfor payroll

Payroll log

General dataGeneral data

Payroll period

Selection


Successful personnel numbersSuccessful personnel numbers

00012356 James Bond

02356748 Harald Batman

05/2001 (01.05.2001 - 31.05.2001)

Personnel numbers rejectedPersonnel numbers rejected

00012342 John Little

MessagesMessages

StatisticsStatistics

Check

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

Exit payroll

International

Check Result / Check Payroll Results

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

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Corrections / Released for Correction

Correct master data ofrejected personnel numbers

Matchcode W

Start payroll using

1.

2.

3.

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

International

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

International

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

After you have corrected the data, you must release the payroll. This causes the personnel records to be locked again; the last payroll period is not increased.

You then choose Start Payroll to run payroll again for all the personnel numbers included in matchcode W (that is, personnel numbers for which the master data was changed). Then choose search helps and choose W (Payroll correction run). The Restrict Value Range dialog box appears. To restrict the value range you can enter one single personnel number or an interval range of personnel numbers. The system only selects personnel numbers that lie within this range from Matchcode W. If you do not restrict the value range, the system selects all the personnel numbers from matchcode W to be included in the payroll.

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Exit Payroll

Do you wish to exit payrollfor payroll area XX ?

Yes No Cancel

Data records are released againfor changes in the pastand present.

The payroll area is lockedfor payroll.

Payroll

Simulation

Release Payroll

Start Payroll

Check Result

Corrections

Exit Payroll

International

Exit Payroll

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

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

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By releasing payroll you prevent changes to past and present data, however, not to future data.

You can check the error messages in the payroll logtree structure. Matchcode W displays all personnel numbers that reported errors.

You can correct the payroll results and carry out a correction run.

You use a simulation run to check the results.

You exit payroll when payroll has been performed without errors for all employees.

Payroll Process: Summary

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5.18Payroll Process: Exercises

Unit: Payroll Process

Topic: Releasing, Checking, and Correcting Payroll

Run payroll for period 01

As a member of the payroll department, you need to recognize and understand the various processes that occur during the payroll process. During a payroll run you have to release payroll, start payroll, check the payroll results and correct any errors that occur.

1. Release payroll for the payroll area 60 + ## for the current period; that is period 01.

2. Start payroll for payroll area 60 + ## for the current period. Choose Schema X700 and the option Display Log.Before executing, save your own entries as a 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 necessary changes to the master data.

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

The personnel numbers with errors are: ____________________________

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6. Access master data maintenance and correct the personnel numbers that contain errors as of the hire date. The work schedule rule should be NORM.

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

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 to display the log.

Note: 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: _______________________________

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5.19Payroll Process: Solutions

Unit: Payroll Process

Topic: Releasing, Checking, and Correcting Payroll

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

Select Yes to the Release for Payroll dialog box.

2. SAP Menu: Human Resources Payroll International Payroll Start Payroll

Change the standard schema from X000 to X700. Enter payroll area 60 + ##, activate the current period, and display the indicator for the log.

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 your variant by pushing the button Get Variant…

Choose Execute.

3. You should receive the following system message:

Rejected personnel number 110992##: No record available for infotype 0007 for the corresponding period.

Exit the Display Log Tree screen and return to the SAP standard menu.

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4. In order to make the corrections for the employees, you must remove the lock that is set on the payroll area.

SAP Menu: Human Resources Payroll International Payroll Corrections

Release the payroll area for corrections by selecting Yes to the Corrections dialog box.

5. 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. To correct the incorrect personnel numbers choose:


Create the Planned Working Time infotype (0007) to use the work schedule rule NORM for employee 110992## as of the Hire Date.

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

Save the data and return to HR Master Data Maintain.

Change the Basic Pay infotype (0008) for employee 110992## as of the hire date. Enter 163.00 in the Working hours per period field and 100% in the Capacity utilization level field.

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

Save the data and return to the Standard Menu.

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7. Release payroll by selecting the SAP Menu: Human Resources Payroll International Payroll Release Payroll

Select Yes in the Release for Payroll dialog box.

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 indicator are set automatically.

Note: Alternatively, you can use the variant you created in exercise 2. To do so, click on the button Get Variant and select your own variant.

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

Select Execute.

Payroll should now have run successfully for your two employees.

Return to the Standard Menu.

8. SAP Menu: Human Resources Payroll International Tools Control Record

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

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

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Payroll Reports

Display payroll results


Payroll account and payroll journal

Wage type statement, wage type distribution, and wage type reporter

Payroll Results infotype

Contents:

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Payroll Reports: Unit Objectives


Create a remuneration statement

Create a payroll account and a payroll journal

Execute reports for wage type evaluations

Evaluate payroll data by setting up payroll infotypes

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After each payroll run, the personnel department sends each employee a remuneration statement listing the individual payments and deductions.

In addition, further evaluations of the payroll results should be carried out.

Payroll Reports: Business Scenario

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Employee view Department viewTechnical view

Remuneration statement(RPCEDTx0)

Payroll results(H99_Display_Payresult)

Payroll account(RPCKTOx0)

Payroll journal(RPCLJNx0)

Payroll resultsevaluation

Wage type reporter

WT distribution

Wage type statement

Overview - Views of the Payroll Results

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

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

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Display Payroll Results

List of all payroll results

You access the tableby double-clicking

Payroll

International

Tools

Display Results

This international report enables you to display the payroll results. For Release 4.6C, this report replaces the country-specific report RPCLSTRX. The new functions of this report are: You can display the contents of all tables and field lists for any payroll cluster. The selection of tables to be displayed can be temporarily saved so that it does not take as long to

call up the tables. Archived payroll results are included in the display. You can go to HR master data display or maintenance ( Goto -> HR Master Data -> Display /

Maintain). You can include loan wage types in the display (Tables -> Loans -> Display).

Displaying a table: Enter a personnel number and select the desired payroll result. In the table overview of the results you only have to double-click on a table to view the contents.

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Payroll

International

Simulation

Release Payroll

Start Payroll

Check Result

Corrections

Exit Payroll

Remuneration

Statement

Remuneration Statement

Remuneration statementsRemuneration statements

Further selections

Payroll areaCurrent periodOther period

Personnel numberPayroll area

Payroll period

Selection

Payrollform

Payrollform

SortingSearch helps

The SAP System enables you to create remuneration statements for your employees. A remuneration statement contains a clear list of payments and deductions effected during a payroll run for an employee.

The remuneration statement is usually created after the payroll run, but before payment is effected. If you perform more than one payroll run in a period, you can create remuneration statements after each payroll run. If corrections are made, original documents are overwritten.

Customizing enables you to determine the format, structure, and content of the forms you want to use.

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

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Payroll Account and Payroll Journal

Payroll journal

PayrollPayrollresultsresults

Payroll journal

PerNo 1

PerNo 2

PerNo 3...

Payroll account

Payroll accountPerNo 1

The SAP System enables you to create payroll accounts for your employees. A payroll account contains tables of payroll data for one or more employees for one or more periods. Just like the payroll form, the payroll account is created on the basis of the existing payroll results. This means that you can create the payroll account at any time and as often as required. A payroll account is usually created at the end of the year. However, it is also possible to create a payroll account for each payroll period.

The report used to create payroll accounts enables you to view detailed information on payroll results, and to access a remuneration statement directly from the payroll account display screen. By double-clicking on the payroll results for a period, you access the corresponding remuneration statement. The payroll account is created by choosing the menu path Human Resources> Payroll> Your Country> Information System> Employee> Payroll Account.

The SAP System also enables you to create a payroll journal for your employees. A payroll journal contains the payroll data for several employees for one period. A payroll journal is usually created at the end of a period. The payroll journal is created by choosing the menu path Human Resources> Payroll> Your Country> Information System> Organizational Entity> Payroll Journal.

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Wage type statement

PayrollPayrollresultsresults

Wage type report

Wage type distribution

Wage type distribution

Wage type reporter

Wage type statement

Wage Type Evaluations

The wage type statement enables you to cumulate and sort wage types from payroll results according to various organizational criteria. The evaluation shows the current wage type values (number and amount) for a specific period. The RT and CRT results tables can be used in the wage type statement for the relevant payroll results. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Statement.

The standard display does not use a form and can therefore not be changed in Customizing. However, it is possible to use a customer-specific form to display cumulation statements. To do this, you must specify the form name in the relevant parameter. By specifying a reference period, you can display absolute and relative differences between two payroll periods.

You can evaluate wage types for more than one period using wage type distribution, that is, you can display the progression of individual or several wage types over several periods. You can also cumulate and sort wage types according to various organizational criteria. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Distribution.

The wage type reporter is a flexible tool for wage type evaluation. In the future, it will replace the wage type statement and wage type distribution. You can display wage types for a specific period with in-period or for-period views. The evaluation can be formatted using the list viewer and exported to an Excel file. This can be found in the SAP menu under Human Resources> Payroll> Your Country> Information System> Wage Type> Wage Type Reporter.

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Evaluation of Payroll Results

Payroll results

Evaluations

Payroll area

PersNo

Payroll Results IT 0402

4711 James Bond

Country grouping

Wage type

XX

99

0010

HR reporting tools, such as the Ad Hoc Query and SAP Query, enable you to perform simple evaluations for selected payroll results. By configuring an infotype in Customizing, you can access payroll results for employees. Apart form payroll infotypes that are valid internationally (for example, Payroll Results infotype 0402) there are other infotypes that are country-specific.

The infotypes have four fixed fields: Country Grouping, Payroll Area, Currency, and For-period. You can use Customizing to define all other fields.

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Ad Hoc Query

List

Field selection

Output

Selection result

Save

Org. Assignment

The Ad Hoc Query is a simple and powerful aid for evaluating data from Human Resources Management. By enabling you to choose selection fields and output fields, the Ad Hoc Query allows you to access data from all areas within Human Resources Management.

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

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Payroll Reports: Summary

There are different reports available to evaluate payroll results. These are:



Payroll accounts and payroll journals

Wage type evaluations

Evaluate the payroll results using Ad Hoc Query

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6.13Payroll Reports: Exercises

Unit: Payroll Reports

Topic: Reports


Work with the remuneration statement

Work with the payroll journal and other reports

After each payroll run, the employee receives a statement showing his or her payments and deductions. In this exercise you create the remuneration statement and run other reports to evaluate the payroll results.

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

Total gross amount: ___________________

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

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

4. Create the payroll journal for the employees in your payroll area 60 + ## for the current payroll period.

5. Use the wage type reporter to display the amount of the monthly salary wage type M020 which was paid out in total for this period (01) for the employees in your payroll area 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 and Currency.

Total monthly salary M020 paid out: _______________________________

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6.14Payroll Reports: Solutions

Unit: Payroll Reports

Topic: Reports

1. SAP Menu: Human Resources Payroll International Tools Display Results

Enter Personnel number 110991##.

Choose Enter.

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


2. SAP Menu: Human Resources Payroll International Payroll Remuneration Statement

Make sure that you enter your payroll area 60 + ## in both fields Payroll Area and Selection. Mark Current period and enter the form XF01 in the Form name field.

Choose Execute.

Review the remuneration statement and return to SAP standard menu.

3. SAP Menu: Human Resources Payroll International Information System Employee Payroll Account

Choose the Payroll period pushbutton. Make sure that you enter your payroll area 60 + ## in both fields Payroll Area and Selection. Select Current 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.

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4. SAP Menu: Human Resources Payroll International Information System Organizational Entity Payroll Journal

Choose the Payroll period pushbutton. Make sure that you enter your payroll area 60 + ## in both fields Payroll Area and Selection. Mark Current period.

Choose Execute.

Review the form and return to the SAP standard menu.

5. SAP Menu: Human Resources Payroll International Information System Wage Type Wage Type Reporter

Enter the start and end of the current month as the period, and enter M020 as the wage type. Make sure that the payroll area 60 + ## is selected.

Select the button Execute.

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

Choose the Hide selected fields arrow key. This moves all the selected fields to the hidden fields area.

Select the button Transfer.

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

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Creating documents

Checking documents

Releasing and posting documents

Reversing documents

Integration with other subsequent activities

Contents:


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Describe posting to accounting in a business context

Post payroll results

Check the posting

Reverse incorrect postings

Posting Payroll Results to Accounting: Unit Objectives

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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 controlled.

Posting Payroll Results to Accounting: Business Scenario

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MMMM

QMQMWFWF

ISIS

SDSD

PPPP

HRHR

Core R/3Core R/3

HRHR

FIFICOCO

Cost centers, orders, ...

G/L accounts

AMAM

PSPSPMPM

Wage types

Components Involved

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

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Payroll

Calculation of wages and salaries to be paid to employees

Calculation of deductions and amount to be transferred to an employee

External accounting

Consideration of personnel expenses

Consideration of payables and resulting payments

HRHR

FIFI

Internal accounting

Consideration of personnel costs to cost objects or as overhead costs

COCO

Overview - Posting to Accounting

Posting payroll results to Accounting is one of the subsequent activities performed after a successful payroll run. It usually takes place once each payroll period. When the results are posted to Accounting, all posting information is selected from the payroll results, summarized, formatted, and posted to the integrated accounting component.

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

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

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Posting Information Stored in Master Data

Org. Assignment

Company codeBusiness areaCost center

Basic Pay

Assignments Additional PaymentsPayments

Infotype 0001

Infotype 0027 Infotype 0015Infotype 0014

Infotype 0008 Infotype 2010

Cost Distribution

RecurringPayments andDeductions

AdditionalPayments

EE Remuneration Information

Posting information is stored in master data using a series of different infotypes. You can store a different cost center for a different account assignment in the Recurring Payments

and Deductions, Additional Payments and EE Remuneration Information infotypes.

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ER SI contrib. 7 550 ER SI contrib. 8 550

2

Standard salary

Bonus

1 3000

300

3Overtime 200

5

4 2600

350

6 550

MA10MA10

MM00MM00

MA20MA20

/3../3..

Transfer

Tax

EE SI contrib.

PayablesPayables

/559/559

/260/260

/261/261

/3../3..

ExpensesExpenses

Example for Germany

Posting Information in the Payroll Results

Each employee's payroll result contains different wage types that are relevant to Accounting: Wage types such as standard salary, bonuses, and overtime represent expenses for the company,

which are posted to a corresponding expense account. Wage types such as bank transfer, transfer of capital formation savings payment, employment tax,

employee's contribution to social insurance, and so on, are the employer's payables to the employee, the tax office, and so on, and are posted as credits to a corresponding payables account.

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

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Posting Environment

Enter posting information in master data

Run payroll

Perform posting run

Postings in financial accounting

You have learned that a lot of information is relevant to Payroll. You can differentiate between posting wage types (for example, production wages, salaries, bank

transfers, and so on) their cost assignments and cost center assignment information. After you have run payroll, you can post the results to Accounting. This process is completed with the posting to Financial Accounting (FI) and reworking in Cost

Center Accounting (CO)..

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Posting 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 recreate the summarized information contained in the posting document. This is useful if a revision is necessary.

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PayrollResult

RunRun

StatusStatusRPCIPE00

StatusStatus

Selection

PayrollDocuments

PayrollDocuments

Index

Create Posting Run

Payroll

Per Payroll Period

International

Subsequent Activities

Posting to Accounting

The Create Posting Run step evaluates the payroll results in a live run and Creates a posting run Creates posting documents Selects the employees evaluated

Execute Posting Run

Create Posting Run

Edit Posting Run

Completeness Check

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 the posting information in master data to determine whether they exist and whether they are consistent.

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

When you choose Execute Run for a productive run, the system performs the following steps: It creates a posting run It evaluates the payroll results It creates payroll documents It flags the payroll results of the evaluated employees It generates index information

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Execute Run - Selection Screen

Posting to Accounting: Create Posting RunPosting to Accounting: Create Posting Run

Payroll period

Payroll area

Current period

Other period

Selection

Personnel number

Payroll area

01.08.2001 to 31.08.2001

08 2001

to

XX

to

Run attributes

Type of document creation P

Display log

Text on posting run

Live posting run

Specify posting date

Acc. to period definition

Acc. to paydate

Manually

Special periods

Selections from

Data for document creation

Doc. date

Posting variant SAP

Differentiates between live andsimulation runs

General settings are defined in a posting variant in Customizing

XX

Program SystemEdit Goto Help

Cost planning

Certain information is required for the creation ofthe documents

The selection of personnel numbers for the posting run should be the same as the selection for the basic payroll run

Enter the payroll area and the period. The sequence of evaluations for posting to accounting should correspond to the sequence of payroll periods. It is usually sufficient to set the current period as the payroll period.

Alternatively, if you want to post or subsequently post individual personnel numbers, enter the personnel numbers instead. It is recommended that the entries here correspond to those for the corresponding payroll runs.

In the "Document Creation" section, specify that you want to create a posting document for a live posting run. You can only run a live posting run once per personnel number and per payroll period. If you want

to repeat a live posting run, you must first delete the existing run. However, you can simulate a posting run for the same personnel numbers in the same period as

often as required. Enter a posting variant. You create posting variants in Customizing for Reporting for Posting Payroll

Results to Accounting.

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Posting Run Log

Posting to Accounting: Create Posting Run

SystemEdit Goto HelpList Utilities

Line no. Sub-tree

Posting to Accounting: Create Posting Run 1

19070000

19070001

19070002

19070004

19070005

19070006

19070007

19070008

19070003

Statistics

Posting run no. (PP)

Personnel numbers selected

Personnel numbers evaluated

Personnel numbers rejected

Personnel numbers skipped

9

9

0

0

Log

Type of document creation Correct

Document Overview

Susi Schmitt

Dr. Arni Anker

Verena Vogel

Jerry Bacon

Jo Walden

Steven Wagner

Tim Falk

Ron Fernando

Ben Bach

The log displays the processed personnelnumbers and statistics; if required, the treecan be expanded to display detailedinformation.

The log shows whether the posting run was successful for all personnel numbers. If you select the Document Overview pushbutton or double-click the Doc. creation line, you access

the document overview screen.

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Per Payroll Period

Create Posting Run

Edit Posting Run

Completeness Check



Display Posting Runs

Document Analysis: Overview

Document Overview

Document items

RPCIPA00

Posting Document Line Items RPCIPS00

Posting Document Revision Information (Wage Type View)

Payroll Result

RPCIPD00

RPCIPE00Log

You access the Posting Run Overview screen by choosing Edit Posting Run. Here you also obtain an overview of the documents. You can also access this information from the log by choosing the Document Overview button or by double-clicking the Document Creation line in the document overview.

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

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Display Posting Runs

When you choose Create Posting Run, the run is created with the run number 505. In this step, the run is given the "Documents created" status.

Display Posting RunsSystemEdit Goto HelpList Settings

Type Description

Run number Run information

PP Payroll Posting

0000000505 PArea XX/08/2001

Sim Status

Documents created

User name

HUBER

Created on

22.08.2001

Time

12:47:59

Per Payroll Period

Create Posting Run

Edit Posting Run

Completeness Check



You can carry out the following activities per run:

Display the accompanying documents Display an overview of the run status (including history) Execute posting (when all documents are released) Delete the posting run

Display the list of posting runs. Check the required posting run(s):

Status: If the posting run has a status other than "Documents created", an error has occurred when creating the posting run.

History: Choose Goto > Run history Attributes: Display the attributes of a posting run by choosing Goto> Run attributes Details: Choose Goto> Display Details

The standard system only displays the posting runs that have been created and not yet posted. You can use a filter to change the display criteria for the list of posting runs (Choose: Edit >Filter). For example, you can display all posting runs, or posting runs that have been deleted.

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7.16

SAP AG 2003

Document Overview

Run 505, created in the previous step, contains documents 684 and 685

Display Posting RunsDisplay Posting Runs

SystemEdit Goto HelpList Settings

Type Description

Run number Run information

PP Payroll Posting

0000000505 PArea XX/08/2001

Sim Status

Documents created

User name

HUBER

Created on

22.08.2001

Time

12:47:59

Posting to Accounting: Document OverviewPosting to Accounting: Document Overview


Document

00000006840000000685

CoCd

00010001

Post.date

26.08.200126.08.2001

Doc. date

22.08.200122.08.2001

Year Period Reference

HRPAY00001HRPAY00002

Type

PPPP

Run number

505505

Status

CreatedCreated

You can perform the following activities per document:

Display the document

Release the document

Display accounting document (only when posted)

To display a list of posting documents, double-click on a posting run. For each document you can perform the following activities, which are described in more detail in the following slides:

Display the document Release the document Display the posting documents (only when the run has been posted and is in the same system).

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7.17

SAP AG 2003

Ref a) Display Posting Document

Display Payroll Posting Document

Account no. w. textBA CO acct assgmts Curr.

300,00 OrdNo 700340430000 Salaries000125.744,95 CCtr CB_BÜRO430000 Salaries0001

500,00 CCtr CB_BÜRO431000 Overtime bonus0001520,00 CCtr CB_BÜRO435000 Standard annual benefit0001

5.059,00 CCtr CB_BÜRO440000 Legal social expenses000118.400,00 CCtr CB_CHEF430000 Salaries0001

29.320,00 CCtr CB_FABRIK420000 Direct labor costs0001

2.100,00 CCtr CB_FABRIK431000 Overtime bonus0001

0,00

4.993,70 CCtr CB_FABRIK440000 Legal social expenses0001

208,50 CCtr CB_FABRIK435000 Standard annual benefit0001

10.400,00 CCtr CB_FABRIK430000 Salaries0001

*

45,00 CCtr CB_CHEF435000 Standard annual benefit0001

** 0,00

Amount

Document 0000000685Run 0000000505Reference HRPAY0002Reporting type PPDocument type G/L acc.doc

Company code 0001Posting curr.Doc.type ABPosting date 26.08.2001Document date 22.08.2001Business transaction HRP1

1.823,96 CCtr CB_CHEF440000 Legal social expenses0001

99.416,61-176500 Wage & salary clearing


0001

The Display Documents function works inthe same way as the Display Documents function in Accounting and generates a variable list for which company andemployee-specific variants can be created and modified as required.

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

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7.18

SAP AG 2003

Revision Information on the Posting Document

300,00OrdNo 700340430000 Salaries430000 Salaries431000 Overtime bonus435000 Standard annual Annual benefit440000 Legal social expenses430000 Salaries435000 Standard annual Annual benefit

Account no. w. textBA CO acct assgmts Curr.

0001000100010001000100010001

You can display theunderlying revisioninformation perdocument line itemwith a double click (orselecting the itemand clicking on details).

25.744,95500,00520,00

5.059,0018.400,00

45,00

CCtr CB_BÜROCCtr CB_BÜROCCtr CB_BÜROCCtr CB_BÜROCCtr CB_CHEFCCtr CB_CHEF

Display Revision Information on the Posting DocumentDisplay Revision Information on the Posting Document


Wage type- long text

1140 Vol. special payment*1010 Standard salary1010 Standard salary1010 Standard salary*1020 Standard bonus1020 Standard bonus*1030 Standard bonus1030 Standard bonus1030 Standard bonus*1090 AT salary*1210 Trainee remun.*1220 Widow/er pension*

** Total

PersNo

19070000

190700021907000119070000

1907000219070001

190700021907000119070000

19070003

19070007

19070003

In-period

200108

200108200108200108

200108200108

200108200108200108

200108

200108

200108

For-period

200108

200108200108200108

200108200108

200108200108200108

200108

200108

200108

Curr.

1,000.001,000.003,000.003,829.505,500.00

12,329.5050.00

300.00350.00152.50412.95

1,100.001,665.458,000.008,000.00

1,400.001,400.00

1,000.001,000.00

25,744.95

1140 Vol. special payment

1020 Standard bonus

1010 Standard salary

1030 Standard bonus

1090 AT salary

1210 Trainee remun.

1220 Widow/er pension

Amount

Amount

Branch to revision information on the posting document. That is, view the underlying wage types.

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7.19

SAP AG 2003

Payroll Result and Posted Amounts

Wage type- long text

1140 Vol. special payment* 1140 Vol. special payment1010 Standard salary1010 Standard salary1010 Standard salary* 1010 Standard salary1020 Standard bonus1020 Standard bonus* 1020 Standard bonus

PersNo

19070000

190700021907000119070000

1907000219070001

Period

200108

200108200108200108

199708199708

Period

200108

200108200108200108

199708199708

Curr.

1.000,001.000,003.000,003.829,505.500,00

12.329,5050,00

300,00350,00

Display Payroll Results and Posted AmountsDisplay Payroll Results and Posted Amounts

SystemEdit Goto HelpList

All items

Payroll account summarized in retroactive accountingOnly posted wage types

Person. No.

19070001

Sequential no.

00006

In-period

199708

For-period

199708

Begin date

01.08.1997

End date

31.08.1997

UpdID

A

Payroll res..: Wage type Amount

/260 EE taxes 970.62/261 Employee SI shares 984.33/351 HI ER share, curr. remun. 314.80/361 PI ER share, curr. remun. 476.89/371 UI ER share, curr. remun. 152.70/361 NI ER share, curr. remun. 39.94/559 Bank transfer 2,603.50/55U CF bank transfer 140.00 -/57A C.formation ER share 156.001010 Standard salary 3,829.501020 Standard bonus () 300.001030 Standard bonus (%) 412.95

Posted: Debit Posted:Credit

970.62984.33

314.80 314.80476.89 476.89152.70 152.70

39,94 39.942,603.50

140.00156.00

3,829.50300.00412.95

Double-click on the individual items in the detail list to display the underlying informationfrom the payroll results.

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

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7.20

SAP AG 1999

Ref. b) Releasing a Document

Posting to Accounting: Document Overview


Document

00000006840000000685

Trans.

HRP1HRP1

CoCd

00010001

Post.date

26.08.200126.08.2001

Doc. date

22.08.200122.08.2001



Doc. type

ABAB

Type

PPPP

Run number

505505

Status

CreatedCreated

Posting to Accounting: Document Overview


HR doc.

00000006840000000685

Trans.

HRP1HRP1

CoCd

00010001

Post.date

26.08.200126.08.2001

Doc. date

22.08.200122.08.2001



Doc. type

ABAB

Type

PPPP

Run number

505505

Status

ReleasedCreated

Each document must be released: This action updates the document status.

When the last document is released, the runhas the "All documents released" status.

Release document(s)

Do you want to release the selected

documents for posting?

Yes No

You have created a posting run and checked the accompanying documents. Display the posting documents for a posting run. Flag the checked posting documents. Choose Edit -> Release document. Confirm the release

If all the accompanying documents have the status "Released", the posting run now has the status "All documents released"

(C) SAP AG HR110 20

7.21

SAP AG 2002

Posting a Run


SystemGoto HelpList Settings

Run information

PP Payroll Posting

PArea XX/08/2001

Sim Status

All documents released

User name

HUBER

Created on

22.08.2001

Time

12:47:59

Typ Name

Run number Run name

0000000505



Run information

PP Payroll Posting

PArea XX/08/2001

Sim Status

Documents posted

User name

HUBER

Created on

22.08.2001

Time

15:57:44

If the run has the status "All Documents Released," then it can be posted.

0000000505

Edit

Change run nameDelete run

To old releases >Reversal >

Filter >Sort >Find

Cancel

Post documents

The "Release Posting Documents" step has been performed successfully for all posting documents. This means all accompanying posting documents have the "Released" status. The posting run then has the status "All documents released". Call up the list of posting runs. Select the required posting runs. Choose Edit -> Post documents. Confirm the posting of the posting documents.

If successful: All posting documents for the selected posting run have been transferred to Financial Accounting or Cost Center Accounting, and if required, to Funds Management, and then posted. The posting run has the "Documents posted" status. The accompanying posting documents have the status "Released".

If unsuccessful: The posting run has the "Not posted" status.

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7.22

SAP AG 1999

Ref. c) Displaying Posting Documents

Posting to Accounting: Document OverviewPosting to Accounting: Document Overview

Period Reference


Doc. type

ABAB

Type

PPPP

Run number

505505

Status

ReleasedCreated

List of Documents in AccountingList of Documents in Accounting

Documents in Accounting

Document type

Accounting documentSpecial ledgerCost accounting doc.

1000011311000039907200021402

Doc.no.

Original document

SystemEdit HelpList Settings

HR doc.

00000006840000000685

Trans.

HRP1HRP1

CoCd

00010001

Post.date

26.08.200126.08.2001

Doc. date

22.08.200122.08.2001

Year

Goto

Line item historyDisplay line items...

Accounting documents

Display details

Double-click to display detailed information for the resulting documents

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

The following activities have still to be carried out in Financial Accounting after the payroll results have been posted to Accounting: Comparison of transferred and posted payables. Check withholdings for advance payments. Check withholdings for claims. Clearing of cross-company code transactions: Cross-company-code transactions are cleared by

balancing the document split account and the recalculation difference. This functionality is supported only in an integrated system.

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7.23

SAP AG 1999

Displaying the Resulting FI Document

List of Documents in Accounting


Document type

Special ledgerCost accounting doc.

1000011311000039907200021402

Doc.no.

Original document

Cost accounting doc.

Accounting document

Document OverviewDocument Overview

SystemEdit Goto HelpList Extras Settings Environment

Display currency

Document no.

Doc. date

Reference

Currency

100001131

22.08.2001

HRPAY00002

Company code

Posting date

Cross-CC no.

0001

26.08.2001

Fiscal year

Period

2001

8

Itm Account--001002003004005006007008009010011012013014

Account short text----------------------------------------------------------------430000430000 431000 435000 440000 430000 435000 440000 420000 430000 431000 435000 440000 176500

SalariesSalaries Overtime bonusesStandard annual benefitLegal social expenses Salaries Standard annual benefitLegal social expenses Direct labor costs Salaries Overtime bonuses Standard annual benefitLegal social expenses Wage and salary clearing account

Amount300,00

25.744,95500,00520,50

5.059,0018.400,00

45,001.823,96

29.320,0010.400,002.100,00

208,504.993,70

99.415,61 -

UNI

You can access Financial Accounting documents directly.

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7.24

SAP AG 1999

Displaying the Resulting CO Document

List of Documents in AccountingList of Documents in Accounting


Document type

Special ledgerCost accounting doc.

1000011311000039907200021402

Doc.no.

Original document

Cost accounting doc.

Accounting document

Display Actual Cost DocumentsDisplay Actual Cost Documents

SystemEdit Goto HelpList Settings Extras Environment

Display variantCo. currency

1SAPUNI

Doc.no.

0Ty Object

200021402

KST CB_CHEF

KST CB_FABRIK

KST CB_FABRIK

KST CB_FABRIK

KST CB_FABRIK

KST CB_FABRIK

KST CB_CHEF

AUF 700340

KST CB_BÜRO

KST CB_BÜRO

KST CB_BÜRO

KST CB_BÜRO

KST CB_CHEF

Doc. date RT RefDocNo Document header text

PAr Partner object Cost element Value/CoCurr

22.08.2001 R 685

440000

420000

430000

431000

435000

440000

435000

430000

430000

431000

435000

440000

430000

Page

1.823,96

29.320,00

10.400,00

2.100,00

208,50

4.993,70

45,00

300,00

25.744,95

500,00

520,50

5.059,00

18.400,00

* Total 99.415,61

You can access the Controlling documents directly.

(C) SAP AG HR110 24

7.25

SAP AG 1999

Completeness Check

RunRun

StatusStatus

Selection

Per Payroll Period

Create Posting Run

Edit Posting Run

Completeness Check



List of unpostedpayrollresults

Payrollresult

You use the completeness check to determine: Whether payroll results that have not been selected were generated in the selection period Whether posting runs that do not yet have the status Documents posted exist

(C) SAP AG HR110 25

7.26

SAP AG 2002

Reversing a Posting Run

Documents in HR

4 million

Documents in FI

Documents in HR Documents in FI

Reversal:Reversal:

The number of the The number of the reversedreversed document is document is stored in thestored in the reversal reversal

documentdocument

4 million

-4 million

-4 million

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

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

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7.27

SAP AG 1999

Payroll Posting

Paymentsto employee

Tax

Posting document

List of payments

Employment tax notification

automaticposting

manualposting

manualposting

SalariespayableSalariespayable

Tax payableTax payable

Salaries payableSalaries payable

HRHR

HRHR

HRHR

Tax payableTax payable

FIFI

FIFI

HRHR

Expenses Payables Bank

Bankclearing

Wagesandsalaries

Bankclearing

Accounts FI FI

to

to

to

Integration with other Subsequent Activities

1

2

3

(C) SAP AG HR110 27

7.28

SAP AG 1999

Expenses accounts Payables accounts Bank accounts

2.950,-

Wages & Salaries Salaries payable

Taxes payable

2.600,-

350,-

Bank clearing

12

3

(1) Posting to accounting

(2) Payments to employee

(3) Posting tax payments

(4) ...

1

1

2.600,- 2.600,-

350,-

350,-

2

3

Posting in Financial Accounting

Within Payroll, expenses are generated, which have corresponding payables. These expenses and payables are posted within Financial Accounting. For example:1. Wages and salaries (2,950.-) are posted to the Salaries Payable (2,600.-) and Taxes Payable

(350.-) accounts. In addition to posting expenses and payables, the correct amount must also be paid to the

employees, to the tax office, and to other payees. These payments must also be documented within Accounting. Posting must be performed to credit the payables account and debit the bank account. Depending on the transaction, payment either takes place automatically or manually. For example:2. Wages and salaries payable (2,600.-) to the Bank Clearing account (2,600.-) 3. Taxes payable (350.-) to the Bank Clearing account (350.-).

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

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7.29

SAP AG 1999

The posting run is created, checked, edited and released

Documents are created for CO and FI

Accounting can display the documents to check and effect payments and bank transfers.

Posting Payroll Results to Accounting: Summary

(C) SAP AG HR110 29

7.30Posting Payroll Results to Accounting: Exercises

Unit: Posting Payroll Results to Accounting

Topic: Subsequent Activities

Transfer payroll results to Accounting

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

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

2. Choose the pushbutton Document Overview. Analyze the posting documents by double-clicking an individual line.

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

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

____________________________

5. Now edit your posting run: Check your documents again and then release the posting document.

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

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

(C) SAP AG HR110 30

7.31Posting Payroll Results to Accounting: Solutions

Unit: Posting Payroll Results to Accounting

Topic: Subsequent Activities

1. SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run

Make sure you enter the payroll area 60 + ## in both the areas Payroll period and Selection, and make sure you enter the value S (simulation run) in the Type of document creation field under Run Attributes.

Set the Output log indicator.

Choose Execute.

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

2. Select the pushbutton Document Overview.

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


3. Set the payroll status to Exit Payroll by selecting the SAP Menu: Human Resources Payroll International Payroll Exit Payroll

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

(C) SAP AG HR110 31

4. SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run

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

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

Choose Execute.

Make a note of your posting run number: ________________________


5. SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Edit Run

To check the documents again, double-click on your posting run. You access the document overview. Double click on a document to view the individual document line items. Double-click on the individual document line items for the revision information for the posting document, that is, the wage type view. Then, double-click again to return to the payroll results. Repeat this procedure to check the rest of your documents.

To release the documents, choose Back until you come to the document overview.

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

Choose Edit Release document.

Select Yes in the Release document(s) pop-up box.

Your document has the status Released.

Choose Back to access the Display posting runs view.

6. You are in the Display posting runs view: SAP 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 you access a screen with the following title: Posting to Accounting: Trigger Posting.

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

Your posting run should now have the status Documents Posted.

(C) SAP AG HR110 32

7. 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 status Documents posted.

Choose Goto Document overview

Mark your document.

Choose Goto Accounting documents

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

Review the document.

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

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

(C) SAP AG HR110 33

8

SAP AG 1999

Bank Transfers and Check Processing

Bank transfer

Payment by check

Contents:

(C) SAP AG HR110 1

8.2

SAP AG 1999

Bank Transfers and Check Processing: Unit Objectives


Explain how a bank transfer is generated

Explain how a check is generated

(C) SAP AG HR110 2

8.3

SAP AG 2003














(C) SAP AG HR110 3

8.4

SAP AG 2003

Payment amounts must be transferred from the company bank account to the employee bank account.

Some employees are paid using bank transfers, while others receive their remuneration by check.

Bank Transfers: Business Scenario

(C) SAP AG HR110 4

8.5

SAP AG 2003

or

Check or transfer

Infotype Bank Details

Payment method

Enterprise July 01, 2001

Payable to: Employee UNI 10,000.00Wage/ salary check 90/100

Bank

|1234: 123 :123 1 0123 123456789 |Signature

Bank

Generating Checks/Bank Transfers

U = Bank transfer

S = Check

The data entered in the Bank Details infotype (0009) determines whether a check or bank transfer is generated. The Payment Method field determines whether payment is made by check or bank transfer. Subtype 0 contains the main bank details.

If an employee wants to distribute his or her salary between two different bank accounts, you must enter infotype 0009 again using subtype 1 (Add. bank details).

When subtype 1 is used (additional bank details), you must specify the percentage of the salary or the fixed amount to be transferred to this bank. The remaining amount is then transferred to the main bank.

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8.6

SAP AG 1999

Generating Checks

Payroll results

Preliminary Program DME

Create DME

Wage/ salary check

Payable to: Employee Bank Signature

Bank

Overview - Bank Transfer and Check Printing

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

(C) SAP AG HR110 6

8.7

SAP AG 2003

Preliminary DME Program

Preliminary DME Program for Several Payment RunsPreliminary DME Program for Several Payment Runs

SystemEdit Goto HelpProgram

Payroll period

Selections from Search helps

Payroll area

Current periodOther period

00

Selection

Personnel number

Payroll area 00

To

To

Additional data

Wage type

00

to

TEST

Convert umlauts?

Set flag for transfers

Repeat run: Date

Time

Flagged records only

00:00:00

Report automatically creates a program run date and anidentification feature

The entries are used to create the corresponding banktransfers and generate checks

You generate the bank transfers in two steps. In the first step you execute the Preliminary Program for Data Medium Exchange. This is used to select data from the payroll results to create the transfer. Follow this MENU PATH: Human Resources>Payroll> YOUR COUNTRY> Payroll> Bank Transfer -> Pre. Program DME.

When the preliminary program has run, note the number of the file created. It is also advantageous to note the date.

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8.8

SAP AG 2003

Paying company codeSending company code

Payment methodsPayment method supplementHouse bankAccountCurrency keyPayment document number

Data medium exchangePrint advice notes

Program run dateIdentification feature

Proposal run only

PrinterPrinter

to to to to to to

to to

Print immediatelyPrint immediately

Generating Bank Transfers

Further selections

Output control

Company code selection

The program used to generate bank transfers is country-specific and is not available for evey country. You find it in the SAP menu for Payroll for your country under the area Bank Transfer.

To start the DME you must enter the number and date of the previously created file, so that the data can be copied.

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8.9

SAP AG 2003

Paying company codeSending company code

Payment methodsPayment method supplementBusiness areaHouse bankAccount IDCheck lot numberRestart from check numberCurrency keyPayment document number

Program run dateIdentification feature

Proposal run only

to

to to

Enterprise

Payable to: EmployeeWage/salary check 90/100

Bank

? ? |1234: ? ? ? 123? ? ? :123 1? 0123??123456789???|Signature

Generating Checks

Further selections

Company code selection

The program used to generate checks (Report RFFOUS_C) is not available for every country in the menu (it is available, for example, for the USA and Canada). You find it in the SAP menu for Payroll for your country under the area Bank Transfer.

To start the check run, you must enter the number and date of the preliminary program so that this data can be used for the checks.

(C) SAP AG HR110 9

8.10

SAP AG 2003

Repeating a Run

Payroll result Regulation data

Personnel number 1801

Table of bank transactions

/559 25.05.20xx 17:17:17...

Run dateRun ID

NameAmountCurrency

25.05.20xx17171P

Mrs Susanne Miller…2300.00 EURO

Repeat run: Date

Additional data

Time

25.05.20xx

17:17:17

Pre.programDME

Set flag for transfers

Flagged records only

When repeating a Preliminary Program DME run, enter the date and time of the run you wish to repeat in the Repeat Run: Date and Time fields. In this way, you select the data records that are already flagged as being paid with this date and time again.

Using the Flagged Records Only parameter, you can determine whether only the records flagged with the given date and time should be selected in a repeat run, or also those that have not been flagged.

For you this means: If the Preliminary Program DME run is repeated after an interruption in the program, then you must fill out the Repeat Run: Date aud Time fields to identify the run to be repeated. When you repeat an interrupted run, you want to mark those records that were already selected during the interrupted run as well as those which have not yet been marked, therefore do not select the Flagged Records Only parameter.

(C) SAP AG HR110 10

8.11

SAP AG 1999

Qualified Advance Payment

Payroll result


/559 20.05.20xx 15:29:13 ...

Pre. ProgramDME

(1st payment)

Payroll result


/559 20.05.20xx 15:29:13 ...

Pre. ProgramDME

(2nd payment)

/558 31.05.20xx 16:45:03 ...

1st payroll run 2nd payroll run

Release for payrollperiod 05.20xx

Release for correctionperiod 05.20xx

Release for payrollperiod 05.20xx

End ofpayroll period 05.20xx

Application area: You would like to run payroll for, and remunerate, part of the employee's pay during the current

period. This will usually be the employee's basic pay. You would like to run payroll for, and remunerate, bonuses for overtime or leave compensation at a later date.

Note: On starting the Preliminary Program DME, you must flag the Set Flag for Transfers parameter. In

the second payroll run this determines the difference between the current employee payment and the amount already paid.

In the second payroll run, wage type /559 (Bank Transfer) will be transferred, unchanged, to the new payroll result, since it was flagged as paid in the preliminary program DME. If, in the second payroll run, the system identifies that the current employee payment is greater than the amount already paid, then the difference will be stored in wage type /558 (Payment of Balance) in the new payroll result. The payroll result created in the first payroll run will be overwritten by the second payroll run.

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ExtExt. . Bank Transfers (Infotype 0011)Bank Transfers (Infotype 0011)

Infotype Edit Goto Extras

Recur.Recur. PaymtsPaymts // DeductnsDeductns (Infotype 0014)(Infotype 0014)


Additional Payments (Infotype 0015)Additional Payments (Infotype 0015)


Wage type Vol. special paymentM140

Amount 500.00 UNI

Additional Payment

Person. No. 1810

Regulation data

Create DMEAdvancepayment

Advance Payments from Master Data

Application area: With the help of the advance payment from master data (earliest unqualified advance payment), you

can transfer the wage types you entered in the External Bank Transfers (0011), Recurring Payments/Deductions (0014) or Additional Payments (0015) infotypes without running payroll. The statutory deductions are only calculated in the payroll run for the subsequent month.

Note: On starting the advance payment, select the Set Flag for Transfers parameter. This marks the

infotype records with the end date of the current period as paid. The wage types that you pay as advance payment from master data from the infotypes 0014 and

0015, must be coded in such a way that the amount will not be paid again in the next payroll run, and will be considered as having been paid already. Depending on the contents, the wage type must reduce the payment amount in the payroll run and must not be included in the payment amount.

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

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The Preliminary Program for Data Medium Exchange creates a temporary dataset from the payroll data.Based on this, bank transfers and checks can be generated.

Bank transfers are effected using the DME program (Data Medium Exchange program), which creates files according to bank regulations.

Furthermore, you can generate checks for your employee that debit the company account.

Bank Transfers: Unit Summary

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8.14Bank Transfer and Check Processing: Exercises

Unit: Bank Transfers and Check Processing

Topic: Bank Transfers and Check Processing

Generate bank transfers and checks

The employees at your company must be paid. They either receive their payments directly in their bank account by means of bank transfer or they receive a check.

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

1. First run the Pre.Program DME as a test run and analyze the log. Then run the Pre.Program DME as a live run. Make sure that the "Set flag for transfers" indicator is selected. Make a note of the program run date and the DME run identification feature, which is displayed under the program run date on the results screen.

Program run date: ________________________________

DME run identifier: _____________________________

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

This information was stored because you selected the "Set flag for transfers" indicator.

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

You must switch to the payroll menu for your respective country because the payment medium program is country-specific.

The menu path is:

_________________________________________________________

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8.15Bank Transfer and Check Processing: Solutions

Unit: Bank Transfers and Check Processing

Topic: Bank Transfers and Check Processing

1. SAP Menu: Human Resources Payroll International Payroll Bank Transfer Pre. Program DME

Make sure that Payroll area 60 + ## is entered under both Payroll period and Selection. Set the test indicator and select Execute. Analyze the log.

Go back a step and run the Pre. program DME again. Remove the test indicator and select the Set flag for transfers indicator.

Make a note of the program run date and the DME run identification feature, which is displayed under the program run date on the results screen.

Program run date: __________________________________

DME run identification feature:__________________________________


2. SAP Menu: Human Resources Payroll International Tools Display Results

Enter your personnel numbers 110991## and 110992## using the Multiple selection button, and choose Enter. Mark a personnel number in the Personnel numbers selected area, and then double-click on the line of the corresponding payroll result or choose the button Display overview. Double-click on the BT table (Payment Information) where you can read the date and time. Choose the button Back and repeat this procedure for the second personnel number.

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3. To find the program to carry out bank transfers and check processing for your country, you have to choose the payroll menu for your country. There you choose:

Payroll Bank Transfer.

For example, the procedure for a bank transfer using the German-specific program Payroll Transfer First DME is as follows:

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

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

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

Choose Execute.

You can display the individual objects by double-clicking them. To see more of the DME contents list, select the appropriate object and choose Display DME Content.

To display the attributes choose Extras Data Medium Attributes.


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9

SAP AG 1999

Process Model

Contents:

The process model as a possible method for background processing

Process steps and breakpoints

Processes based on process models

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Process Model: Unit Objectives


Edit a process model, that is, add process steps and breakpoints

Start and monitor a process

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Process Model: Business Scenario

After you have run payroll and all the subsequent activites in dialog mode and have understood theindividual steps, you now want to run payroll in a background operation.

The process model enables you to schedule payrolljobs and subsequent activities.

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Payroll in a Background Operation

There are several possibilities of runningpayroll in a background operation:

Payroll calendar to create and schedule payroll jobs

Report RPCSC000 to run payroll in parallel for employees

Define jobs

Process Model

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

If you want to run payroll for a large number of personnel numbers in a payroll period, you can split it into several background jobs using report RPCSC000. The system then processes the background jobs on several application servers in parallel. To do this you must specify how many personnel numbers should be included in a background job, or the number of background jobs that should be created. Report RPCSC000 selects the personnel numbers for which payroll should be run from the database, and groups them in background jobs. You can release every background job individually or you can release them all at once.

You can use the function System> Services> Jobs> Define Job to define a single job, or a series of jobs.

The process model is explained in more detail in the following slides.

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Process Model - Advantages

You can easily control the execution of the programs

You can check every personnel number during the whole process procedure

You can repeat individual process steps

You can reduce the process run time by running programs in parallel

You can specify that under certain circumstances a notification is sent

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Overview - Process Model and Process

Release payroll

RunpayrollRun

payroll

Print remuneration statement

Print remuneration statement

TransferTransfer CheckCheck

Conditionalbreakpoint




Stop if payrollstatus is notended

Stop if some of the personnel numbers contain errors

Execute posting run

Execute posting run

Display the documents

Display the documents

Pre. programDME

Pre. programDME

Simulate posting runSimulate

posting run

Start process

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

Process models are used as a basis for carrying out processes. That means, every process is created using a process model and is given a unique process number. A process is therefore the concrete execution of the process steps specified in the process model (that is, programs), taking into consideration the defined breakpoints. You find the HR Process Workbench in the payroll menu for your country, under Tools> HR Process Workbench.

In the HR Process Workbench, you can control the program sequence that takes place in the process model. The graphical interface, the process model maintenance and the HR Process Workbench make its purpose easier to understand.

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

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Elements of a Process Model

Selection ofpersonnelnumbers

Selection ofpersonnelnumbers

Processstep(s)

Processstep(s)

BreakpointBreakpointBreakpoint

Selection program to select the employees who should be processed

A single step of a process to be carried out

Point at which to stop a processbetween two steps

Wait point Point at which to stop a processuntil a certain event occurs

A process model is composed of programs that run in a specific sequence, and of breakpoints that interrupt and control the process sequence.

A process step corresponds to the processing of a program in the process model. The process step includes: the program category whose specification was determined in the process model the assigned program with a variant

A process step can be repeated as often as is necessary. The subsequent programs, which process the results of the previous program, are then also repeated.

You start and repeat processes and process steps in the same way. As of SAP Enterprise you can also use a wait point. You use this, for example, if you want to make

the processing of the next point dependent on an external event, or if a process step should only start if another process step is being run in different branch.

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The Process Step and its Attributes

Size ofPackage

SelectionVariant

ProgramCategory

ProgramName

Communication

ProcessStep

ProcessProcessStepStep

You can display the attributes by marking a process step and choosing Edit> Select. Every process step has the following attributes:

Program Category: Specifies a step from a business point of view (for example, payroll posting) and establishes the role of a program in a process model. You can assign as many programs as you want to a program category.

Program Name: Program, which should be executed in this step. Selection Variant: The selection variant and criteria used to execute a step. Size of Package: A program can process personnel numbers in packages in parallel. In this way

every program can process personnel number packages of different sizes. Communication: Here you can specify who can be contacted when, and how (for example, after a

step is executed, the person who started the process should receive a mail).

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Breakpoint between Steps

Process Step 2Process Step 2Process Step 2


Type ofbreakpoint

Communication Text of a mail

You can display the attributes of a breakpoint by marking a breakpoint and choosing Edit> Select. The following types of breakpoint are available for the process model:

Unconditional breakpoint: When this breakpoint is reached the process is always interrupted. Conditional breakpoint: The process is only interrupted when it reaches a certain percentage of

incorrect personnel numbers. Variable breakpoint: A self-defined function module is used to decide whether the process

should be interrupted or not. Here you can specify, via communication, who should be notified by mail. Via text of a mail, you determine the standard text that should be used for the mail.

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Conditional Breakpoint - An Example

"Incorrect" Employees "Correct" Employees


Employee

Selection

EmployeeEmployee

SelectionSelection

EE4EE1EE2

EE3EE5

EE7

EE8

EE6

EE9

7 out of 9employees

wereincorrect

7 out of 9employees

wereincorrect

Percentage: 20stop if more than 20 %of

the employees being processed are incorrect

Percentage: 20Percentage: 20stop if more than 20 %ofstop if more than 20 %of

the employees being the employees being processed are incorrectprocessed are incorrect

STOP

EE6

EE9

EE4EE1EE2

EE3

EE5

EE7

EE8


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

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Monitoring HR Processes

0000004711

0000004712

0000004713

0000000001

0000000001

000001

000002

Payroll January 2001

February Birthday bonus

Adv.payment Vac. allowance 01.02.2001-28.02.2001

Payroll

Run 1 on 28.02.2001 at 08:10:16

Package 1

Package 2

0000000002 Run 2 on 28.02.2001 at 12:10:16

000003 Package 1

0000000002 Form printing

0000000003 Run 1 on 28.02.2001 at 09:00:06

0000000004 Run 2 on 28.02.2001 at 12:35:07

HR-Process

ProcessProcess

StepStep

RunRun

PackagePackage

Every process is created using a process model and is given a unique process number. It covers the processing of all the steps defined in the process model. Completed processes are locked so that no changes can be made. They can, however, still be displayed so that the process history can be followed.

Processes can be administered and monitored using the HR Process Workbench. You find the HR Process Workbench in the payroll menu for your country, under Tools> HR Process Workbench.

The additional information, the job overview and the spool list of personnel number packages are available to control processing. You find these in the HR Process Workbench menu under Goto. Additional information: You use status display to control the processing status of a process and

the status of the personnel numbers. The status of a process is displayed in terms of process, process step, run and package. The status of a personnel number can be displayed at all process levels. Only correctly processed personnel numbers are transferred from one process step to another.

Job overview: The job overview gives you information on the date and time when processing began and ended or was interrupted for the packages.

Spool list: When the log is switched on you can use the spool list to display the program output of individual steps at the package level.

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SAP AG 1999

Repeating a Process

Start(Run 1)StartStart

(Run 1)(Run 1)

1 2 3 4

ProcessStep 1

ProcessProcessStep 1Step 1

1 2 3

3

ProcessStep 2


ProcessStep 3


1 2

1 2

Repetition(Run 2)

RepetitionRepetition(Run 2)(Run 2)

34

ProcessStep 3


3 4

3 4

ProcessStep 1


ProcessStep 2


4

"Incorrect" employees from

the previous run(s)

"Incorrect" employees from

the previous run(s)4

Only correctly processed personnel numbers are transferred from one step to another. A process can be repeated at any time. If a process is repeated the process manager only starts the steps with status 'incorrect' for the

personnel numbers with status "incorrect" or "initial". You start and repeat a process using the HR Process Workbench (complete history is guaranteed).

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You have become familiar with the process model as a method of background processing

You can now copy and edit a process model

You can create, execute and administer processes that are based on a process model

Process Model: Summary

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9.15Process Model: Optional Exercises

Unit: Process Model

Topic: Process Model and Process

Copy an existing process model

Edit the process model

Create and administer a process model

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

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

2.* Edit your process model:

2-1. Add a conditional breakpoint after the process step Payroll and before the process step Simulate posting run. The process should be stopped if some of the personnel numbers contained errors during the payroll run.

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

2-3. Make sure that the person who starts the process (you) receives a mail when the Print remuneration statement step is ended. Choose the text module HRPM_MSG_ENDED.

Save and activate your process model.

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

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

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

Continue to select Refresh. React to the breakpoint after the simulation of the posting run: Exit payroll.

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

5.* If the process ran correctly, that is, if all the traffic lights are green, then look at the mail in your inbox informing you that the remuneration statement was printed successfully.

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9.16Process Model: Solutions

Unit: Process Model

Topic: Process Model and Process

1.* SAP Menu: Human Resources Payroll International Tools Customizing Tools Maintain Process Model

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

2.* You are in the Maintenance of Process Models screen: SAP Menu: Human Resources Payroll International Tools Customizing Tools Maintain Process Model

Your process model ZGR## has been entered. Select the button Change.

2-1. On the right, under the screen area, you find the objects that can be inserted. Click on the object Breakpoint or Interruption.

Click on a free space in the display area.

Mark Percentage rate in the dialog box but do not enter any other percentage. Choose Continue.

The object appears and it can be integrated into the process model:

To do this choose Edit – Nodes – Connect. Use your cursor to draw a line from the preceding object (that is, the step Payroll) to the subsequent object (that is, your new breakpoint). Now you have to use your cursor in the same way to draw another line from your new breakpoint to the process step Simulate posting run.

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

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2-2. On the right, under the screen area, you find the objects that can be inserted. Click on the object Program.

Click on a free space in the display area.

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

When you choose Continue, you receive a warning that this variant does not exist and you are asked if you want to create it. Choose Create, confirm the dialog box by choosing Continue and enter the appropriate values. To do this, choose the pushbutton Payroll period and make sure that you enter your payroll area 60 + ## under both Payroll period and Selection. Choose Current period.

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

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

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

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

2-3. To arrange the communication, double-click on your step Print remuneration statement and choose the tabstrip Communication. Mark If a step has ended and then mark Starter as the recipient. The communication type should be Send a mail.

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

Save and Activate your process model and return to the SAP standard menu.

3.* Release the payroll run: SAP Menu: Human Resources Payroll International Payroll Release Payroll



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4.* SAP Menu: Human Resources Payroll International Tools HR Process Workbench

Choose the button Create and enter Payroll group ## as the Process text and enter the model 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 the button Start/ Repeat. Then choose Immediate when the dialog box appears. Make sure that, when selecting the personnel numbers, your payroll area 60 + ## is entered under both Payroll period and Selection, and that Current period is selected. Select the button Execute.

To see the current editing status continue to choose the button Refresh.

If the simulation of the posting run does not contain errors, you react to the conditional breakpoint after the process step Simulate posting run by setting the payroll status to Exit payroll: SAP Menu: Human Resources Payroll International Payroll Exit Payroll.

Go back to the HR Process Workbench: SAP Menu: Human Resources Payroll International Tools HR Process Workbench.

Mark the process you created and choose the button Start/ Repeat. Then choose Immediate when the dialog box appears. Select the button Execute.

To see the current editing status continue to choose the button Refresh.

To examine the program output for the individual packages more closely, mark the appropriate package, for example the package for remuneration statement, and choose Goto – Spool list for set. In the overview of the spool requests, double-click on your spool request, make entries for the output, if required, and choose the button Display contents without saving the attributes. If you choose Cancel, you return to the HR Process Workbench.

If the process has run successfully, return to the SAP standard menu.

5.* Choose SAP Menu: Office Workplace. In your Inbox under Unread documents you should have received a mail informing you that the process step Print remuneration statement was carried out successfully.

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10

SAP AG 1999

Problem-Solving Aids

Delayed time recording sheets

Retroactive employee transfers

Change in payroll area

Error due to missing Basic Pay Infotype

Error in the Planned Working Time infotype

Errors in payroll administration

Change in payments within a period (factoring)

Contents:

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At the conclusion of this unit, you will be able toformulate a solution for the different problems in payroll.

Problem-Solving Aids: Unit Objectives

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Problem-Solving Aids: Business Scenario

Problems can reoccur in the personnel department

Some of the typical problem fields are discussed

However, in some cases the problems could be avoided from the outset

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Delayed Time Recording Sheets

Steps:- Release the payroll run for corrections

- Enter the time data in the system

- Release payroll again

- Run payroll using Matchcode W

- Check the results

A pile of time recording sheets arrive in the personnel department later thanusual.The payroll has already been run for the payroll period, but has not yet been set to Exit Payroll.

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Change 06.01.

Retroactive Employee Transfer

Steps:- Enter the changes in the master data for the month of June

- Run payroll for July as normal

- The changes are automatically recognized by the system within retroactive accounting, and are paid with the July payroll run.

The personnel department enters a number of employee transfers that come into force in June. Payroll has already been completed for June and new hirings have already been entered for July.

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

You have completed the payroll run for the current period. When you make changes to payment-related data in the payroll past, you receive a notification that you are changing data in the payroll past and that this will trigger retroactive accounting. This means that payroll must be run for this period again with the current values. This is known as retroactive accounting.

All of the periods for which you have completed and exited payroll constitute the payroll past. If a retroactive accounting infotype is maintained, the "Earliest Master Data Change" field in the Payroll Status infotype (0003) is set to the start date of the changed infotype record. This ensures that retroactive accounting is automatically triggered up to this retroactive accounting date when the next payroll run is performed.

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Payroll Area XX Payroll Area YY



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

The system changes the payroll period automatically. You must maintain feature DFINF in such a way that feature ABKRS (to determine the default value for the payroll area) is imported again when the Organizational Assignment record is copied, and that the payroll area is not copied from the previous record. Example: The employee changes payroll area on 15.7. However, a change of payroll area is not permitted until 1.8. After you save the Organizational Assignment infotype containing the change in employee subgroup, the system automatically creates a new record containing the change in payroll area that is valid as of August 1.

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Error Due to Missing Basic Pay Infotype

Steps:Reset the end date of the Basic Pay infotype to 31.12.9999

Leaving personnel action delimits the Basic Pay infotype: Problem!!!

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

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Error in Planned Working Time Infotype (0007)

Work schedule

Work schedule rule

Time Mgmt status

Working timeEmployment percentDaily working hours

Weekly working hours

Monthly working hours

Annual working hours

Weekly work days

Planned Working Time (infotype 0007)Edit GotoInfotype Extras

FLEX

Part-time employee

100.00

7.20

36.00

156.48

1879.20

5.00

Monthly work schedules not generatedPrevious or subsequent period not

generated

Flex

25

Flex

26

Flex

27

Flex

28

Flex

29

Off

30

Off

31

Flex

18

Flex

11

Flex

04

Flex

19

Flex

20

Flex

21

Flex

22

Off

23

Off

24

Flex

12

Flex

13

Flex

14

Flex

15

Off

16

Off

17

Flex

05

Flex

06

Flex

07

Flex

08

Off

09

Off

10

Off

03

Off

02

Flex

01

B

B

B

B

B

Wk MO TU WE TH FR SA SU

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

Before you can run payroll for a period, the monthly work schedule must be generated in the system. A previous and subsequent period of a monthly work schedule should exist for each period to be

included in the payroll run. Check the following Customizing steps: Time Management> Work Schedules > Work Schedule

Rules and Work Schedules> Generate Work Schedules Manually or in Batch.

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Errors in Payroll Administration

Payroll areas monthlyXX

Earliest RA period 01 2001

Release for payrollRelease for payroll

Do you want to release payroll area XXfor period 02.2001 for payroll?

Yes No Cancel

Live payroll run as of 01.2001

Payroll status

01 2001

01

Payroll period

Run

If you want to go live with the SAP Payroll system in January 2001, the payroll control record for the corresponding payroll area must be created in the system for period 12, 2001.

If the control record is incorrectly set to 01.2000, the system changes the payroll period to 02.2001 when the payroll is released. In this case, you will be unable to run payroll for period 01.2001.

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

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SAP AG 2003

Partial-Period Factoring / Factoring

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 joined your company, but not on the first day of a period

An employee has one week of unpaid leave

Change in basic pay

An employee usually receives a travel allowance, however he or she has a three-week vacation. The travel allowance is only paid for the period during which the employee travels to work.

Reduction in recurring payments oradditional payments

An employee changes to another department and is therefore assigned to another cost center.

You want the cost centers involved to be debited for the correct periods.

Organizational assignment

In payroll, factoring refers to the proportional calculation of periodical remuneration. Periodical remuneration comprises the wage types that an employee receives as basic pay, as recurring payments, and, if required, as additional payments.

During a payroll run, changes in the following infotypes are evaluated for factoring: Actions (0000) Organizational Assignment (0001) Planned Working Time (0007) Basic Pay (0008) Recurring Payments/Deductions (0014) Additional Payments (0015) Absences (2001)

If a situation arises where factoring is necessary, the current partial period factor is calculated and multiplied by the assigned wage type.

Reductions are triggered, for example, by unpaid leave during a payroll period. You can find detailed information on this topic in the HR400 course.

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Problem-Solving Aids: Summary

Support for typical problem fields:

Correct payroll before exiting payroll

Automatic retroactive accounting recognition

Change the payroll area within a period

Certain infotypes must not be delimited by the leaving personnel action

Generate period work schedules before the payroll run

Create control record with the correct date

Perform factoring

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10.13Problem-Solving Aids: Optional Exercises

Unit: Problem-Solving Aids

Topic: Retroactive Accounting, Partial-Period Factoring

Grant a vacation bonus

Change basic pay

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

1. Payment of a vacation bonus for a period for which payroll has already been run.

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

1-2. Run payroll for your payroll area (60 + ##) for the current payroll period, period 03. Choose the payroll schema X700.

1-3. Review the payroll results for employee 110991##. Compare the current and previous results by looking more closely at the RT table.

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2. Pay increase in the middle of the month in the current payroll period.

2-1. Give your employee 110991## a pay increase in the Basic Pay infotype (0008), to the next pay scale group, that is effective from the middle of the current payroll period, that is period 03. To do this, create a Basic Pay infotype (0008) by copying the existing infotype record.

The payroll area must be set to Released for Correction.

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

2-3. Review the payroll results for employee 110991##. In particular, check the current payroll results for the current payroll period.

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10.14Problem-Solving Aids: Solutions

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Unit: Problem-Solving Aids

Topic: Retroactive Accounting, Partial-Period Factoring

1.

1-1. SAP Menu: Human Resources Personnel Management Administration HR Master Data Maintain

Use wage type 4000 (Vacation Bonus) to create a new Additional Payments infotype (0015) for your employee 110991##, with the amount 300 UNI and the Beginning of January this year as the date of origin.

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

Save the data and return to SAP standard menu.

1-2. Release the payroll:

SAP Menu: Human Resources Payroll International Payroll Release Payroll


Start the payroll:

Payroll Start Payroll

Make sure that payroll area 60 + ## is entered, Current period is selected and that the flag is set for Display log. Change the schema from X000 to schema X700.

Select Execute.

Review the log and return to the SAP standard menu.

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1-3. SAP Menu: Human Resources Payroll International Tools Display Results

Enter personnel number 110991##.


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


2.

2-1. Make sure that your payroll area is set to Release for Correction:

SAP Menu: Human Resources Payroll International Payroll Corrections



Copy the Basic Pay infotype record (0008) for employee 110991##. This moves the employee to the next pay scale group (E06, Level 01). Make sure that the infotype record is valid from the middle of the current payroll period, that is, period 03.

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

Save the data and return to the SAP standard menu.

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2-2. Release payroll:

SAP Menu: Human Resources Payroll International Payroll Release Payroll


Start the payroll:

Payroll Start Payroll

Make sure that payroll area 60 + ## is entered, Current period is selected and that the Display log field is marked. Change the schema from X000 to schema X700.

Select Execute.

Review the log and return to the SAP standard menu.

2-3. SAP Menu: Human Resources Payroll International Tools Display Results

Enter personnel number 110991##.


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


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11

SAP AG 1999

This section contains supplementary materialthat is only relevant for certain countries.

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

Appendix

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11.2

SAP AG 1999

Off-Cycle Payroll

Bonus payments

Correction runs

Regular payroll

Advance payments

Absence payments

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

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

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

If an employee was only hired shortly before the payroll run date, with the result that their details could not be entered in time, regular payroll can still be performed for this employee. You can do this before payroll is next performed for the whole payroll area, even if payroll has already been performed for the payroll area in question.

If an employee leaves the company or is absent for several periods and is to receive the money owed to them, you can run payroll in advance for several periods using advance payments. The personnel number is only selected for the regular payroll run when the periods for which payroll has already been run have passed.

If you want to process an employee's absence payment in future payroll periods, you run payroll for the period during which the absence occurs, using a daily settlement.

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11.3

SAP AG 1999

Otherpayments

Otherpayments

Advance payments with

specialpayments

Advance payments with

specialpayments

Advancepayments

with regularpayments

Advancepayments

with regularpayments

Off-Cycle Payroll Process

OffOff--Cycle Payroll Cycle Payroll

Enter the reason and the date for whichyou want to run payroll.

0001Reason

Date

Holiday bonus

06.12.2001

Absence paymentAbsence payment

AbsenceAbsence

Enterabsence

Payroll periodPayroll period

Selectperiod

SpecialSpecial paymentspayments

Enter wage type

Payment methodPayment method

Change paymentmethod

RunpayrollRunRun

payrollpayroll

Run Payroll

The off-cycle reason that is entered controls any further payroll processing. In the case of absence payments, the system proposes the absences that have already been entered in

the Absences infotype (2001) and that were permitted in Customizing for off-cycle payroll. You can, alternatively, enter an absence in the Absences infotype (2001) directly from the program. The start and end date is the same for this payroll type. The system writes the reason for off-cycle payroll, the payment date, the payroll type, and identifier to the Absences infotype (2001).

In the case of advance payments, the system proposes the periods for which you can run payroll. This setting is made in Customizing for Payroll. If you pay several periods in advance, the system performs regular payroll for the last period that is to be paid. Retroactive accounting is used for all the other periods before the last period. There is, therefore, only one original payroll result for several periods, and only one payment is made. The payroll control record is also not taken into consideration in this type of payroll. The employee is only selected again for regular payroll in the last payroll period.

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

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11.4

SAP AG 2003

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

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

Off-Cycle Functions

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

This means that you can once again easily run payroll for Payroll Results Adjustments, as used to be the case with the function Start Payroll directly when maintaining the infotype.

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11.5

SAP AG 1999

Out-of-Sequence Checks

USA & Canada only

*Payroll Results Adjustments only for Canada

It is now possible to run Off-Cycle Payroll using a payment date that predates the payment date of the last payroll run.

This mainly affects bonus payments, correction payroll runs and running payroll for Payroll Results Adjustments.*

Period

07/200008/2000

09/2000...

Begin date

14.02.200021.02.2000 02.03.200028.02.2000 ...

End date

20.02.200027.02.2000 02.03.200005.03.2000 ...

Paymt date

26.02.2000 04.03.2000 02.03.200011.03.2000 ...

Payroll type

A

...

Example

You ran payroll on February26 for period 08, with March04 as the payment date.

On March 02, you want to givean employee a bonus forperformance.

Previously, the earliest possiblepayment date for this bonus payment would have been March 05.

Now, you can select March 02 as the payment date.

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11.6

SAP AG 2003

Out-of-Sequence Checks: Cumulations

USA & Canada onlyUSA & Canada only

The length of time for which entries are stored in tables CRT/TCRT is defined for each country.

CRT/TCRT until now:CRT/TCRT until now:WT/101/101/101

Cumulation TypeYQM

Amount100.00024.0008.500

...

New CRT/TCRT:New CRT/TCRT:WT/101/101/101

CumTypeYYQ

Period01/200001/200001/2000

/101 Q 02/2000/101 Q 03/2000... ... .../101 M 01/2000/101 M 02/2000/101 ... ...

Begin date01.01.200001.01.200001.01.200001.04.200001.07.2000...01.01.200001.02.2000...

End date31.12.200031.12.200131.03.200030.06.200030.09.2000...31.01.200029.02.2000...

Amount100.000110.00024.00025.00025.500

...8.0008.500

...

...

Two variants are possible: Every new entry for a cumulation type overwrites the existing entry All entries from the last six months are saved

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11.7

SAP AG 2003

Transferring Remuneration Statement asPayment Advice

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

The payment medium program creates the payment advice withSAPScript design.

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

Even if the employee receives several paymentsby bank transfer, the system creates only one payment advice containing the remuneration statement.

USA & Canada only

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11.8

SAP AG 2003

If an employee does not receive a salary payment in a payroll period, you can now print the remuneration statement on a zero-net check or a zero-net advice.

This is made possible by function P9ZNC. This function is contained in the standard payroll schemas for the USA and Canada.

Function P9ZNC automatically reads the employee's paymentmethod from the Bank Details infotype (0009). Depending on the payment method (check or bank transfer), the system decides whether the remuneration statement should be printed on a zero-net check or a zero-net advice.

We recommend that you use the functions TransferringRemuneration Statements as Payment Advice and Zero-Net Checks/ Zero-Net Advices together.

USA & Canada only

Zero-Net Checks / Zero-Net Advices

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