EHP4 for SAP ERP 6.0June 2010English
Payroll and Post Payroll Processing (566)
SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany
Business Process Documentation
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Copyright
Copyright 2009 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.
Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.
IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation.
Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Oracle is a registered trademark of Oracle Corporation.
UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc.
HTML, XML, XHTML, and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology.
Java is a registered trademark of Sun Microsystems, Inc.
JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, 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. Data contained in this document serves informational purposes only. National product specifications may vary.
These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
SAP AG Page 2 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Typographic Conventions
Type Style Description
Example textWords or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT
Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.
Example text
Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.
EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.
Example text
Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.
Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.
SAP AG Page 3 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Contents 1 Purpose ............................................................................................................................................ 6
2 Prerequisites ..................................................................................................................................... 6
2.1 Master Data, Organizational Data, and Payroll Data .................................................................. 6
2.2 Infotype 0027 Cost Distribution ................................................................................................. 8
2.3 Business Conditions .................................................................................................................. 9
2.4 Roles .......................................................................................................................................... 9
3 Process Overview ........................................................................................................................... 11
4 Process Steps ................................................................................................................................. 16
4.1 Maintain Payroll Control Record ............................................................................................... 17
4.2 Execute Payroll Simulation ....................................................................................................... 19
4.3 Set Payroll Area ....................................................................................................................... 23
4.4 Release Payroll ....................................................................................................................... 23
4.5 Start Payroll ............................................................................................................................. 24
4.6 Payroll Corrections ................................................................................................................... 29
4.7 Delete Payroll Results .............................................................................................................. 29
4.8 Display Payroll Results ............................................................................................................. 30
4.9 Execute FI Posting Run as Simulation ..................................................................................... 31
4.10 Process FI Posting Run as Simulation ................................................................................... 34
4.11 Third-Party Remittance (New) in Simulation .......................................................................... 34
4.12 Exit Payroll ............................................................................................................................. 36
4.13 Display Remuneration Statement ........................................................................................... 36
4.14 Preliminary Program Data Medium Exchange (DME) ............................................................ 39
4.15 Create DME Payment Medium Workbench ......................................................................... 41
4.16 Print Employee Check ............................................................................................................ 44
4.17 Payroll-Related Reports ......................................................................................................... 46
4.18 Execute FI Posting Run .......................................................................................................... 52
4.19 Process FI Posting Run .......................................................................................................... 55
4.20 Execute Payroll Bank Reconciliation Program ....................................................................... 56
4.21 Third-Party Remittance (New) ............................................................................................... 58
4.22 Create Posting Run for Third Party Remittance ..................................................................... 60
4.23 Process Posting Run for Third Party Remittance Run ............................................................ 61
4.24 Reconcile Postings ................................................................................................................. 62
4.25 Post Payments Using the Payment Program ......................................................................... 63
4.26 Post Manual Outgoing Payment ............................................................................................. 65
..................................................................................................................................................... 66
SAP AG Page 4 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4.27 Run Remittance Completeness Check ................................................................................... 66
5 Appendix ......................................................................................................................................... 70
5.1 Reversal of Process Steps ....................................................................................................... 70
5.2 SAP ERP Reports .................................................................................................................... 70
SAP AG Page 5 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
1 PurposeThe SAP Payroll process runs at a specific point in time, not only to calculate an employee's basic remuneration but also any special payments, overtime payments, or bonuses that must take effect in the period in question.
This scenario describes the typical processes to process payroll for employees using data from SAP Personnel Administration, Benefits, and Time Administration. The payroll process covers the steps from running payroll to printing employee checks and pay stubs.
2 PrerequisitesThe following Business Process Documentations must be executed before this process can be generated:
BPD Transaction code
560 : Maintain Organizational Structure PPOME
563 : New Hire / Rehire Administration PA40
571 : Workforce Time Administration US PT60
575: Workforce Benefits Administration (US) PA30
2.1 Master Data, Organizational Data, and Payroll DataSAP Best Practices Standard ValuesEssential master, organizational, and payroll data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for employees, vendors, and organizational data.
This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.
Use the following master data in the process steps described in this document:
Organizational Entity
Value Description
Org. Units O 10001000 - 10001010
US organizational units created as part of master data load
Jobs C 10002000 - 10002043
US jobs created as part of master data load
Positions S 10003000 - 10003031
US jobs created as part of master data load
Employees 91000060 - US employees created as part of master data
SAP AG Page 6 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Organizational Entity
Value Description
91000083
91000085 91000086
91000088
load
Garnishment
Pernr Type of Garnishment
Payroll Result Posting Result 3pr result
91000086 Child support Payroll post tax deduction
Check Remuneration statement
Check posting to payee/vendor
Check reconciliation report91000080 Federal Tax Levy
91000070 State Tax Levy
91000064 Voluntary
Union Due
Pernr Wage Type
Payroll Result Posting Result 3pr result
91000062 2020 Payroll Post-Tax deduction wage type 2020
Check Remuneration statement
Check posting to payee/vendor
Check reconciliation report 91000066
91000071
91000077
91000083
Deduction
Pernr Wage Type
Description Payroll Result Posting Result
91000060 2040 401K Loan Deduction
Wage type 2040
Check transaction PcP0
91000063 2012 Cafeteria Deduction Wage type 2012
91000066 2012 Cafeteria Deduction Wage type 2012
91000071 2010 Parking Deduction Wage type 2010
91000075 2011 Misc. Ded. Wage type 2011
91000078 2040 401K Loan Deduction
Wage type 2040
Check transaction PcP0
91000080 2010 Parking Deduction Wage type 2010
91000086 2011 Misc. Ded. Wage type 2011
SAP AG Page 7 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
91000087 2040 401K Loan Deduction
Wage type 2040
2.2 Infotype 0027 Cost Distribution
UseIn the infotype Cost Distribution (0027), you can determine how costs for an employee are to be distributed to different account assignment objects.
For employees to process through the payroll process without error, they must be assigned to a cost center. Typically, the employee inherits a cost center through their assignment in the organizational structure. However, if an employee without an organizational assignment has to be processed through payroll, a cost center can be assigned to the employee using infotype 27.
For example, if retirees are to be paid via payroll and they do not hold a position with the company they will not inherit a cost center. In this case in order to run the retirees payroll you can assign the cost center using infotype 0027.
Prerequisites Company codes, controlling areas, and cost centers are set up in SAP FI/CO.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu Human Resources Personal Management Administration HR Master Data Maintain
Transaction code
PA30
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM-M)
Business role menu
Human Resources HR Master Data Maintain HR Master Data
2. In the Personnel no. field, enter employee number 91000079.3. In the infotype field, enter 0027 and choose the Enter key.4. Choose the Create button.
5. On the Create Cost Distribution (Infotype 0027) screen, enter the following data:
Field name
Description User action and values
Start Start date of new record
Enter the start date of the new record. For example, for employee 91000079 use 12/20/2009.
To End date of new record
Enter the end date of the new record
If there is no end date leave as 12/31/9999
Distrib. Costs to be distributed
Enter 01, or select 01 Wage/salary from dropdown list
SAP AG Page 8 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field name
Description User action and values
CoCd Company Code Enter 1000, or select 1000 from dropdown list
Cost Ctr Cost Center Enter Cost Center, for example 1101
Pct. Weighting Percentage
Enter 100
6. Choose the Enter key to check the entries.
7. Save your entries. The system accepts the data and completes the new record.
8. Return to step 2 and create a cost distribution record for the following employees using the information below:
Employee Number Start To CoCd Cost Ctr Pct.
91000068 01/01/2010 12/31/9999 1000 1101 100
91000085 01/01/2010 12/31/9999 1000 1101 100
Result Employees cost distribution record is updated.
2.3 Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a result, you must have completed the following processes and fulfilled the following business conditions before you can start any activities in this scenario:
Business condition Scenario
Hire an individual into SAP HCM to be paid via SAP Payroll
Maintain Organizational Structure (560)
Maintain local Employee Data (for example, change of pay rate)
Local Personal Administration US (554)
Maintain time data (for example, enter attendance data)
Local Time Administration US (555)
2.4 Roles
UseThe following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.
PrerequisitesThe business roles have been assigned to the user who is testing this scenario.
Business Role Technical Name/Role Name Process Step
Payroll Administrator (HCM) SAP_NBPR_PYADMIN_HCM-M All
SAP AG Page 9 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Business Role Technical Name/Role Name Process Step
Payroll Administrator US (HCM) SAP_NBPR_US_PYADMIN_HCM-M All
Administrator (HCM) SAP_NBPR_ADMIN_HCM-M All
Account Payable Accountant SAP_NBPR_AP_CLERK-S All
SAP AG Page 10 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
3 Process Overview
SAP Best Practices has configured the full payroll process including Third Party Remittance for the Federal entities and the following states:
Louisiana
Massachusetts
Illinois
Washington DC
New York
California
SAP Best Practices has simplified the posting and remittance process. For futher details, see the Posting to Financials section of configuration guide 557 .
Process step External process reference
Business condition
Business role
Trans-action code Expected results
Set Payroll Area
Payroll Administrator (HCM)
PC00_M99_ABKRS The relevant payroll area is set for further processing.
Maintain Payroll Control Record
You want to run a new payroll run and the payroll control record was never maintained before
Payroll Administrator (HCM)
PA03
Execute Payroll Simulation
All data for payroll processing is complete (Master Data changes, Time Data)
Payroll Administrator US (HCM)
PC00_M10_CALC_SIMU No errors in payroll log
Release payroll No errors in payroll
Payroll Administrator
PC00_M99_PA03_RELEA Payroll Area
SAP AG Page 11 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Process step External process reference
Business condition
Business role
Trans-action code Expected results
simulation (HCM) released
Start Payroll Payroll Area released
Payroll Administrator US (HCM)
PC00_M10_CALC No errors in payroll log
Payroll Corrections
N.A. Payroll Administrator (HCM)
PC00_M99_PA03_CORR If there are errors, you see it in the error log the message, Employees rejected (no of employees rejected) and to correct the errors you want to put the Payroll Area Control Record in Correction Mode
Delete Payroll Results
Payroll Administrator (HCM)
PU01 Current payroll result is deleted
Execute Fl Posting Run Simulation
No Error in Payroll Log
Payroll Administrator (HCM)
PC00_M99_CIPE The created posting run acquires the status Documents created and is saved
Third-Party Remittance (New) Simulation Run
Payroll Administrator US (HCM)
PC00_M99_URME Remittance data is assembled
Create Posting run for Third Party Remittance Test/Simulation
Payroll Administrator US (HCM)
PC00_M99_URMP Remittance Data is posted to accounts
Exit Payroll Payroll PC00_M99_PA03_END Payroll
SAP AG Page 12 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Process step External process reference
Business condition
Business role
Trans-action code Expected results
Administrator (HCM)
control record shows status Exit Payroll
Display Remuneration Statement
Payroll Administrator US (HCM)
PC00_M10_CEDT Displays a pay stub of one or more employees
Preliminary Program Data Medium Exchange (DME)
Payroll Administrator US (HCM)
PC00_M10_CDTC Creates a payment run
Create DME - PMW
Payroll Administrator (HCM)
PC00_M99_FPAYM DME file is generated
Print Employee Check
Payroll Administrator US (HCM)
PC00_M10_FFOC Checks are printed
Garnishment Details
Payroll Administrator US (HCM)
S_AHR_61016146
Payroll Journal Payroll Administrator US (HCM)
S_ALR_87014259 Displays the company payroll journal sorted by company code
Wage Type Reporter
Payroll Administrator US (HCM)
S_PH9_46000172 Displays wage types in a sorted display
Execute Fl Posting Run
No Error in Payroll Log
Payroll Administrator (HCM)
PC00_M99_CIPE The created posting run acquires the status Documents created and is saved
Process FI Posting Run
Payroll Administrator
PCP0 No Errors in Posting
SAP AG Page 13 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Process step External process reference
Business condition
Business role
Trans-action code Expected results
(HCM) Posts Documents to FI
Execute Payroll Bank Reconciliation Program
Payroll Administrator (HCM)
SE38 Reconciles Payroll bank payments to FI
Third-Party Remittance (New) Production Run
Payroll Administrator US (HCM)
PC00_M99_URME Remittance data is assembled
Create Posting run for Third Party Remittance
Payroll Administrator US (HCM)
PC00_M99_URMP Remittance Data is posted to accounts
Process Posting Run for Third Party Remittance Run
Payroll Administrator (HCM)
PCP0 Posting Data is released and posted
Reconcile Postings
Payroll Administrator US (HCM)
PC00_M99_URMR Reconciles to payroll data
Post Payments Using the Payment Program
Accounts Payable Accountant
F110 The invoices has been paid and posted to the bank clearing accounts
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the bank account (Bank transfer domestic) on the credit side and the vendor
Run Remittance completeness
Payroll Administrator US (HCM)
PC00_M99_URMC All data should have been
SAP AG Page 14 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Process step External process reference
Business condition
Business role
Trans-action code Expected results
check processed according to the due dates
SAP AG Page 15 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4 Process StepsEmployee personnel master data, benefits data, and time data is maintained for all employees within the payroll period timeframe. The payroll process runs at a specific point in time, not only to calculate an employee's basic remuneration but also any special payments, overtime payments, or bonuses that must be effected for the period in question.
A high-level overview of the payroll process is below:
Run payroll in simulation mode to view any possible errors
Release the appropriate payroll area
Execute the Payroll Run. The system accesses a country-specific payroll program. It determines the current payroll period from the payroll control record and performs payroll using the values you entered in the payroll program.
Check whether payroll has run correctly, or determine where errors have occurred. If the payroll has errors, the system displays error messages indicating where the errors have occurred. If desired, you can obtain a detailed payroll log. However, we recommend that you only create a payroll log during simulation of the payroll run.
If there are errors, put the payroll area into Correction mode. You correct master data or time data for personnel numbers that contain errors and which the payroll program could not process. During the payroll run, the system flags the Payroll Correction field in the Payroll Status infotype (0003) for all rejected personnel numbers. When you correct master data or time data for a personnel number, this field is also flagged if your control record is in status Released for Correction, since there has been a change to the current data and payroll needs to be re-run for these individuals. These personnel numbers are grouped together in a list under the search help called 'Matchcode W (Payroll Correction Run'). In a payroll correction run (a payroll run with search help matchcode W), payroll only takes place for the corrected personnel numbers.
Release payroll again. The payroll period does not change.
Perform a payroll correction run. If there are many employees stored in search help Matchcode W (Payroll Correction Run), you perform this step as a background job in the same way that you performed the Start Payroll step. If you only have to run payroll again for a few employees, you can perform this step online.
Simulate the posting to Accounting.
The system test your posting run for accuracy, balance and verifies the accounts. If everything is correct, you are able to post to accounting in production mode.
Simulate Third-Party Remittance
Create the remuneration statements (pay stubs).
Depending on the case if there are check payments or direct deposits only, you can print all remuneration statemens in this step.
Exit payroll.
This step concludes the payroll process and allows you to run posting to accounting and 3rd party remittance in production mode. All employees must have been verified and correct before you exit payroll. This step is critical, since after you have run posting to accounting or bank transfer, you cannot go back to the status Released for Payroll for the current pay period.
Post to Accounting in production mode.
This step allows you to post to GL and create the relevant documents.
SAP AG Page 16 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Execute FI Posting Run
This step allows you to transfer the created documents to Finance by releasing documents
Process FI Posting Run
This step allows you to transfer your posting run of the released documents to Finance by releasing the posting run.
Evaluate Remittance (simulation and production run)
3rd party remittance/AP posting allows you to post payments to AP for 3rd party vendors. Taxes, benefits and garnishmnts are sent out to different vendors or authorities. During payroll processing, various deductions are calculated. These deductions need to be remitted according ot a remittance rule. 3rd party remittance allows you to schedule these payments accordingly.
Process Remittance Posting Run
This step takes the accumulations from the step before and posts the relevant data to AP.
Reconcile Postings
This step allows the user to reconcile the AP postings to the dates and payments for vendors (benefit vendors or tax authorities).
Run Remittance Completeness Check
This step checks if there have been any payments missed or are not processed correctly.
4.1 Maintain Payroll Control Record
UseThe control record represents the definition of a pay frequency that translates into payroll areas and their pay periods. It controls where the current payroll stands on the time line and allows the system to automatically forward the counter by one after a payroll process has been completed.
Any report can therefore rely on the Current Pay Period settings, because the control record is moved forward only if a new pay period is processed.
The payroll control record can only be created by payroll area for the pay period in which the current payroll should be run. In addition the control record keeps the information how far back SAP Payroll can process prior periods.
For example, to process a weekly payroll with the check date on January 17, 2010, the current pay period would be 03 2010 (the second week of 2010), therefore the payroll area control record would be set to payroll period 03 2010. Payroll is run for employees in that payroll area and incorporates master data and payroll-relevant changes for the specified time period and retroactive changes of prior periods.
The payroll control record has the following functions:
It locks the personnel numbers for which payroll runs against master data changes that affect the payroll past or present.
It locks the payroll for the period during which payroll-relevant changes are made to the master data for the personnel numbers being processed.
It makes the following information available for the system:
The current payroll period for which regular payroll should be processed
SAP AG Page 17 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Date to which retroactive accounted can be performed
Payroll Status (for example, Released for Payroll or Check Payroll Results)
When you release payroll the system automatically forwards the pay period to the current pay period (for example, from 02 2010 to 03 2010).
If you use Start Payroll, Check Corrections for Payroll, or Exit Payroll via the SAP ECC Menu path, the system automatically changes the payroll status in the payroll control record. You can also change the status manually under Payroll Tools Control Record .
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu Human Resources Payroll Americas USA Tools Control Record
Transaction code
PA03
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Maintain Personnel Control Record
2. Select the payroll area for which the payroll control record should be set.
Select as follows:
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
3. Press Enter and exit the transaction.
4. To set the payroll control record to the appropriate payroll period for testing, the existing record must be deleted. To delete the existing payroll area, choose the Delete button.
5. On the Payroll Control Record Screen, choose the Delete button.
6. To create the payroll control record for the selected payroll area, choose the Create button. For example, if you need to process a weekly payroll for pay period 03 2010, you choose 02 2010.
7. On the Payroll Control Record Screen, enter the following data:
Field Name Description User Action and Values
Payroll period Last payroll period paid Enter the last payroll period.
If payroll period 03 is being processed, enter payroll period 02 in the Pay Period field.
Earliest retro acctg period
Retroactive accounting in payroll can begin on the period's start date
Enter the retroactive accounting period.
SAP AG Page 18 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
8. Save your entries.
9. Choose the Change button.
10. Choose the Released f.Payroll button to change the status to Released For Payroll. The Pay period field shows 03 2010.
11. Save your entries to process pay period 03 2010.
ResultThe payroll control record is created and released for the selected payroll area.
4.2 Execute Payroll Simulation
UseYou can simulate payroll for individual employees or all employees before performing the actual regular payroll run in your enterprise. This is a good idea, for example, if you have made complex changes to an employee's master data that may lead to far-reaching changes in the employee's payroll results. In this way, you recognize sources of errors in time to make corrections before the regular payroll run. You can also simulate payroll for individual employees at any time during the regular payroll process to trace the cause of any errors.
PrerequisitesThe employee must be hired and master data maintained.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu Human Resources Payroll Americas USA Payroll Simulation
Transaction code
PC00_M10_CALC_SIMU
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Payroll Processing Simulation payroll accounting 10
2. On the Payroll Driver (USA) screen, make the following entries:
SAP AG Page 19 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
PAYROLL PERIOD: Payroll Area
Payroll area determination
Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Current Period The current time period is processed.
The system displays the current period automatically.
The user should verify if the control record is set correctly. This field checks the control record and determines the current pay period. The current pay period will be displayed greyed out.
Other Period Payroll time period other than the current.
The user enters the time period to process. There is no dropdown menu.
For testing purposes only you can use the other period button. This is a radio button and will allow you to enter a different pay period than the current pay period.
SAP AG Page 20 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
SELECTION: Personnel Number
Personnel numbers are processed.
If you are running for the whole payroll area, you can leave the personnal number field blank and the payroll runs for all employees in that payroll area. You may also enter for simulation purposes only, valid personnel numbers. Individual personnel numbers or a range of personnel numbers.
In case of re-runs, you might consider to use the search help Match code W.
Payroll Area Payroll area determination
Use the dropdown menu for valid options.
Enter the payroll area used above.
Reason for payroll Specifies the reason why an off-cycle payroll run is performed
Leave blank unless processing off-cycle payroll
Off cycle payroll Feature used to identify type of off-cycle payroll run
Leave blank unless processing off-cycle payroll
Schema A personnel calculation schema defines the order and contents of a program run
Defaults to U000. Use YKU0 for U.S.
Test run (no updates)
Test run of payroll
Defaults to test run mode This will not produce an update to the payroll results, if the parameter Test Run is selected. You can verify the results in the Log display.
SAP AG Page 21 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
LOG: Display Log Log of payroll schema created.
This option allows the user to verify the payroll process in detail.
You see the entire schema and rule collection displayed in the output log. Youi can navigate through the schema that includes personal calculation ruloes and sub rules. It shows you operations and the individual process steps. To see these details select the check box.
Use to display payroll results during individual simulations. Production runs should always have the Log: Display Off, since it produces a large print file and reduces performance.
Display variant for log
Variant to be used to display Payroll log
You can only define a display variant after you have run payroll and displayed the log. During log display, choose Settings and make the appropriate settings for the log tree, detail view, log search, and global parameters. Save this value as a variant.
REMUNERATION STATEMENT PARAMETERS:
Display variant Remuneration Statement
Variant to be used for Remuneration Statement display in the Payroll Log
Select and enter : SAP&CALC
There are 3 options: 1. Display variant Rem. Statement
2. HR Form name
3. No remuneration statement
HR Form name New remuneration statement in PDF
Select if you want to use the new pdf statement and enter: SAP_PAYSLIP_US
No remuneration statement
Produces no remuneration statement during this payroll run
The remuneration statement is produced in a later stage. For production runs, this choice is preferred.
3. Choose the Execute button to begin payroll processing in the test mode.
SAP AG Page 22 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4. On the Display Log Tree Screen, if the Remuneration Statement option was selected, the pay stub displays.
ResultPayroll results are simulated for the employee the pay period selected. A successful payroll run can be determined as follows:
The user can scroll down to the bottom of the payroll log and verify the total number of employees and payroll periods that were processed successfully.
If there were any employees that did not process, they display under Rejected.
4.3 Set Payroll Area
UseThis activity sets the payroll area for payroll processing.
Prerequisites The employee must be hired and master data maintained. Payroll control record must exist.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Settings Set payroll area
Transaction code
PC00_M99_ABKRS
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Set payroll area
2. On the Payroll Area dialog box, select the relevant payroll area for payroll processing.
This defaults the payroll area of your choice for further processes, for example, release payroll and exit payroll.
3. Choose the Continue button to confirm the payroll area setting.
Result The relevant payroll area is set for further processes, for example, payroll processing.
4.4 Release Payroll
UseOnce you verify that all employee master data updates, hours and salary information are entered for a given period and you have set the payroll record for the appropriate period, you release the payroll.
SAP AG Page 23 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
A payroll run cannot be performed until the payroll has been released. Personnel numbers are always released for payroll accounting by one or more payroll accounting areas. Releasing a payroll accounting area prevents changes related to either the past or present from being made to master data and time data that is relevant to payroll accounting and pertains to the released payroll accounting area. Master data changes that affect the future are still allowed. This ensures that the payroll program takes account of all changes made to data that is relevant to payroll accounting.
Prerequisites The employee must be hired and master data maintained. The payroll control record must be set.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Payroll Release payroll
Transaction code
PC00_M99_PA03_RELEA
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Release payroll
2. On the Release for Payroll dialog box, confirm the payroll area and payroll period to be released.
3. Choose the Yes button to confirm the release of payroll.
Result Selected payroll area is released into the next pay period (from the previous current period to the current period).
4.5 Start Payroll
UseOnce payroll has been released, the selected payroll area can now be run. Start payroll calculates the employee's pay for that pay period.
Prerequisites The employee must be hired and master data maintained. The payroll area must be in released f payroll mode if you run a production run.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Payroll Start Payroll
SAP AG Page 24 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Transaction code
PC00_M10_CALC
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Payroll Processing Payroll Driver USA
2. On the Payroll Driver (USA) Screen, make the following entries:
Field Name Description User Action and Values Comments
PAYROLL PERIOD: Payroll Area
Payroll area determination
Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Current Period The current time period is processed.
The system displays the current period automatically.
The user should verify if the control record is set correctly. This field checks the control record and determines the current pay period. The current pay period will be displayed greyed out.
Other Period Payroll time period other than the current. Only for testing scenarios, not for a productive system.
The user inputs a different pay period to process. There is no dropdown menu.
For testing purposes only you can use the other period button. This is a radio button and will allow you to enter a different pay period than the current pay period.
SAP AG Page 25 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
SELECTION: Personnel Number
Personnel numbers are processed.
If you are running for the whole payroll area, you can leave blank and the payroll runs for all employees in that payroll area. You may also enter all valid personnel numbers.
If you are running for the whole payroll area, you can leave the personnal number field blank and the payroll runs for all employees in that payroll area. You may also enter for simulation purposes only, valid personnel numbers. Individual personnel numbers or a range of personnel numbers.
In case of re-runs, you might consider to use the search help Match code W.
Payroll Area Payroll area determination
Enter the payroll area to be processed.
You should only run one payroll area at a time. This is a general parameter for all HCM reports and is not to be used in the payroll run.
Reason for payroll Specifies the reason why an off-cycle payroll run is performed
Leave blank unless processing off-cycle payroll
Off cycle payroll Feature used to identify type of off-cycle payroll run
Leave blank unless processing off-cycle payroll
Schema A personnel calculation schema defines the order and contents of a program run
Best Practice has delivered the schema YKU0. Enter schema YKU0.
Use YKU0 for U.S.
SAP AG Page 26 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
Forced Retro. Active Accty as of
Earliest retroactive accounting date for all personnel numbers
Leave blank This parameter allows you to force a retro-active calculation, for example, the indirect valuation for a certain pay scale has been changed retroactively based on Union negotiations. Table configuration changes would not reflect automatically in individual employee changes and therefore a general parameter gives the user control to force an entire payroll area group of individual employees to be retried.
Test run (no updates)
Test run of payroll
Leave the test mode off to run the live payroll
If you leave it on, it does not update payroll results and result in a simulation run.
LOG: Display Log
Log of payroll schema created.
This option allows the user to verify the payroll process in detail.
You see the entire schema and rule collection displayed in the output log. You can navigate through the schema that includes personal calculation rules and sub rules. It shows you operations and the individual process steps. To see these details, select the checkbox.
You should use this option only for one employee at a time.
If you choose the Display Log option for all employees it increases payroll runtime and produces the output log for everybody. The output log is for debugging purposes only and would not make sense to be run for the entire payroll area.
Display Log for time management
Log times Leave blank For debugging purpose only.
SAP AG Page 27 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
Display variant for log
Variant to be used to display Payroll log
You can only define a display variant after you have run payroll and displayed the log. During log display, choose Settings and make the appropriate settings for the log tree, detail view, log search, and global parameters. Save this value as a variant.
REMUNERATION STATEMENT PARAMETERS:
Display variant Remuneration Statement
Variant to be used for Remuneration Statement display in the Payroll Log
Do not enter any data. There are 3 options: 1. Display variant Rem. Statement
2. HR Form name
3. No remuneration statement
HR Form name New remuneration statement in PDF
Select and enter: SAP_PAYSLIP_US
No remuneration statement
Produces no remuneration statement during this payroll run
Select for production runs.
The remuneration statement is produced in a later stage. For production runs, this choice is mandatory.
3. Choose the Execute button to begin payroll processing in live mode.
4. The Display Log Tree screen displays if selected.
5. If the Remuneration Statement option was selected, the pay stub is displayed.
Result The live payroll run is executed. A successful payroll run is determined if:
The user can scroll down to the bottom of the payroll log and verify the total number of employees and payroll periods that were processed successfully.
If there were any employees that did not process, they display under Rejected.
This is a list of employee results
Pernr Description Result in Payroll: Wage type
SAP AG Page 28 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4.6 Payroll Corrections
UsePayroll corrections are necessary, if payroll has been run, and master data or time data has been changed for employees during the status Released for Correction or the payroll had errors and rejected the employee.
The employees that did not complete successfully have an error message associated to them in the Payroll log. This message helps you determine what changes must be made to the employee record to allow the payroll program to successfully complete a result for the employee. The only way to change the employee master record or time data is to release the payroll area for correction.
Prerequisites The employee must be hired and master data maintained. The payroll run was executed and payroll control record is in release for payroll mode.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Payroll Corrections
Transaction code
PC00_M99_PA03_CORR
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Corrections
2. On the Corrections dialog box, confirm the payroll area that is set to corrections mode.
3. Choose the Yes button to confirm the correction of payroll.
Result The employee records are now released for maintenance. The user can make necessary corrections to employee records.
4.7 Delete Payroll Results
UsePayroll results rarely need to be deleted, but you can delete results if required. In production systems this should not be allowed and only performed via a certain emergency user ID.
SAP AG Page 29 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
If you have performed payroll for an employee who should not have been included in the payroll run or for whom payroll should have been run differently (for example, if the system has performed a retroactive run too far in the past), you can delete these payroll results. You can only delete the last payroll result.
You can only delete a payroll result in the following cases:
The employee's master data are no longer processed.
Payment was not yet arranged for the employee correct payroll error and re-run payroll.
If you are working in a live system, the payroll control record for the payroll area that the employee belongs to should not yet have the status End of payroll.
Prerequisites The employee must be hired and master data maintained. The payroll run was executed and payroll results were generated.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Tools Problem solving Delete payroll result
Transaction code
PU01
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Delete current payroll result
2. Enter the personnel number and choose the Execute button.
3. Choose the Delete button to confirm the deletion of the payroll result.
Result The employee payroll results are now deleted. The previous payroll result becomes the current payroll result. The Payroll Status infotype (0003) is updated accordingly. The deletion of the payroll result is saved in the application log. You can use the application log to display the deleted payroll results.
4.8 Display Payroll Results
UseThe history of payroll results can be viewed for any payroll periods run at any time.
Prerequisites The employee must be hired and master data maintained. The payroll run was executed and payroll results were generated.
SAP AG Page 30 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Tools Display results
Transaction code
PC_PAYRESULT
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Display Payroll Results
2. Enter the personnel number and choose the Continue button.
3. Specify the Valid from date for the payroll results that are to be displayed from when the results should be read, or leave this field blank to view all records.
The symbol in the Results column shows if there are results available in the selected period.
Results exist
No results exist
You have no authorization to display results
4. Select the payroll period and choose the Display overview button. The system displays the overview of all tables of the payroll result that are relevant to the country of the employee, and the number of entries per table.
5. You have displayed the overview of tables of a certain payroll result for a personnel number. Select a displayed table and choose the Display Content button.
6. The table RT Results Table contains all wage types to be processed. The user must make sure the wage types are correct. This you can achieve with the reconciliation or wage type reporter report.
Result The employee payroll results can be displayed for the payroll period selected.
4.9 Execute FI Posting Run as Simulation
UsePayroll has been completed and you are ready to simulate the posting process to the financial module.
A simulation of a posting run should be executed before and after completing payroll. In this way, you can recognize posting-relevant errors in the payroll results early and avoid errors when creating a live posting run. The simulation and live run is executed using the same transaction below.
Procedure
SAP AG Page 31 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Human Resources Payroll Americas USA Subsequent activities Per Payroll Period Evaluation Posting to Accounting Execute
posting run
Transaction code
PC00_M99_CIPE
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Create Posting Run
2. On the Posting to Accounting Create posting run screen, enter information in the fields as specified in the table below:
Field Name Description User Action and Values Comments
PAYROLL PERIOD: Payroll Area
Payroll area Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Use one payroll are at a time. Do not run payroll area ranges.
Current Period The current time period is processed.
The system displays the current period automatically.
For production runs, choose Current Period
Other Period Payroll time period other than the current.
The user inputs the time period to process. There is no dropdown menu.
For simulation only.
SELECTION: Personnel Number
Personnel numbers are processed.
Enter all valid personnel numbers. An individual personnel number or range of personnel numbers can be entered.
For production runs, do not enter any values.
Payroll Area Payroll area Use the dropdown menu for valid options.
Enter the same payroll area as in the parameter Payroll Period: Payroll Area.
Do not run for payroll area ranges.
SAP AG Page 32 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
RUN ATTRIBUTES:
Off-cycle payroll
Used for the Special, or Off-cycle payroll run
Blank value in the first field Payroll Type indicates a regular payroll run. Use dropdown menu to choose a Payroll Type if it is a Special payroll run. The second field is used to differentiate between multiple special payroll runs from the same day. The third field is the date of the special payroll run.
Type of Document Creation
Document to be used for Postings.
S Simulation Document created that can be used to check offline
Create a test and simulation before posting a live run.
Output Log Log of posting entry
If the user wants to print the entire entry, they must place a in the box.
Text on Posting Run
Text to be delivered on the FI document
Enter text to identify the posting document if required.
.
Specify Posting Date:
According to Period definition
Based on payroll period calendar
According to table t549S date identifier 04
Do not select
According to Payment date
Paydate The posting date is equal to pay date
Select
Manually Enter posting date manually
Do not select or enter any date
Data for Document creation:
Document Date
FI Document posting date
If left blank defaults to today's date
Posting variant Variant that determines FI document type, and line item text defaults.
SAP is the standard variant.
3. Choose the Execute button to generate the simulation test run or live posting document.
Result The created posting run acquires the Documents created status and is saved. It has a clear number. The status of the accompanying posting documents changes to Created.
An index of all processed payroll results is created. This index makes it possible to trace creation of a document item although the documents have been summarized.
The posting documents should be checked for completeness before releasing the documents and posting to Finance.
SAP AG Page 33 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4.10 Process FI Posting Run as Simulation
UseWhen checking a live posting run and the accompanying posting documents, you establish that all posting documents are technically correct and contain the right contents.
Prerequisites Posting run created with the status of documents created.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Human Resources Payroll Americas USA Subsequent activities Per Payroll Period Evaluation Posting to Accounting Process posting run
Transaction code
PCP0
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Edit posting runs
2. On the Display posting run screen, verify the posting documents for their correctness. If incorrect, verify your configuration.
3. Choose Back.
Result The posting documents were verified for correctness.
4.11 Third-Party Remittance (New) in Simulation
UseThird-Party Remittance provides reports that extract all relevant external payment information from SAP Payroll results, post the data to FI/CO, and generate the external payments.
In this step, you simulate the remittance.
Prerequisites A user parameter for the country code must be created. This is required to determine if off-cycle is available for your country.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP AG Page 34 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
SAP ECC menu
Human Resources Payroll Americas USA Subsequent activities Per Payroll Period Evaluation Third-Party remittance Evaluate remittance (New)
Transaction code
PC00_M99_URME
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Third Party Remittance Run remittance evaluation
2. In the Create Third-Party Remittance Evaluation Run screen, enter the following data:
Field Name Description User Action and Values Comments
PAYROLL PERIOD: Payroll Area
Payroll area Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
13 for example.
Current Period
The current time period is processed.
The system displays the current period automatically.
For production runs.
Other Period Payroll time period other than the current.
The user inputs the time period to process. There is no dropdown menu.
For simulation or test runs.
Personnel Number
Personnel numbers are processed.
Enter all valid personnel numbers. An individual personnel number or a range of personnel numbers can be entered.
For simulation and test runs only.
Payroll Area Payroll area Use the dropdown menu for valid options.
Enter the same value as in parameter Payroll Period: Payroll area:
Do not use ranges.
HR Payee type
Payee type Select the payee type applicable
Keep blank for production runs.
3. Select the Test Mode radio button and choose Execute button to run the report in test mode and ensure that there are no errors.
Result The document for third-party remittance has been tested.
SAP AG Page 35 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
4.12 Exit Payroll
UseOnce all personnel numbers have been selected and payroll accounting is done for each of them, you can exit the payroll program. Exiting the payroll program means that the payroll period is complete for the selected payroll accounting area.
Prerequisites The Employee must be hired and master data maintained.
The payroll run must execute without errors.
The PRE-DME, DME test runs are completed.
Posting to finance and 3PR runs were error free.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Payroll Exit Payroll
Transaction code
PC00_M99_PA03_END
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Exit payroll
2. On the Exit Payroll dialog box, confirm the payroll area to exit.
3. Choose the Yes button to confirm the payroll area to exit.
Result The payroll period has now been closed and no further processing can occur. The payroll period is incremented in the payroll control record and the payroll accounting area is released for further processing.
4.13 Display Remuneration Statement
UseThe employee's remuneration statement for any pay period can be displayed at any time for informational purposes via two options:
1. SAP table customizable remuneration statement
2. HR Forms remuneration statement
Prerequisites The payroll run executed successfully and the payroll results are generated for all employees.
SAP AG Page 36 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Transaction code PC00_M10_HRFOption 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Payroll Processing Wage Statement with HR Forms
2. On the Remuneration StatementCall Print Program for HR Froms Workplace screen, enter information in the fields as specified in the table below:
Field Name
Description User Action and Values Comments
PAYROLL PERIOD
Payroll Period
Select 1 Current Payroll Period
Payroll Area
Payroll area Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Period The current time period is processed.
The system displays the current period automatically.
The user must know the correct payroll period. The radio button for the current period is system default.
Selection Criteria
Personnel Number
Personnel numbers are processed.
Enter all valid personnel numbers. A range of personnel numbers can be entered or individually.
If you leave this field blank, you are executing this program run for all employees in the Payroll Area.
SAP AG Page 37 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name
Description User Action and Values Comments
Payroll Area
Payroll time period other than the current.
Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Print Prog. Selection
Country Grouping
System default to 10
Form Class
System default to Payslip
Form name
Payroll form Enter:
SAP_PAYSLIP_US
Variant Keep blank
3. Choose the Execute button
4. ON the US Payslip: HRForms screen, make the following entries:
Field Name Description User Action and Values
Comments
PAYROLL PERIOD
Payroll Period
Select 1 Current Payroll Period
Payroll Area Payroll area Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Period The current time period is processed.
The system displays the current period automatically.
The user must know the correct payroll period. The radio button for the current period is system default.
Selection Criteria
SAP AG Page 38 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values
Comments
Personnel Number
Personnel numbers are processed.
Enter all valid personnel numbers. A range of personnel numbers can be entered or individually.
If you leave this field blank, you are executing this program run for all employees in the Payroll Area.
Payroll Area Payroll time period other than the current.
Use the dropdown menu for valid options.
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Form-Specific Settings
Suppress Statistics
Suppresses statistics generation
Leave unchecked. If you do not want statistics to be created, select the Suppress Statistics indicator
Archive Forms
Write forms to optical archive.
Leave system default to Do Not Achive
If you set the indicator to Archive, forms are written to the optical archive. If you set the indicator to Archive and Print, the forms are printed and written to the archive
Form in Language of Employee
Creates the form in the employee's language
Leave blank If you select this indicator, the form is created in the employee's language
5. Choose the Execute button
6. Use Previous Page (page up) or Next Page (page down) to scroll between the pages.
Result The remuneration statements are generated for the employee.
4.14 Preliminary Program Data Medium Exchange (DME)
UsePreliminary program DME is used to evaluate the payroll results to create payment data. The creation of payment data is the first step in the wage and salary payments process.
This process transfers the employee payroll net payment amounts to a run file that is used by AC Check printing and Direct Deposit Bank Transfer programs
Prerequisites
SAP AG Page 39 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
The payroll run is executed, and a Bank Transactions (BT) cluster is generated in payroll for the employee.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Human Resources Payroll Americas USA Payroll Bank Transfer Pre-program DME
Transaction code
PC00_M10_CDTC
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Bank Transfer Payroll Transfer Prelim. Prog DTA-10
2. On the Data Medium Exchange Preliminary Program (USA) screen, enter information in the fields as specified in the table below:
Field Name Description User Action and Values Comments
Payroll Area
Enter Payroll Area paid
Select 10 for monthly, 11 for semi monthly, 12 for weekly, and 13 for bi-weekly employees.
Period Choose Current Period or Other Period
Select the payroll period for which the payroll is run
Personnel Number
For running for one or a group of specific employee
Blank runs for all employees in Payroll Area
Payroll Area
Enter Payroll Area paid
Select
10 for monthly,
11 for semi monthly,
12 for weekly, and
13 for bi-weekly employees.
Special Run
Used for off-cycle Payroll only
Enter Off-cycle payroll run date, type, and run number
Only if this is an off cycle run.
Wage Type Used to restrict payment run to specific wage types
Leave field blank unless running program for one bank transfer wage type
Test Run Used for test run Use test run on first execution of report
SAP AG Page 40 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values Comments
Set Flags for transfer
Updates PCLC BT bank transfer table
If program is run repeatedly with same parameters, already transferred payments are ignored.
Repeat Run Date: Time
Used to override transferred payments
If the program needs to be re-run, you have to retrieve the date and time stamp from cluster RU table BT and enter it in here.
If the report has been terminated abnormally and must be re-run, do not set this value unless asked.
Flagged records only
Used to override transferred payments
If repeat run Date and Time are specified, This parameter must also be set.
Payroll Form
Form used for Remuneration Statement
Defaults to UF01 Leave as is
Payroll form for Check
Form used for Check
Defaults to UF01 Leave as is
Payroll form for advice
Form used for pay stub advice
Default sot UF01 Leave as is
3. Choose the Execute button to generate the run file identification feature.
4. Make note of the identification feature. This is used in the following steps to generate the check and ACH file to the bank.
Result The preliminary program DME creates a payment run that contains payment data. You can clearly identify every payment run using a combination of the Program Run Date and Identification Feature. The Identification Feature originates from the six-digit system time when you started the preliminary program DME. The system replaces the last digit of the six-digit system time in the Identification Feature with Payroll results simulated for employee for the pay period selected.
For example, the preliminary program DME was run at 09.25.12 on 04.14.2000. You can clearly identify the payment run created using a combination of the Program Run Date (04.14.2000) and Identification Feature (09251P).
4.15 Create DME Payment Medium Workbench
UseOnce payroll is completed and you have set the control record to Exit Payroll, the pre program DME file has been run, the next step is to generate and create the direct deposit file to send to the bank.
Employees who elect to have their Payroll funds by Direct Deposit are paid with this process. The Disbursement bank that issues Payroll for your company requires a file from the SAP Payroll system that states all pertinent information in standard ACH format. This information includes data regarding the payee including name and SS#, and the payroll period, including dates, payments, and deductions.
The program creates the DME file, the DME accompanying sheet, and a payment advice for every employee on which the remuneration statement is printed. You can also print a payment summary
SAP AG Page 41 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
that lists the individual payments. You can use the payment summary to, among other things, post the wage and salary payments manually to Financial Accounting if necessary.
For employees who, in addition to the bank transfer, also receive one or several payments by check, the preliminary program DME transfers the remuneration statement to the International Payment Medium - Check (with check management) program (Report RFFOUS_C). This is independent of the Payslip on Payment Advice Note indicator on the selection screen for the program. For more information, see the Print Check transaction.
Prerequisites The payroll run is executed and payroll results are generated for all employees. The pre program DME has been run.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Human Resources Payroll Americas USA Payroll Bank Transfer Create DME-Payment Medium Workbench
Transaction code
PC00_M99_FPAYM
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator (HCM) (SAP_NBPR_PYADMIN_HCM-M)
Business Role Menu Payroll Payroll Create Payment Medium
2. On the Payment Medium: Creation screen, enter information in the fields as specified in the table below:
To run this step, your user profile should have a valid printer assignment. LOCL is not a good choice, since the SmarfForms or SAPScript forms require a unique, tested printer.
Field Name Description User Action and Values
Program Run date
Date of the run generated through the Pre-DME process
Use matchcode to dropdown entries
Identification Feature
Run name generated through the Pre-DME process
This field is filled in when the choice is made for Program Run Date field
Proposal Run If selected, test mode executed Select if a test is to be executed first
Payment medium format
Format of file sent to the bank Select the format ACH
Data medium exchange
Causes the payment medium to be output in a data medium exchange format or as a message
Check this box to output the DME message
Payment summary
The payment summary is only printed if this parameter is selected
Check this box to output the payment
SAP AG Page 42 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values
summary
Error log This indicator controls whether an error log is output
Check this box to output the error log
Payment document validation
Checks whether a document on which a payment is based is available
Check this box to validate the document
Output to file system
If selected then the created file is saved in the file system of the application server and not in the TemSe in the SAP System
Check this box to save the file on the application server
File name Complete Name for Sequential File Enter the name
Form Type To use a form that differs from the form originally defined in your system configuration, you can specify the name of this form when you start the print program
Select an alternative form or leave blank to use the original
Form accompanying letter
Add a letter you want to add to the ACH file if required
Payment summary layout
The layout determines the list format Leave blank as this has not been set up
3. Choose the Format Parameters button to enter the company code identifier number.
Field Name Description User Action and Values
ACH Batch hdr. Company entry desription
Description for the file header
Enter you abbreviated company name
Company identification Enter your company code
4. On the Print control box, select the output device where the payment advice can be printed.
5. Choose Data Medium Exchange Print Parameters.
6. Make the following entries:
Field Name Description User Action and Values
Output Device Printer Enter the preferred printer, for demo purposes enter LOCL
Number of copies
Defaults to 1
7. Repeat this for the selections Payment Summary and Error Log.
If you default your print values in your user settings, you do not have to do this step.
8. Choose the Print button to print the forms to the printer.
9. Choose the Execute button to generate the DME file.
SAP AG Page 43 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
10. On the Payment Medium Tool Output screen, the system displays an overview of the generated payment media, and where it can be viewed and downloaded to a local drive.
11. To display the detail of the documents, double-click the output you wish to view.
12. On the Data Medium Overview screen, Highlight the line item and choose the Download button or, from the menu bar, choose Edit Download .
13. On the File Download dialog box, enter the file name and location of where the file should be saved. Choose the Continue button to confirm the download.
14. The system displays the Download successfully completed message.
Result The DME file is generated and downloaded for sending to the bank. The payment summary form and payment advice are generated.
4.16 Print Employee Check
UseEmployees who do not have direct deposit are paid by check. When the payroll has run, its results have been validated, and the pre program DME identification has been generated, employee checks can now be validated. This process prints checks from a standard check print program using an SAP Script form provided for payroll checks.
Prerequisites The payroll run is executed and payroll result is generated for all employees. The pre program DME has been run.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Human Resources Payroll Americas USA Payroll Bank Transfer Print Checks
Transaction code
PC00_M10_FFOC
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Payroll Administrator US (HCM) (SAP_NBPR_US_PYADMIN_HCM-M)
Business Role Menu
Payroll: US Bank Transfer Payroll Transfer - Check Printing 10
2. On the International Medium Check (with check management) screen, enter information in the fields as specified in the table below:
Field Name Description User Action and Values
Program run date Output run file from Pre DME step
The date on which the program is to be performed as planned.
SAP AG Page 44 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values
Identification feature
Unique run name given during Pre DME execution
Use the dropdown menu to select the correct identification feature
Proposal Run Only Used as test switch Always test execution first
Paying company code
Company code used for Payroll Disbursements
Select 1000
Sending company code
Employee Company code, if different from Paying Company Code
Select 1000
Payment methods Defaults to C for check Use Payment method configured for Check, Select N
Payment method supplement
PM Supplements must be configured.
Leave blank
Business area Delimit By Business Area Leave blank
House bank Payroll Disbursement Bank Select BANKB
Account ID Payroll Disbursement Bank account
Select CHECK
Check lot number Check lot being used for checks
Select check lot 0001
Restart from check number
Used if Check stock has run out, or printer has stopped.
Enter one greater that last check number. Be careful with this setting, and test it before
Currency key USD Select USD
Payment document number
Document number of the document with which the payment was posted
Leave blank
Print Checks Specify printer Enter LOCL and check box print immediately if required
Print payment advice notes
Specify printer Enter LOCL and check box print immediately if required
Print payment summary
Specify printer Use Summary for record keeping of check run
Enter LOCL and check box print immediately if required
Alternative check form
Alternative form Enter F110_PRENUM_CHCK
Filler for digits in words
Not required with Forms F110_PRENUM_CHCK
F110_RU_PLATJOSH
Leave blank
Number of Sample Printouts
Number of leader/sample checks
Default is 2
No. of items in payment summary
Can be limited to less than 9999 based upon disbursement
Defaults to 9999, change if required.
SAP AG Page 45 of 72
SAP Best Practices Payroll and Post Payroll Processing (566): BPD
Field Name Description User Action and Values
banks criteria
Payment document validation
Requires that payment is posted to AC before check run
Not advisable
Texts in recipient's language
Used for foreign language support
Leave blank
Currency in ISO code
Converts Currency key to ISO currency Key
Leave blank
No form summary section
Form Summaries are not printed
Test this for desired results
Void and reprint checks from payment run already printed
Used for check void process Prerequisite to this setting is Check void process
Check Number Prerequisite to this setting is Check void process
Void reason code