HR390 Introduction to Payroll HR390

Transcription

1 0 HR390 Introduction to Payroll HR390 R/3 System Release 46C 05/02/2001

2 Overview - Bank Transfer and Check Printing HR390 Introduction to Payroll Copyright Human Resources 4.6 (1) Human Resources 4.6 (2) Course Prerequisites Target Group Introduction to Payroll Introduction to Payroll: Unit Objectives Course Overview Diagram Introduction to Payroll: Business Scenario Roles in the Workplace Composite Roles in Payroll Payroll Overview of the Payroll Process Calculation of Wage Elements Statutory and Voluntary Deductions Storing HR Master Data Using Exact Dates Retroactive Accounting Introduction to Payroll: Summary Data for Exercises Exercises Solutions Entering Payroll Data Entering Payroll Data: Unit Objectives Course Overview Diagram Entering Payroll Data: Business Scenario Payroll Prerequisites Overview - Personnel Processes Ref. (1) Hiring Ref. (2) Organizational Reassignment Ref. (3) Deviations from the Work Schedule Methods of Entering Time Data Entering Payroll Data: Summary Entering Payroll Data Exercises Entering Payroll Data Solutions

3 Organizing a Live Payroll Run Organizing a Live Payroll Run: Unit Objectives Course Overview Diagram Organizing a Live Payroll Run: Business Scenario Overview - Payroll Organization Setting up the Payroll System in Customizing Payroll Areas Payroll Periods Generating Payroll Periods (1) Generating Payroll Periods (2) Generating the Calendar for Cumulations Payroll Control Record: Status Payroll Control Record: Periods Payroll Status Infotype (System) Payroll Status Infotype (Changed Manually) Retroactive Accounting Limits (3 Scenarios) Organizing a Live Payroll Run: Summary Organizing a Live Payroll Run Exercises Organizing a Live Payroll Run Solutions Payroll Process Payroll Process: Unit Objectives Course Overview Diagram Payroll Process: Business Scenario Overview - Payroll Process Payroll Simulation Release Payroll / Release for Payroll Start Payroll / Release for Payroll (Part 1) Start Payroll / Release for Payroll (Part 2) Payroll Log Detail View of a Processing Step Rejected Personnel Numbers Matchcode W Check Result / Check Payroll Results Corrections / Release for Correction Exit Payroll / End of Payroll Payroll Process: Summary Payroll Process Exercises Payroll Process Solutions

4 Payroll Reports Payroll Reports: Unit Objectives Course Overview Diagram Payroll Reports: Business Scenario Overview - Views of the Payroll Results Display Payroll Results Remuneration Statement Payroll Account and Payroll Journal Wage Type Evaluations Evaluation of Payroll Results Infotype Definition Ad Hoc Query Payroll Reports: Summary Payroll Reports Exercises Payroll Reports Solutions Posting Payroll Results to Accounting Posting Payroll Results to Accounting: Unit Objectives Course Overview Diagram Posting Payroll Results to Accounting: Business Scenario Components Involved Overview - Posting to Accounting Posting Information Stored in Master Data Posting Information in the Payroll Results Posting Environment Posting Process Execute Posting Run Execute Run - Selection Screen Posting Run Log Document Analysis: Overview Display Posting Runs Document Overview Ref a) Display Posting Document Revision Information on the Posting Document Payroll Result and Posted Amounts Ref. b) Releasing a Document Posting a Run Ref. c) Displaying Posting Documents Displaying the Resulting FI Document Displaying the Resulting CO Document

5 Completeness Check Reversing a Posting Run Integration with other Subsequent Activities Posting in Financial Accounting Posting Payroll Results to Accounting: Summary Posting Payroll Results to Accounting Exercises Posting Payroll Results to Accounting Solutions Bank Transfers and Check Processing Bank Transfers and Check Processing: Unit Objectives Course Overview Diagram Bank Transfers: Business Scenario Generating Checks/Bank Transfers Preliminary Program DME Generating Bank Transfers Generating Checks Repeating a Run Qualified Advance Payment Advance Payments from Master Data Bank Transfers: Unit Summary Bank Transfer and Check Processing Exercises Bank Transfer and Check Processing Solutions Process Model Process Model: Unit Objectives Course Overview Diagram Process Model: Business Scenario Payroll in a Background Operation Process Model - Advantages Overview - Process Model and Process Elements of a Process Model The Process Step and its Attributes Breakpoint between Steps Conditional Breakpoint - An Example Monitoring HR Processes Repeating a Process Process Model: Summary Process Model Exercises Process Model Solutions Problem-Solving Aids

6 Problem-Solving Aids: Unit Objectives Course Overview Diagram Problem-Solving Aids: Business Scenario Delayed Time Recording Sheets Retroactive Employee Transfer Change of Payroll Area Error Due to Missing Basic Pay Infotype Error in Planned Working Time Infotype (0007) Errors in Payroll Administration Partial-Period Factoring / Factoring Problem-Solving Aids: Summary Problem-Solving Aids Optional Exercises Problem-Solving Aids Solutions Appendix Off-Cycle Payroll Off-Cycle Payroll Process Off-Cycle Functions Out-of-Sequence Checks Out-of-Sequence Checks: Cumulations Transferring Remuneration Statements as Payment Advice Zero-Net Checks / Zero-Net Advices

7 Overview - Bank Transfer and Check Printing Payroll results Preliminary Program DME Create DME Generating Checks Bank Wage/salary check Payable to: Employee Bank Signature

8 HR390 Introduction to Payroll HR390 Introduction to Payroll SAP AG 1999 SAP AG System R/3 Release 4.6C September 2000 Material number

9 Copyright Copyright 2001 SAP AG. All rights reserved. Neither this training manual nor any part thereof may be copied or reproduced in any form or by any means, or translated into another language, without the prior consent of SAP AG. The information contained in this document is subject to change and supplement without prior notice. All rights reserved. Trademarks: Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX -OnLine for SAP and Informix Dynamic ServerTM are registered trademarks of Informix Software Incorporated. UNIX, X/Open, OSF/1, and Motif are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA JAVA is a registered trademark of Sun Microsystems, Inc., 901 San Antonio Road, Palo Alto, CA USA. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, mysap.com, mysap.com Marketplace, mysap.com Workplace, mysap.com Business Scenarios, mysap.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all

10 over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. Design: SAP Communications Media

11 Human Resources 4.6 (1) HR051 Level 2 Human Resources Essentials I HR052 HR053 Human Resources Essentials III 1 day 2 days Human Resources Essentials II 2 days HR305 3 days Configuration of Master Data HR306 4 days Configuration of Time Recording HR505 Organizational Management 3 days HR325 3 days Benefits Administration HR540 3 days Compensation Management HR510 3 days Personnel Development HR515 3 days Training and Event Management Level 3 see HR2 HR310/311 Time Evaluation 5 days HR520 2 days Shift and Workforce Planning CA500 2 days CATS The Cross Application Time Sheet HR250 2 days Employee Self-Service HR580 3 days Reporting in Human Resources HR307 2 days Configuration of HR System Controls HR350 5 days Programming in HR HR530 3 days Technical topics in Human Resources

12 Human Resources 4.6 (2) Level 2 Level 3 HR051 Human Resources Essentials I HR052 1 day 2 days Human Resources Essentials II HR305 Configuration of Master Data 3 days HR390 Introduction to Payroll HR400 Payroll Configuration HR490 Incentive wages 2 days 5 days 4 days HR053 2 days Human Resources Essentials III Note: Please note our country specific curriculum and our curriculum for release 4.6B.

13 Course Prerequisites HR051 HR Essentials I HR052 HR Essentials II HR305 Configuration of Master Data

14 Target Group Members of the project team Consultants Data processing project team members responsible for the configuration of the payroll system Duration: 2 Days SAP AG 1999 SAP AG Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's explanations. Your material includes 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.

15 Introduction to Payroll Contents: Roles in Payroll Payroll overview Calculation of wage elements Statutory and voluntary deductions Storing HR master data using exact dates Retroactive accounting (C) SAP AG HR

16 Introduction to Payroll: Unit Objectives At the conclusion of this unit, you will be able to: 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 (C) SAP AG HR

17 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

18 Introduction to Payroll: Business Scenario You are the HR Administrator for the Caliber A Bicycle Company, which sells bicycles and bicycle accessories. You now want to get familiar 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. (C) SAP AG HR

19 Roles in the Workplace mysap.com Marketplaces Update Adjust Info Welcome Will Workplace 1 2 Favorites Financial Accounting Human Resources Display Master Data Personnel Actions Start Payroll Exit Payroll Print Remuneration Statement Role My Roles News Information Systems Customizing Stock Ticker Get Quote Symbol ChannelBar Workflow inbox LaunchPad WorkSpace (MiniApps,, Transactions, Websites) WorkSpace The Workplace is the user's portal from which they have access to their role-specific user menu and to MiniApps. To start the Workplace, enter your website address in your browser. If you do not use any Workplace, set up your roles in the R/3 system. The Workplace consists of three main elements: The Channel Bar, in which you can have several applications running in parallel, the Launch Pad, where you find the role-specific user menu, and the WorkSpace. Roles are groups of activities which enable the user to participate in one or several business scenarios. Aceess to the transactions, reports and web-based applications contained in the roles takes place via user menus. User menus should only contain the functions that are typical for the daily work of a specific user. Composite Roles, on the other hand, contain several single roles. The composite roles for Payroll contain both international single roles and all available country-specific single roles. However, this does not mean that the Payroll Process Administrator in the USA, for example, finds activities in their menu that are typical for Canada or Australia and which they therefore do not require. This is because when you generate the menu for a composite role, you specify the country for which you want to do this. The composite roles are delivered with the mysap.com Workplace. (C) SAP AG HR

20 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). (C) SAP AG HR

21 Payroll Master data Time data C CE Payroll Remuneration statements Posting to Accounting Payments to various payees 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. (C) SAP AG HR

22 Overview of the Payroll Process Payroll CE Calculation of wage elements Statutory and voluntary deductions Remuneration 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. (C) SAP AG HR

23 Calculation of Wage Elements Basic pay Gratuities Sickness Nightwork bonuses Wage elements Bonuses Overtime Leave 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, Christmas bonuses, 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. (C) SAP AG HR

24 Statutory and Voluntary Deductions Tax Unemployment insurance Loans Wage elements Pension insurance Check x x x x x x x x x x x x x x x x x x x x x x Payment of remuneration 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. (C) SAP AG HR

25 Storing HR Master Data Using Exact Dates Hiring Pay scale reassignment Promotion Transfer Promotion 5/1/00 7/1/00 8/1/00 7/1/01 11/01/01 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. (C) SAP AG HR

26 Retroactive Accounting Payroll past Payroll for period 06 is complete C CE Period 03 Period 04 Period 05 Period 06 Period 07 Changes to HR master data Retroactive accounting for previous periods, then the current period 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. (C) SAP AG HR

27 Introduction to Payroll: Summary 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. (C) SAP AG HR

28 Data for Exercises Hiring Action: Hiring HR390 (Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009, 2006) Molga (MOL) = 99 User group (UGR) = 99 Personnel area = CABB Employee group = 1 Active employee Employee subgroup = X0 Salaried employee Company code = CABB with currency UNI, Molga 99 Personnel subarea = 0001 Sales, 0002 Purchasing Payroll area = ## (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 ## without infotype 0007 and with infotype 0009, are set up for payment method C (check). The employees are assigned to payroll area ##. (C) SAP AG HR

29 Data for Exercises Explanation of the symbols used in the exercises and solutions Exercises Solutions Course Objectives Business Scenario Tips & Tricks Warning or Caution (C) SAP AG HR

30 Exercises 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. Molga (MOL) = User group (UGR) = Set the following user defaults: Logon language: The language of your country (C) SAP AG HR

31 Solutions Unit: Introduction 1. SAP Easy Access Menu: System User Profile Own Data Select Parameter. Make the following entries: 1-1. For the molga, enter parameter MOL in the first column and enter the value 99 in the second column 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. SAP Easy Access Menu: System User Profile Own Data Select Defaults. Enter the following: Logon language of your country Save the data and return to the SAP Easy Access Menu. (C) SAP AG HR

32 Entering Payroll Data Contents: Payroll prerequisites Hiring a new employee Organizational reassignments Deviations from the work schedule (C) SAP AG HR

33 Entering Payroll Data: Unit Objectives At the conclusion of this unit, you will be able to: 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 (C) SAP AG HR

34 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

35 Entering Payroll Data: Business Scenario Payroll data is changed when an employee: Enters the company Changes organizational assignment Changes personal data Performs overtime or takes leave (C) SAP AG HR

36 Payroll Prerequisites Master and time data Administration Subsequent activities... Prerequisites Work schedules Dialog and time wage types Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009 and countryspecific infotypes (such as tax) The payroll processes other infotypes: 0014, 0015, 2001, 2010, 2003, Payroll areas and periods Payroll control record Bank details, and information on house banks Cost centers Remuneration statements... Activities Use Customizing to set up and generate work schedules Make copies of model wage types in wage type catalog to create customer wage types in customer name range Use personnel actions to enter employee data in the system Set up and generate using Customizing Create using Customizing Usually set up by FI 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. (C) SAP AG HR

37 Overview - Personnel Processes Leaving Rehiring Increase in payments Employee (1) Hiring (3) Deviations from the work schedule (2) Organizational reassignment 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. (C) SAP AG HR

38 Ref. (1) Hiring Input templates for hiring: Country-specific infotypes Actions (infotype 0000) For example, taxes Personal data (infotype 0002) Organizational assignment (infotype 0001) Canada Europe Addresses (infotype 0006) Planned working time (infotype 0007) Basic pay (infotype 0008) Bank details (infotype 0009) Absence quotas (infotype 2006) USA South America Australia Asia South Africa 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. (C) SAP AG HR

39 Ref. (2) Organizational Reassignment Reassignment Changes to: Organizational assignment and 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. (C) SAP AG HR

40 Ref. (3) Deviations from the Work Schedule Leave Overtime Availability for duty Illness Substitutions 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 : Used to enter employee absences. Attendances : Used to enter employee attendances. Substitutions : Used to enter substitutions, such as when an employee works a different shift. Availability : Used, for example, to enter times at which an employee is available for duty in addition to his or her regular shift. Overtime : 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 : Used, for example, to enter overtime manually. Monthly Calendar : 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. (C) SAP AG HR

41 Methods of Entering Time Data Fast Entry of Time Data Absences Absence quotas Substitutions EE remuneration information Availability for duty Overtime Data entry on a fast entry screen Manual preselection Preselection using a report Preselection using Ad Hoc Query 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 (C) SAP AG HR

42 Entering Payroll Data: Summary 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 (C) SAP AG HR

43 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 Caliber A Bicycle Company at the beginning of the year. Hire this new employee to be paid on a monthly basis. 1. Use the personnel action Hiring HR390 to add the new buyer into the company as of the beginning of the year On the Personnel Actions screen assign your new buyer to personnel number 390## (## = Group Number). Select the from date as January 01 of this year, the personnel area as Caliber A Bicycle Company (CABB), the employee group as Active (1) and the employee subgroup Salaried Employee (XO) On the create Actions screen (infotype 0000) screen, use the structured search to find the correct position number for the buyer (##-buyer) in the main office of the Caliber A Bicycle Company, and save the data On the create Organizational Assignment screen (infotype 0001) enter the personnel subarea 0002 (Purchasing). The system suggests the default payroll area X0. Enter an administrator of your choice for the payroll. Delimit the vacancy of the position to the last day of the previous month, if the system asks you On the create Personal Data screen (infotype 0002) fill in the required fields with your choice of entries and save the data On the create Addresses screen (infotype 0006) fill in the required fields with your choice of entries and save the data. (C) SAP AG HR

44 1-6. On the create Planned Working Time screen (infotype 0007) select the work schedule NORM and save the data On the create Basic Pay screen (infotype 0008), select pay scale group E05 and level 01. Wage type M020 and the amount 6950 UNI per payroll period are defaulted. Save the data On the create Bank Details screen (infotype 0009) set up the bank transfer to your employee's main bank. Enter bank key for Citibank and the bank account number (any number) On the create Absence Quotas screen (infotype 2006), enter 10 days leave (defaulted by the system). 2. Review your new employee's (390##) personnel file. What infotypes exist for the employee that you did not create? (C) SAP AG HR

45 Entering Payroll Data Solutions Unit: Entering Payroll Data Topic: Hiring an Employee 1. In the SAP Menu select: Human Resources Personnel Management Administration HR Master Data Personnel Actions Select Hiring HR Make the following entries before carrying out the action: Personnel number: 390## From: January 01 of this year Personnel area: CABB Employee group: 1 Employee subgroup: X Use the structured search in the Position field to locate the ## buyer position in the Purchasing organization unit of the Caliber 'A' Bicycle Company. Save the data Make the following entries and save the data: Personnel subarea: 0002 Payroll administrator: Your own choice The system suggests the default payroll area X Create Personal Data screen (infotype 0002): Enter data of your own choice and save Create Addresses screen (infotype 0006): Enter data of your own choice and save Create Planned Working Time screen (infotype 0007): Enter the Work Schedule Rule: NORM, select Enter (the working time fields are filled accordingly) and save the data Create Basic Pay screen (infotype 0008): Enter the Pay Scale Group E05 and Level 01. Select Enter (wage type M020 is defaulted with the value 6950 UNI) and save the data Create Bank Details screen (Infotype 0009): Enter the following data: Bank key: for Citibank Bank account: any number Payment method: U (Bank transfer) (C) SAP AG HR

46 1-9. Create Absence Quotas (infotype 2006) Leave: 10 days Deduction from: Hire date Deduction to: End of March next year Save the data and return to the SAP Easy Access Menu. 2. SAP Menu: Human Resources Personnel Management Administration HR Master Data Personnel File Enter Personnel number 390##. Select Display. Choose Next Record to dispaly 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. (C) SAP AG HR

47 Organizing a Live Payroll Run Contents: Payroll areas and payroll periods Payroll control record Payroll status in the employee master data Retroactive accounting limits - scenarios (C) SAP AG HR

48 Organizing a Live Payroll Run: Unit Objectives At the conclusion of this unit, you will be able to: Describe the organization and control of a payroll run Set up payroll administration for a live payroll run (C) SAP AG HR

49 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

50 Organizing a Live Payroll Run: Business Scenario Payroll runs are 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. This is controlled by payroll areas and payroll control records, which you set up in Customizing. (C) SAP AG HR

51 Overview - Payroll Organization Monthly or weekly? Additional date types Which payroll year, start, end of periods Are assigned to the payroll area Period parameters and Date modifier For every payroll area there exists a For every combination of period parameters and control record Controls the individual stages of payroll date modifier Payroll periods Calendar for cumulations Cumulation of wage types for report purposes 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, semimonthly, 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. (C) SAP AG HR

52 Setting up the Payroll System in Customizing Display Structure: SAP Reference IMG Implementation Guide Edit Goto Information Utilities Standard Settings System Help Existing BC Sets BC Sets for Activity Change Log Where Else Used Payroll Payroll: International Environment Payroll Organization Define Period Parameters Define Date Modifiers Check Payroll Area Generate Payroll Periods Generate Calendar for Cumulations The necessary administrative elements, for example, payroll area and period, payroll control record and the employee payroll status are explained in the following section. You find the IMG steps in Customizing for Payroll for your country under >Environment > Payroll Organization (C) SAP AG HR

53 Payroll Areas Payroll area xx Payroll area yy MONTHLY payroll run, on the 28th of the current month WEEKLY payroll run, on the Thursday of the current week 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). (C) SAP AG HR

54 Payroll Periods Payroll area xx (monthly) Payroll period 01 01/01 01/31 Payroll period 02 Payroll period 03 02/01 02/28 03/01 03/31 Payroll period /01 04/30 Payroll area yy (weekly) Payroll period 01 Payroll period 02 01/05 01/11 12/29 01/04 Payroll period 03 Payroll period Payroll period /19 01/25 01/12 01/18 01/26 02/01 Payroll period 02/02 02/08 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. This data is generated automatically when the program is started. This is explained in the following slides. (C) SAP AG HR

55 Generating Payroll Periods (1) Example: Monthly payroll periods Parameter Period parameter Date modifier Start date End year Start of tax year Payday rule Number of days Determine period number Carry out table change Frequency with which payroll is run for a payroll area. (For example, 01 for monthly) Linking additional date types with a payroll calendar 1 Date on which the first period to be generated should begin Year until which payroll periods are generated Payroll periods are linked to the time units using the 'Generate Payroll Periods' step in the Implementation Guide (IMG). You also specify how paydays are defined and enter the start date of the tax year. In addition to the start and end date for a period and the pay date, it is also possible to define a date modifier as an additional payroll date. This modifier links the additional date types with a payroll calendar. In addition to the date specifications for the standard payroll interval, you can also create additional date specifications for each period in the payroll calendar. These additional date specifications can be used, for example, to store the pay date. This example shows the generation of payroll periods for a monthly period modifier. In this case the period start and end dates correspond to the start and end date for a calendar month. Using these settings you generate payroll periods for 24 months (start date until the end year). Caution: The input screen for the report changes dynamically according to the country grouping. (C) SAP AG HR

56 Generating Payroll Periods (2) Example : Weekly payroll periods Parameter Period parameter Date modifier Start date End year Start of tax year Payday rule Number of days Determine period number Time interval in which payroll is run for a payroll area. (For example, (03 for weekly) Day on which the tax year begins. (For example, 01. January) Calculation of the payday for the period Carry out table change Payday rule / Number of days: These two fields determine how the period payday is calculated. The following values can be used for the payday rule: 1 : The number of days is added to the start date of the period to calculate the payday. 2 : The number of days is deducted from the end date of the period. 3 : The number of days is added to the end date of the period. 4 : Only applies to monthly periods, the number is used as the exact date. Determine period number: In this field you define which date of the payroll period the system uses to determine the period number. The system uses the period number in the payroll control record to increse the payroll periods sequentially for a year. With every new tax year the period number is reset to one. In this example, the employee is paid each Thursday for the preceeding week (Start date : Sunday-Saturday period). Reason: The payday rule 3 says that the number of days (5) is added to the end date of the period. (C) SAP AG HR

57 Generating the Calendar for Cumulations Period Year Type No. Year M M Q Q Cumulation type, for example: M = Monthly Q = Quarterly X = Six-monthly Y = Annually U = Unlimited In some countries, the calendar is used for reporting purposes. During payroll, some wage types are cumulated over several periods to create monthly, quarterly, or annual totals. By generating the calendar, each payroll period is assigned to a particular quarter, halfyear, or year. The calendar must be generated for each combination of period parameters and date modifiers assigned to a payroll area. A parameter in the selection screen determines the date in the payroll period (start date, end date, or payday date) on which this assignment is based. You generate this cumulation calendar for several years in advance using a Customizing report. (C) SAP AG HR

58 Payroll Control Record: Status Human Resources Payroll Payroll areas XX monthly International Payroll status Payroll Simulation Release payroll Release for payroll Release for correction Exit payroll Start payroll Check result Corrections Exit Payroll Check payroll results Coordinates the different stages of payroll 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. (C) SAP AG HR

59 Payroll Control Record: Periods Payroll area XX monthly Period of last payroll run Payroll status Payroll period Run 01 Current payroll run saved Earliest RA period Last change to control record by Miller on at 01:01:30 Retroactive accounting is only possible up to the start date of this period Status created 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, You must enter period 04, 2001 in the payroll control record. (C) SAP AG HR

60 Payroll Status Infotype (System) Date until which payroll has taken place for an employee Change Payroll Status (Infotype 0003) HR master data Edit Goto Utilities System Help Payroll/retroactive accounting Accounted to Earliest MD change MD change bonus Payroll correction The program recognizes whether and when payroll must be repeated to take master data changes into account If a personnel number has been rejected or data has been changed in the correction phase To perform retroactive accounting in connection with bonus accounting 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). (C) SAP AG HR

61 Payroll Status Infotype (Changed Manually) Defines the date until which changes can be made in the payroll past and until which the system can perform retroactive accounting Change Payroll Status (Infotype 0003) HR master data Edit Goto Utilities System Help Valid Payroll/retroactive accounting Day up to which payroll is run for an employee, even if the employee leaves the company Earl.pers.RA date Run payroll up to Do not account after Pers.no.locked Employees can be locked for payroll Payroll is run for this employee until this date 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. (C) SAP AG HR

62 Retroactive Accounting Limits (3 Scenarios) I. Employee hiring date Earliest retroactive accounting period - control record Earliest personal retroactive accounting data in infotype 0003 II. Earliest retroactive accounting period - control record Employee hiring date Retroactive accounting possible until this date III. Employee hiring date Earliest personal retroactive accounting data in infotype 0003 Earliest retroactive accounting period - control record 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. (C) SAP AG HR

63 Organizing a Live Payroll Run: Summary 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. (C) SAP AG HR

64 Organizing a Live Payroll Run Exercises Unit: Organizing a Live Payroll Run Topic: Setting up a New Payroll Area Create a new payroll area Create a control record for the new payroll area Check the payroll periods The Caliber "A" Bicycle Company has decided to set up payroll areas for your new employee to be paid on a monthly basis. You are in charge of establishing the foundations in Customizing in the SAP system, to support the payroll process for these employees. 1. Create the payroll area ## (## corresponds to your group number) in Customizing with a monthly period parameter. Use the payroll area X0 as a model copy. Enter Gr.## monthly as the payroll area text. 2. Create the payroll control record for your new payroll area ##. Maintain the Payroll Period and the Earliest Retroactive Accounting Period so that they start at the beginning of the last period of the previous year. In this way, the first period for which you run payroll is period 01 of this year. 3. Check, in the system, the period for which payroll periods are already generated for the monthly period parameter 01. Generate, in Test Mode, payroll periods for the period parameter for next year. 4. Now assign two employees to the payroll area ##: Use master data maintenance to change the payroll area to ## for the employee with personnel number 390## that you set up in the last unit. To do this, change the Organizational Assignment infotype as of the hire date of your employee. Check also that the employee with personnel number ##, who is already hired, is also assigned to your payroll area ##. (C) SAP AG HR

65 Organizing a Live Payroll Run Solutions Unit: Organizing a Live Payroll Run Topic: Setting up a New Payroll Area For exercises 1 through 3 access the SAP Reference IMG by selecting SAP Menu: Tools AcceleratedSAP Customizing Edit Project SAP Reference IMG Implementation Guide for R/3 Customizing (IMG) 1. Payroll Payroll: International Environment Payroll Organization Check Payroll Area Select the action Check Payroll Areas. Copy the payroll area X0 as payroll area ## by marking the entry X0 and choosing the button Copy as. Enter the new description ## for the payroll area, and change the payroll area text to Gr.## Monthly. Make sure the period parameter is set to monthly (01). The Run Payroll indicator is selected and the Date Modifier is set to 00 or is blank. Copy and save the data, and return to the IMG. 2. Payroll Payroll: International Environment Payroll Organization Check Payroll Area Select the action Create Control Record. Enter the payroll area ## that you have just created. Choose the button Create. Maintain the Payroll Period and the Earliest Retroactive Accounting Period so that they start at the beginning of the last period of the previous year. Save the data and return to the IMG. (C) SAP AG HR

66 3. Payroll Payroll: International Environment Payroll Organization Generate Payroll Periods Select the action Check Dates of Periods. Enter period parameter 01 in the Determine Work Area: Entry dialog box. Check the entries: Payroll periods are already generated for the years 1990 through Go back a step and choose the action Generate Payroll Periods. Make the following entries: Period parameter: 01 Date modifier: 00 or blank Start date: 01. January next year Final year: Next year Start date of fiscal year: 0101 Choose a useful combination of Payday rule, Number of days and Determine period number. Make sure that the flag is not set for Carry out table change. Choose the button Activate and look at the results. Return to the SAP Standard Easy Access Menu. 4. SAP Menu: Human Resources Personnel Management Administration HR Master Data Maintain Change the Organizational Assignment infotype from the hire date of your employee 390## in such a way that they are assigned to the payroll area ##. Save the infotype. If necessary, do this also for the employee with personnel number ##. Return to the SAP Easy Access Menu. (C) SAP AG HR

67 Payroll Process Contents: Payroll process Payroll simulation Payroll log Check and correct the payroll results (C) SAP AG HR

68 Payroll Process: Unit Objectives At the conclusion of this unit, you will be able to: Start payroll Check the payroll log Correct payroll results Exit payroll (C) SAP AG HR

69 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

70 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. (C) SAP AG HR

71 Overview - Payroll Process Legend: Functions in menu Control record status Release payroll Release for payroll Start payroll Release for payroll YES Run payroll ok? NO Exit Payroll End of payroll Corrections Release for correction Subsequent activities in payroll Change master data 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 the 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 record Release payroll Release for payroll Start payroll The payroll program is started and the status of the payroll control record remains "released for payroll" Check result Check payroll results Corrections Release for correction Exit payroll Exit payroll (C) SAP AG HR

72 Payroll Simulation Human Resources Payroll International Payroll Simulation Release payroll Start payroll Check result Corrections Master data and time data are not locked Data is not written to the database The payroll periods are not counted in the payroll control record 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. (C) SAP AG HR

73 Release Payroll / Release for Payroll International Payroll Simulation Release payroll Start payroll Check result Corrections Release for payroll Do you want to release payroll area XX for period 05, 2001 for payroll? Yes No Cancel Data records are locked for changes in the past and present. Changes can still be made in the future. The period in the control record is increased by 1. Payroll can then be started. 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. (C) SAP AG HR

74 Start Payroll / Release for Payroll (Part 1) International Payroll Simulation Release payroll Start payroll Payroll Driver Check result Corrections Selections from Search helps Payroll period with exact dates Payroll period (Last payroll period +1) Payroll area Current period Other period XX Selection Personnel number Payroll area XX Personnel number intervals Employees with the same payroll area in infotype 0001 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). (C) SAP AG HR

75 Start Payroll / Release for Payroll (Part 2) General program control Payroll reason Off-cycle payroll Payroll schema X000 Forced retro. accounting as of Test run (no update) Important to force retroactive accounting. Log Display log Also display time data processing log Display variant for log Parameters for Remuneration Statement Display variant rem. statement 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. (C) SAP AG HR

76 Payroll Log Payroll run of Basic data (non-specific) Messages General data Payroll period Selection General program control Successful personnel numbers James Bond Harald Batman 05/2001 ( ) Personnel numbers rejected John Little Messages Statistics Procedure for successful personnel numbers Procedure for rejected personnel numbers Display statistics for 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. (C) SAP AG HR

77 Detail View of a Processing Step WPBP: Import work center/basic pay Input P0000 P0001 P0007 P0008 Processing Data retrieval Indirect valuation Output WPBP IT 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. (C) SAP AG HR

78 Rejected Personnel Numbers... Personnel numbers rejected James Bond 05/2001 ( ) Gross part: time data processing GENPS Processing Monthly work schedule GLZ for 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. (C) SAP AG HR

79 Matchcode W Control record Personnel numbers with errors Payroll Correction Matchcode W is set for Personnel number 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. (C) SAP AG HR

80 Check Result / Check Payroll Results International Payroll Simulation Release payroll Start payroll Check result Present and past data is locked The payroll area is locked for payroll Corrections Exit payroll Check Payroll log General data Payroll period Selection General program control Successful personnel numbers James Bond Harald Batman 05/2001 ( ) Personnel numbers rejected John Little R Messages Statistics 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. (C) SAP AG HR

81 Corrections / Release for Correction International 1. Payroll Simulation Release payroll Start payroll Check result Corrections Correct master data of rejected personnel numbers International Payroll Simulation Release payroll Start payroll Check result Start payroll using Matchcode W Corrections 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. (C) SAP AG HR

82 Exit Payroll / End of Payroll International Payroll Simulation Release payroll Start payroll Check result Corrections Exit payroll Exit Payroll Do you wish to exit payroll for payroll area XX? Yes No Cancel Data records are released again for changes in the past and present. The payroll area is locked for 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 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 choose 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. (C) SAP AG HR

83 Payroll Process: Summary By releasing payroll you prevent changes to past and present data, however, not to future data. You can check the error messages in the payroll log tree structure. Matchcode 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. (C) SAP AG HR

84 Payroll Process Exercises Unit: Payroll Process Topic: Releasing, Checking and Correcting Payroll Run payroll for period 01 As a member of the payroll department for the Caliber A Bicycle Company, you need to know 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 ## for the current period, that is period Start payroll for payroll area ## for the current period. Choose Schema X700 and the option Display Log. 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: 6. Access master data maintenance and correct the personal 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. (C) SAP AG HR

85 7. Use Matchcode W to run payroll for the last employee that had incorrect data. Run payroll for the payroll area ## with the schema X700. Set the flag to display the log. 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: (C) SAP AG HR

86 Payroll 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. The Payroll area ##, the current period and the Display log indicator are automatically filled and set. Select Execute. 3. You should receive the following system message: Rejected personnel number ##: No record available for infotype 0007 for the corresponding period. Exit the Display Log Tree screen and return to the SAP standard menu. 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. (C) SAP AG HR

87 5. SAP Menu: Human Resources Payroll International Tools Control Record Enter Payroll area ##. Select Display. Choose Goto Incorrect pers.nos. The incorrect personnel number is ##. Return to the SAP standard menu. 6. To correct the incorrect personnel numbers choose: SAP Menu: Human Resources Personnel Management Administration HR Master Data Maintain Create the Planned Working Time infotype (0007) to use the Work schedule rule NORM for employee ## as of the Hire Date. Acknowledge the system message: Data entry for correction period for payroll area ##. Save the data and return to HR Master Data Maintain. Change the Basic Pay infotype (0008) for employee ## as of the hire date. Enter 163,00 in the Working hours per period field and 100% in the Capacity utilization level field. Acknowledge the system message: Data entry for correction period for payroll area ##. Save the data and return to the Standard Menu. 7. Release payroll by selecting the SAP Menu: Human Resources Payroll International Payroll Release Payroll Select Yes to the Release for Payroll dialog box. Start payroll by selecting Payroll Start Payroll Change the standard schema from X000 to X700. The Payroll area ##, the current period and the Display log indicator are automatically filled and set. 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 ## and choose Display. The payroll status is Released for Payroll and the Run is 2. (C) SAP AG HR

88 Payroll Reports Contents: Display payroll results Remuneration statement Payroll account and payroll journal Wage type statement, wage type distribution, and wage type reporter Payroll Results infotype (C) SAP AG HR

89 Payroll Reports: Unit Objectives At the conclusion of this unit, you will be able to: Display payroll results 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 (C) SAP AG HR

90 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

91 Payroll Reports: Business Scenario After each payroll run, the personnel department sends each employee a remuneration statement listing the individual payments and deductions. In addition, further evaluation of the payroll results should be carried out. (C) SAP AG HR

92 Overview - Views of the Payroll Results Technical view Employee view Department view Payroll results (H99_Display_Payresult) Remuneration statement (RPCEDTx0) Payroll account (RPCKTOx0) Payroll journal (RPCLJNx0) Wage type statement WT distribution Wage type reporter Payroll results evaluation 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. (C) SAP AG HR

93 Display Payroll Results Payroll International Tools Display Payroll Results List of all payroll results You access the table by double-clicking 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. (C) SAP AG HR

94 Remuneration Statement International Payroll Simulation Release Payroll Remuneration Statements Start Payroll Check Result Corrections Exit Payroll Remun. Statement Further selections Payroll period Payroll area Current period Other period Selection Personnel number Payroll area Search helps Sort Payroll form 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). The course HR7XX (XX corresponds to the country grouping) provides you with more detailed information on this topic. (C) SAP AG HR

95 Payroll Account and Payroll Journal Payroll account PerNo 1 Payroll account Payroll results Payroll journal Payroll journal PerNo 1 PerNo 2 PerNo 3... 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 doubleclicking 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. (C) SAP AG HR

96 Wage Type Evaluations Wage type statement Wage type statement WT distribution Payroll results WT distribution Wage type report Wage type reporter 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 the 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 the wage type distribution. You can display wage types for a specific period with inperiod 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. (C) SAP AG HR

97 Evaluation of Payroll Results Payroll Results IT 0402 PersNo 4711 James Bond Payroll area Country grouping Wage type XX Payroll results Evaluations 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. (C) SAP AG HR

98 Infotype Definition Define Evaluation Wage Types Define Wage Types Set up Payroll Infotypes Set up Assignment to Payroll Payroll Results IT 0402 PersNo 4711 James Bond Payroll area Country grouping Wage type XX To set up the payroll infotypes, carry out the steps in Customizing under Personnel Management -> Human Resources -> Information System -> Payroll Results: Define Evaluation Wage Types: In this step, you define codes and names for evaluation wage types and determine which fields (amount, number) are created with this evaluation wage type when a payroll infotype is generated. Assign Wage Types: You specify evaluation wage types by assigning them one or more wage types from the payroll results. Moreover, you define a country grouping (cluster table RT for periodic wage types and cluster table CRT for cumulation wage types). Set up Payroll Infotypes: To set up payroll infotypes, you specify a code for the payroll infotype, assign evaluation wage types to the infotype, and generate and activate the infotype. Set up Assignment to Payroll: You then specify the payroll infotypes to which data is written automatically when the payroll is run. If data is not written automatically to a payroll infotype, you can use report RPABRI00 (Fill Payroll Infotypes) to provide it with data. (C) SAP AG HR

99 Ad Hoc Query Org. Assignment Field selection Birth certificate Selection result Output Save List 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. (C) SAP AG HR

100 Payroll Reports: Summary There are different reports available to evaluate payroll results. These are: Display payroll results Remuneration statement Payroll accounts and payroll journals Wage type evaluations Evaluate the payroll results using the Ad Hoc Query (C) SAP AG HR

101 Payroll Reports Exercises Unit: Payroll Reports Topic: Reports Display payroll results Work with the remuneration statement Work with the payroll journal and other reports After each payroll run, the employee receives a statement showing his/her earnings 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 390##. 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 ## for the current payroll period using the form XF Create the payroll account for your employee 390## in payroll area ## for the current payroll period using form XK Create the payroll journal for the employees in your payroll area ## 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 ##. 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: (C) SAP AG HR

102 (C) SAP AG HR

103 Payroll Reports Solutions Unit: Payroll Reports Topic: Reports B: SAP Menu: Human Resources Payroll International Tools Payroll Result Display 4.6C: SAP Menu: Human Resources Payroll International Tools Display Results. Enter Personnel number 390##. 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 there you read the total goss amount for the employee (Wage type /101) from 6, Return to the SAP standard menu. 2. SAP Menu: Human Resources Payroll International Payroll Remuneration Statement Make sure that you enter your Payroll area ## under both Payroll period and Selection. Mark Current period and enter the form XF01 in the Form name field. Select 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 ## under both Payroll period and Selection. Mark Current period and enter Personnel number 390##. Enter form XK01 as the form for the payroll account. Select Execute. Review the form and return to the SAP standard menu. 4. SAP Menu: Human Resources Payroll International Information System Organizational Entity Payroll Journal (C) SAP AG HR

104 Choose the Payroll period pushbutton. Make sure that you enter your Payroll area ## under both Payroll period and Selection. Mark Current period. Select 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 ## is selected. Select the button Execute. To format the list, choose Settings Layout Change from the menu and selct all the columns that you want to hide. That is, everything except Wage type, Wage type text, Forperiod 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 Copy. Read the total amount of wage type M020 and return to the SAP standard menu. (C) SAP AG HR

105 Posting Payroll Results to Accounting Contents: Creating documents Checking documents Releasing and posting documents Reversing documents Integration with other subsequent activities (C) SAP AG HR

106 Posting Payroll Results to Accounting: Unit Objectives At the conclusion of this unit, you will be able to: Describe posting to accounting in a business context Post payroll results Check the posting Reverse incorrect postings (C) SAP AG HR

107 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

108 Posting Payroll Results to Accounting: Business Scenario After payroll has been run successfully the payroll results must be transfered 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. (C) SAP AG HR

109 Components Involved SD MM PP QM PM HR Wage types Core R/3 HR G/L accounts FI CO PS WF IS Cost centers, orders,... AM Payroll Posting groups the payroll results that are relevant for Accounting into documents, and posts them to the Accounting components. (C) SAP AG HR

110 Overview - Posting to Accounting 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 HR FI Internal accounting Consideration of personnel costs to cost objects or as overhead costs CO 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). (C) SAP AG HR

111 Posting Information Stored in Master Data Assignments Payments Additional Payments Org. Assignment Company code Business area Cost center Basic Pay EE Remuneration Information Infotype 0001 Infotype 0008 Infotype 2010 Cost Distribution Recurring Payments and Deductions Additional Payments Infotype 0027 Infotype 0014 Infotype 0015 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. (C) SAP AG HR

112 Posting Information in the Payroll Results Expenses Payables MA10 Standard salary /559 Transfer MA20 Bonus /260 Tax MM00 Overtime /261 EE SI contrib /3.. ER SI contrib /3.. ER SI contrib Example for Germany 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. (C) SAP AG HR

113 Posting Environment Enter posting information in master data Run payroll Perform posting 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). (C) SAP AG HR

114 Posting Process Create documents Check documents Delete documents or post additional employees, if 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. (C) SAP AG HR

115 Execute Posting Run Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run 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 Edit Posting Run Completeness Check Run Status Payroll result Selection Create Posting Run Index RPCIPE00 Payroll documents Status 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 AC 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 (C) SAP AG HR

116 Execute Run - Selection Screen Posting to Accounting: Create Posting Run Program Edit Goto System Help Selections from Payroll period Payroll area Current period Other period Selection Personnel number Payroll area Run attributes Type of document creation Display log Text on posting run Cost planning Specify posting date Acc. to period definition Acc. to paydate Manually Special periods XX to XX P Live posting run to to The selection of personnel numbers for the posting run should be the same as the selection for the basic payroll run Differentiates between live and simulation runs Certain information is required for the creation of the documents General settings are defined in a posting variant in Customizing Data for document creation Doc. date Posting variant SAP 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. (C) SAP AG HR

117 Posting Run Log Posting to Accounting: Create Posting Run List Edit Goto Utilities System Help Line no. Sub-tree Document Overview Posting to Accounting: Create Posting Run 1 Log Susi Schmitt Dr. Arni Anker Verena Vogel The log displays the processed personnel numbers and statistics; if required, the tree can be expanded to display detailed information Ben Bach Jerry Bacon Jo Walden Steven Wagner Tim Falk Ron Fernando Statistics Posting run no. (PP) Type of document creation Personnel numbers selected Personnel numbers evaluated Personnel numbers rejected Personnel numbers skipped Correct 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. (C) SAP AG HR

118 Document Analysis: Overview Subsequent Activities Per Payroll Period Posting to Accounting Log RPCIPE00 Create Posting Run Edit Posting Run Completeness Check Display Posting Runs Document Overview RPCIPA00 Posting Document Line Items RPCIPS00 Posting Document Revision Information (Wage Type View) RPCIPD00 Document items Payroll Result 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. (C) SAP AG HR

119 Display Posting Runs Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run 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. Edit Posting Run Completeness Check Display Posting Runs List Edit Goto Settings System Help Type Description Run number Run information Sim Status User name Created on Time PP Payroll Posting PArea XX/08/2001 Documents created HUBER :47:59 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. (C) SAP AG HR

120 Document Overview Display Posting Runs List Edit Goto Settings System Help Type Description Run number Run information Sim Status User name Created on Time PP Payroll Posting PArea XX/08/2001 Documents created HUBER :47:59 Posting to Accounting: Document Overview List Edit Goto Settings System Help You can perform the following activities for each document: a) Display the document Release the document Display posting documents (only when posted) Document CoCd Post.date Doc. date Year Period Reference Type Run number Status HRPAY00001 HRPAY00002 PP PP Created Created Run 505, created in the previous step, contains documents 684 and 685 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). (C) SAP AG HR

121 Ref a) Display Posting Document Display Payroll Posting Document List Edit Goto Settings System Help Document Run Reference HRPAY0002 Reporting type PP Document type G/L acc.doc The Display Documents function works in the same way as the Display Documentsfunction in Accounting and generates a variable list for which company and employee-specific variants can be created and modified as required. Company code 0001 Posting curr. Doc.type AB Posting date Document date Business transaction HRP1 BA Account no. w. text CO acct assgmts Amount Curr Salaries OrdNo , Salaries CCtr CB_BÜRO , Overtime bonus CCtr CB_BÜRO 500, Standard annual benefit CCtr CB_BÜRO 520, Legal social expenses CCtr CB_BÜRO 5.059, Salaries Standard annual benefit CCtr CCtr CB_CHEF CB_CHEF ,00 45, Legal social expenses CCtr CB_CHEF 1.823, Direct labor costs Salaries CCtr CCtr CB_FABRIK CB_FABRIK , , Overtime bonus CCtr CB_FABRIK 2.100, Standard annual benefit CCtr CB_FABRIK 208, Legal social expenses CCtr CB_FABRIK 4.993, Wage & salary clearing ,61- * 0,00 ** 0,00 You can display the line items of the posting document by double clicking a posting document. (C) SAP AG HR

122 Revision Information on the Posting Document BA Account no. w. text CO acct assgmts Amount Curr Salaries OrdNo , Salaries CCtr CB_BÜRO , Overtime bonus CCtr CB_BÜRO 500, Standard annual Display benefitcctr Revision Annual CB_BÜRO benefit Information on 520,00 the Posting Document Legal social List expensesedit CCtr CB_BÜRO Goto Settings5.059,00System Help Salaries CCtr CB_CHEF , Standard annual benefitcctr Annual CB_CHEF benefit 45,00 Double-click on a line to display the background revision information Wage type- long text 1140 Vol. special payment * 1140 Vol. special payment 1010 Standard salary 1010 Standard salary 1010 Standard salary * 1010 Standard salary 1020 Standard bonus 1020 Standard bonus * 1020 Standard bonus 1030 Standard bonus 1030 Standard bonus 1030 Standard bonus * 1030 Standard bonus 1090 AT salary * 1090 AT salary 1210 Trainee remun. * 1210 Trainee remun Widow/er pension * 1220 Widow/er pension PersNo In-period For-period Curr. Amount 1.000, , , , , ,50 50,00 300,00 350,00 152,50 412, , , , , , , , ,00 ** Total ,95 Branch to revision information on the posting document. That is, view the underlying wage types. (C) SAP AG HR

123 Payroll Result and Posted Amounts Wage type- long text PersNo Period Period Curr Vol. special payment * 1140 Vol. special payment 1010 Standard salary 1010 Standard salary 1010 Standard salary * 1010 Standard salary 1020 Standard bonus 1020 Standard bonus * 1020 Standard bonus , , , , , ,50 Display Payroll Results and Posted Amounts , List Edit Goto System Help 300,00 350,00 All items Payroll account summarized in retroactive accounting Only posted wage types Person. No Sequential no In-period For-period Double click a line to display detailed information on the payroll result in a list From To UpdID A Payroll res..: Wage type Amount Posted: Debit Posted:Credit /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, Standard salary 3.829, Standard bonus () 300, Standard bonus (%) 412,95 970,62 984,33 314,80 314,80 476,89 476,89 152,70 152,70 39,94 39, ,50 140,00 156, ,50 300,00 412,95 If you mark the relevant line and double-click it, you obtain information on the payroll results. (C) SAP AG HR

124 Ref. b) Releasing a Document Posting to Accounting: Document Overview List Edit Goto Settings System Help Document Trans. CoCd Post.date Doc. date Year Period Reference Doc. type Type Run number Status HRP1 HRP HRPAY00001 HRPAY00002 AB AB PP PP Created Created Release document(s) Do you want to release the selected documents for posting? Yes No Each document must be released: This action updates the document status. When the last document is released, the run has the "All documents released" status. Posting to Accounting: Document Overview List Edit Goto Settings System Help HR doc. Trans. CoCd Post.date Doc. date Year Period Reference Doc. type Type Run number Status HRP1 HRP HRPAY00001 HRPAY00002 AB AB PP PP Released Created 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 HR

125 Posting a Run Display Posting Runs List Edit Goto Settings Post documents Delete run Change run name To old releases > Typ Reversal Name > System Help Run Filter number > Run name Sort > PP Payroll Posting Find Run information PArea XX/08/2001 Sim Status All documents released User name HUBER Created on Time 12:47:59 Cancel Display Posting Runs List Edit Goto Settings System Help If the run has the status "All Documents Released," then it can be posted. Run information Sim Status User name Created on Time PP Payroll Posting PArea XX/08/2001 Documents posted HUBER :57:44 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. (C) SAP AG HR

126 Ref. c) Displaying Posting Documents Posting to Accounting: Document Overview List Edit Goto Settings System Help Line item history Display line items... Accounting documents HR doc. Display Trans. details CoCd Post.date Doc. date Year Period Reference Doc. type Type Run number Status HRP1 HRP HRPAY00001 AB PP List of Documents in Accounting HRPAY00002 AB PP Released Created Documents in Accounting Double-click to display detailed information for the resulting documents Document type Accounting document Special ledger Cost accounting doc. Original document Doc.no 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. (C) SAP AG HR

127 Displaying the Resulting FI Document List of Documents in Accounting Documents in Accounting Document type Doc.no. Document Overview List Edit Goto Extras Settings Environment System Help Accounting document Special ledger Cost accounting doc Document no. Doc. date Reference Display currency Company code Posting date HRPAY00002 Cross-CC no Fiscal year Period Currency UNI Original document Itm Account-- Account short text Salaries Salaries Overtime bonuses Standard annual benefit Legal social expenses Salaries Standard annual benefit Legal social expenses Direct labor costs Salaries Overtime bonuses Standard annual benefit Legal social expenses Wage and salary clearing account Amount 300, ,95 500,00 520, , ,00 45, , , , ,00 208, , ,61 - You can access Financial Accounting documents directly. (C) SAP AG HR

128 Displaying the Resulting CO Document List of Documents in Accounting Documents in Accounting Document type Doc.no. Display Actual Cost Documents List Edit Goto Settings Extras Environment System Help Accounting document Special ledger Cost accounting doc Display variant Co. currency Doc.no. 1SAP UNI Doc. date RT RefDocNo Document header text Page 0Ty Object R 685 PAr Partner object Cost element Value/CoCurr Original document KST CB_CHEF KST CB_FABRIK KST CB_FABRIK KST CB_FABRIK KST CB_FABRIK KST CB_FABRIK KST CB_CHEF AUF KST CB_BÜRO KST CB_BÜRO KST CB_BÜRO KST CB_BÜRO KST CB_CHEF , , , ,00 208, ,70 45,00 300, ,95 500,00 520, , ,00 * Total ,61 You can access the Controlling documents directly. (C) SAP AG HR

129 Completeness Check Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run Edit Posting Run Completeness Check Payroll result Selection Run Status List of unposted payroll results 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 HR

130 Reversing a Posting Run Documents in HR 4 million Documents in FI 4 million Reversal: The number of the reversed document is stored in the reversal document Documents in HR -4 million Documents in FI -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. (C) SAP AG HR

131 Integration with other Subsequent Activities Accounts Expenses Payables Bank 1 Payroll Posting HR HR automatic posting Posting document Wages and salaries to Salaries payable Tax payable 2 Payments to employee HR List of payments manual posting FI Salaries payable to Bank clearing 3 Tax HR Employment tax notification manual posting FI Tax payable to Bank clearing (C) SAP AG HR

132 Posting in Financial Accounting Expenses accounts Payables accounts Bank accounts Wages & Salaries Salaries payable Bank clearing , , , , ,- 3 Taxes payable 3 350,- 350,- 1 (1) Posting to accounting (2) Payments to employee (3) Posting tax payments (4)... 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. (C) SAP AG HR

133 Posting Payroll Results to Accounting: Summary The posting run is created, checked, edited and released Documents are created for CO and FI Accounting can display the documents to check and effect payments and bank transfers. (C) SAP AG HR

134 Posting 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 curent period and for the payroll area ## before exiting payroll. Display the log 2. Choose the pushbutton Document Overview. Analyse the posting documents by doubleclicking an individual line. 3. After you have checked that the documents are correct, exit payroll for your payroll area ##. 4. Create a live posting run for the payroll area ## and for 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 HR

135 Posting Payroll Results to Accounting Solutions Unit: Posting Payroll Results to Accounting Topic: Subsequent Activities B: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Execute Run 4.6C: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run Make sure you enter the Payroll area ## under both 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 Display log indicator. Select Execute. Review the log statistics to check that all employees were processed successfully (errorfree). 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. Return to the SAP standard menu. 3. Set the payroll status to Exit Payroll by selecting the SAP Menu: Human Resources Payroll International Payroll Exit Payroll Select Yes to the Exit Payroll for Payroll area ## dialog box. (C) SAP AG HR

136 4. 4.6B: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Execute Run 4.6C: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Create Posting Run Make sure you enter the Payroll area ## under Payroll period and Selection. Enter the value P (live posting run) in the Type of document creation field under Run Attributes. Select Execute. Make a note of your posting run number: Return to the SAP standard menu B: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Edit Run 4.6C: SAP Menu: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting Edit Posting 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. Doubleclick 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 to 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 Menü: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting 4.6B: Edit Run/ 4.6C: 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. (C) SAP AG HR

137 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. 7. You are in the Display posting runs view: SAP Menü: Human Resources Payroll International Subsequent Activities Per Payroll Period Posting to Accounting 4.6B: Edit Run/ 4.6C: 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 HR

138 Bank Transfers and Check Processing Contents: Bank transfer Payment by check (C) SAP AG HR

139 Bank Transfers and Check Processing: Unit Objectives At the conclusion of this unit, you will be able to: Explain how a bank transfer is generated Explain how a check is generated (C) SAP AG HR

140 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

141 Bank Transfers: Business Scenario 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. (C) SAP AG HR

142 Generating Checks/Bank Transfers Enterprise July 01, 2001 or Payable to: Employee UNI 10, Wage/salary check 90 / 100 Bank Signature 1234: 123 : Bank Check or transfer Infotype Bank Details Payment method 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. (C) SAP AG HR

143 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 HR

144 Preliminary Program DME Preliminary DME Program for Several Payment Runs Program Edit Goto System Help Selections from Payroll period Payroll area Current period Other period Selection Personnel number Search helps 00 Payroll area 00 to to Report automatically creates a program run date and an identification feature This data is used to create the accompanying bank transfers and generate the checks Additional data Wage type TEST Convert umlauts? Set flag for transfers Repeat run: Date Time Flagged records only 00 00:00:00 to 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. (C) SAP AG HR

145 Generating Bank Transfers Bank Program run date Identification feature Proposal run only Company code selection Paying company code Sending company code Further selections Payment methods Payment method supplement House bank Account ID Currency key Payment document number to to to to to to to to Output control Data medium exchange Print advice notes Printer Printer Print immediately Print immediately 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. (C) SAP AG HR

146 Generating Checks Program run date Identification feature Proposal run only Company code selection Paying company code Sending company code Further selections Payment methods Payment method supplement Business area House bank Account ID Check lot number Restart from check number Currency key Payment document number to to to Enterprise Payable to: Employee Wage/salary check 90 / 100 Bank 1234: 123 : Signature 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 HR

147 Repeating a Run Payroll result Regulation data Pre.program DME Personnel number 1801 Table of bank transactions / xx 17:17:17 Run date Run ID Name... Amount Currency xx 17171P Mrs Susanne Miller UNI Additional data Set flag for transfers Repeat run: Date xx Time Flagged records only 17:17:17 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 HR

148 Qualified Advance Payment Payroll result Table of bank transactions Pre. Program DME (1st payment) Payroll result Table of bank transactions Pre. Program DME (2nd payment) / xx 15:29:13 / xx 15:29:13 / xx 16:45:03 1st payroll run 2nd payroll run Release for payroll period 05.20xx Release for correction period 05.20xx Release for payroll period 05.20xx End of payroll 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. (C) SAP AG HR

149 Advance Payments from Master Data Ext. Bank Transfers (Infotype 0011) Infotype Edit Goto Extras Recur. Paymts / Deductns (Infotype 0014) Infotype Edit Goto Extras Additional Payments (Infotype 0015) Infotype Edit Goto Extras Advance payment Create DME Regulation data Person. No Additional Payment Wage type M140 Vol. special payment Amount UNI 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. (C) SAP AG HR

150 Bank Transfers: Unit Summary 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. (C) SAP AG HR

151 Bank 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 the Caliber A Bicycle 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 ## 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 identification feature: 2. Display the payroll results for your employee in payroll area ##. Check the BT table (table of the payment information) where the date and time is stored. This infortmation 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: (C) SAP AG HR

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153 Bank 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 ## 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: Return to the SAP standard menu. 2. SAP Menu: Human Resources Payroll International Tools Display Results Enter your personnel numbers 390## and ## 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. (C) SAP AG HR

154 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 nat. is as follows: Enter the Program Run Date and enter the DME run identifcation 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. Select 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. Return to the SAP standard menu. (C) SAP AG HR

155 Process Model Contents: The process model as a possible method for background processing Process steps and breakpoints Processes based on process models (C) SAP AG HR

156 Process Model: Unit Objectives At the conclusion of this unit, you will be able to: Edit a process model, that is, add process steps and breakpoints Start and monitor a process (C) SAP AG HR

157 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

158 Process Model: Business Scenario After you have run payroll and all the subsequent activites in dialog mode and have understood the individual steps, you now want to run payroll in a background operation. The process model enables you to schedule payroll jobs and subsequent activities. (C) SAP AG HR

159 Payroll in a Background Operation There are several possibilities of running payroll 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. (C) SAP AG HR

160 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 (C) SAP AG HR

161 Overview - Process Model and Process Release payroll Start process Run payroll Conditional breakpoint Stop if some of the personnel numbers contain errors Simulate posting run Conditional breakpoint Stop if payroll status is not ended Print remuneration statement Execute posting run Pre. program DME Display the documents Transfer Check 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. (C) SAP AG HR

162 Elements of a Process Model Selection of personnel numbers Selection program to select the employees who should be processed Process step(s) A single step of a process to be carried out Breakpoint Point at which to stop a process between two steps 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. (C) SAP AG HR

163 The Process Step and its Attributes Program Category Program Name Size of Package Process Step Communication Selection Variant 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). (C) SAP AG HR

164 Breakpoint between Steps Process Step 1 Type of breakpoint Communication Text of a mail Process Step 2 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. (C) SAP AG HR

165 Conditional Breakpoint - An Example Employee EE2 EE1 EE7 EE4 EE6 EE3 EE5 EE8 EE9 Selection Process Step 1 "Incorrect" Employees EE2 EE1 EE7 EE4 EE3 EE5 EE8 Percentage: 20 stop if more than 20 %of the employees being processed are incorrect "Correct" Employees EE9 EE6 STOP 7 out of 9 employees were incorrect Process Step 2 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. (C) SAP AG HR

166 Monitoring HR Processes HR-Process Payroll January 2001 February Birthday bonus Process Adv.payment Vac. allowance Payroll Run 1 on at 08:10:16 Step Package Package Run 2 on at 12:10: Package 1 Run Form printing Run 1 on at 09:00: Run 2 on at 12:35:07 Package 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. (C) SAP AG HR

167 Repeating a Process Start (Run 1) Repetition (Run 2) Process Step Process Step 1 3 "Incorrect" employees from the previous run(s) Process Step 2 Process Step Process Step 3 Process Step 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). (C) SAP AG HR

168 Process Model: Summary 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 (C) SAP AG HR

169 Process Model 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 ZHR390 to create your own process model with the description 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 Add a new process step Print payroll journal after the step Print remuneration statement. Select the international report RPCLJNX0. Enter HR390-## as the variant which you then create 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. (C) SAP AG HR

170 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 ## (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. (C) SAP AG HR

171 Process 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 ZHR390 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 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 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 HR390-## 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 (C) SAP AG HR

172 Payroll period and make sure that you enter your payroll area ## 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 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 Select Yes to the Release for Payroll dialog box. Return to the SAP standard menu. 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 you have just created ZGR## 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 ## 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. (C) SAP AG HR

173 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. (C) SAP AG HR

174 Problem-Solving Aids Contents: 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) (C) SAP AG HR

175 Problem-Solving Aids: Unit Objectives At the conclusion of this unit, you will be able to formulate a solution for the different problems in payroll. (C) SAP AG HR

176 Course Overview Diagram Introduction to Payroll Entering Payroll Data Organizing a Live Payroll Run Payroll Process Payroll Reports Posting Payroll Results to Accounting Bank Transfers Process Model Problem-Solving Aids (C) SAP AG HR

177 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 (C) SAP AG HR

178 Delayed Time Recording Sheets A pile of time recording sheets arrive in the personnel department later than usual. The payroll has already been run for the payroll period, but has not yet been set to End of Payroll. Steps: - Release the payroll run for corrections - Enter the time data in the system - Release the payroll again - Run payroll using Matchcode W - Check the results (C) SAP AG HR

179 Retroactive Employee Transfer Reassignment 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. 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. 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. (C) SAP AG HR

180 Change of Payroll Area Payroll area xx Payroll area yy Change of payroll area 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 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. (C) SAP AG HR

181 Error Due to Missing Basic Pay Infotype Leaving personnel action delimits Basic Pay infotype: Problem!!! Step: Reset the end date of the Basic Pay infotype to the highest date ( ) 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. (C) SAP AG HR

182 Error in Planned Working Time Infotype (0007) Wk MO TU WE TH FR SA SU Planned Working Time (infotype 0007) Infotype Edit Goto Extras Flex B Off Off Flex Flex Flex Flex Flex B Off Off Work schedule Work schedule rule Time Mgmt status Part-time employee FLEX 11 Flex 18 Flex 25 Flex 12 Flex 19 Flex 26 Flex 13 Flex 20 Flex 27 Flex 14 Flex 21 Flex 28 Flex 15 Flex B 22 Flex B 29 Flex B 16 Off 23 Off 30 Off 17 Off 24 Off 31 Off Working time Employment percent Daily working hours Weekly working hours Monthly working hours Annual working hours Weekly workdays Monthly work schedule not generated Previous or subsequent period not generated 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 steps in Customizing: Personnel Time Management> Work Schedule Rules and Work Schedules> Generate Work Schedules Manually or in Batch. (C) SAP AG HR

183 Errors in Payroll Administration Payroll areas Payroll status Payroll period Run XX monthly Earliest RA period Live payroll run as of Release for payroll Do you want to release payroll area XX for period for payroll? Yes No Cancel 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, If the control record is incorrectly set to , the system changes the payroll period to when the payroll is released. In this case, you will be unable to run payroll for period Procedure: Delete the old payroll control record and create a new one. (C) SAP AG HR

184 Partial-Period Factoring / Factoring Change in Basic Pay An employee has joined your company, but not on the first day of a period An employee receives a pay raise in the middle of a period An employee has left your company, but not on the last day of a period An employee has one week of unpaid leave Organizational Assignment An employee changes to another department and is therefore assigned to another cost center. You want the cost centers involved to be debited for the correct periods. Reduction in Recurring Payments or Additional Payments An employee usually receives a transportation allowance, however he or she has a three-week vacation. The transportation allowance is only paid for the period during which the employee travels to work. In payroll, factoring refers to the proportional calculation of periodical remuneration. Periodical remuneration comprises the wage types that an employee receives as 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. (C) SAP AG HR

185 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 (C) SAP AG HR

186 Problem-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 Use the Additional Payments infotype (0015) to give your employee 390## a vacation bonus (wage type 4000) with the value of 300 UNI Run payroll for your payroll area (##) for the current payroll period, period 03. Choose the payroll schema X Review the payroll results for employee 390##. Compare the current and previous results by looking more closely at the RT table. (C) SAP AG HR

187 2. Pay increase in the middle of the month in the current payroll period Give your employee 390## 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 Run payroll again for your payroll area (##) for the current payroll period. Choose the payroll schema X Review the payroll results for employee 390##. In particular, check the current payroll results for the current payroll period. (C) SAP AG HR

188 Problem-Solving Aids Solutions Unit: Problem-Solving Aids Topic: Retroactive Accounting, Partial-Period Factoring 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 390##, 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 Release the payroll: SAP Menu: Human Resources Payroll International Payroll Release Payroll Select Yes to the Release for Payroll dialog box. Start the payroll: Payroll Start Payroll Make sure that payroll area ## 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. (C) SAP AG HR

189 1-3. SAP Menu: Human Resources Payroll International Tools Display Results Enter Personnel number 390##. Select the button Transfer. Compare the last payroll results (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. Return to the SAP standard menu Make sure that your payroll area is set to Release for Correction: SAP Menu: Human Resources Payroll International Payroll Corrections Return to the SAP standard menu. SAP Menu: Human Resources Personnel Management Administration HR Master Data Maintain Copy the Basic Pay infotype record (0008) for employee 390## that 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 SAP standard menu. (C) SAP AG HR

190 2-2. Release the payroll: SAP Menu: Human Resources Payroll International Payroll Release Payroll Select Yes to the Release for Payroll dialog box. Start the payroll: Payroll Start Payroll Make sure that payroll area ## 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 SAP Menu: Human Resources Payroll International Tools Display Results Enter Personnel number 390##. Select the button Transfer. 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). Return to the SAP standard menu. (C) SAP AG HR

191 Appendix This section contains supplementary material that 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. (C) SAP AG HR

192 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. (C) SAP AG HR

193 Off-Cycle Payroll Process Off-Cycle Payroll Enter the reason and the date for which you want to run payroll. Reason Date Run Payroll Holiday bonus Absence payment Advance payments with regular payments Advance payments with special payments Absence Enter absence Payroll period Select period Special payments Enter wage type Payment method Change payment method Run payroll Other payments 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 (C) SAP AG HR

194 Off-Cycle Functions 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. 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. (C) SAP AG HR

195 Out-of-Sequence Checks USA & Canada only 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.* Example You ran payroll on February 26 for period 08, with March 04 as the payment date. On March 02, you want to give an employee a bonus for performance. Previously, the earliest possible payment date for this bonus payment would have been March 05. Now, you can select March 02 as the payment date. Period 07/ / / Begin date *Payroll Results Adjustments only for Canada End date Paymt date Payroll type A... (C) SAP AG HR

196 Out-of-Sequence Checks: Cumulations CRT/TCRT until now: WT /101 /101 /101 Cumulation Type Y Q M Amount USA & Canada only New CRT/TCRT: WT /101 /101 /101 CumType Y Y Q Period 01/ / /2000 /101 Q 02/2000 /101 Q 03/ /101 M 01/2000 /101 M 02/2000 / Begin date End date Amount The length of time for which entries are stored in tables CRT/TCRT is defined for each country. Two variants are possible: Every new entry for a cumulation type overwrites the existing entry All entries from the last six months are saved... (C) SAP AG HR

197 Transferring Remuneration Statements as Payment Advice USA & Canada only With the help of a new function in the Pre. Program DME, you can now transfer the remuneration statement to a payment medium program as payment advice. The payment medium program has the advantage that it creates the payment advice in SAPScript format. This function affects all employees who receive one or several payments by bank transfer but do not receive any payments by check. Even if the employee receives several payments by bank transfer, the system creates only one payment advice containing the remuneration statement. (C) SAP AG HR

198 Zero-Net Checks / Zero-Net Advices USA & Canada only 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 payment method 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 Transferring Remuneration Statements as Payment Advice and Zero-Net Checks/ Zero-Net Advices together. (C) SAP AG HR