SAP – THE DRIVE TO EXCELLENCE PROJECT D2X

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Payroll Process

Contents:
 Payroll process
 Payroll simulation
 Payroll log
 Check and correct the payroll results

 SAP AG 1999

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 SAP – THE DRIVE TO EXCELLENCE PROJECT D2X

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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

 SAP AG 1999

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Payroll Process: Business Scenario

 In the following units you first learn about payroll

and the subsequent activities in dialog mode, before
you take a closer look at the process model as a
method of background processing.
 It is often the case that data inconsistencies, for
example, cause errors during a payroll run. These
errors can be identified using the payroll log.
This allows you to make corrections immediately
and the payroll run can be completed.

 SAP AG 1999

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Overview of Payroll Process

Legend:

Function in menu Release Payroll

Release for payroll
Control record status
Start payroll
Release for payroll

YES
Run payroll ok?

NO

Exit Payroll Corrections

Exit payroll Release for correction

Subsequent activities in
payroll Change master data

 SAP AG 2003

 During the payroll run, master data and time data changes that affect the payroll past and payroll
present are not permitted. The payroll program reads the master data and time data infotypes, which
means that changes effected during the payroll run could jeopardize the accuracy of the payroll
results. It also means that you must not run payroll during master data maintenance. This is
controlled by the payroll control record.
 The relationship between the menu and payroll control record is as follows:
Function in menu Status of payroll control record
Release Payroll Released 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

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Payroll Simulation

Human Resources

Payroll

International

Payroll

Simulation

Release payroll

Start payroll

Check result

Corrections

Master data and time data are not

locked The payroll periods are
not counted in the payroll
Data is not written to control record
the database

 SAP AG 1999

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

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ReleasePayroll/ ReleasedforPayroll

Intern
ational

Payroll

Simulation

Releasepayroll

Startp
ayroll
Relea
seforpayroll
Ch
eckresult

Doyo uw anttoreleasepayro ll areaXX

Corrections
forperiod05,2001forpayroll?

Yes No Cancel

Datarecordsarelockedfor Thep eriodinthecontrolrecord

changesinthep astandpresent. isincreasedby1.

Changescans tillbemade Pay roll canthenbe

inthefu
ture. started .

SAPAG2002

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

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Start Payroll / Released 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 XX
Current period
Other period

Selection

Personnel number Personnel number intervals

Payroll area XX
Employees with the same payroll
area in infotype 0001

 SAP AG 2002

 The payroll area is used to determine the payroll period with exact dates as well as to select
personnel numbers. For this reason you have to enter the payroll area in both the Payroll Period and
Selection sections.
 Prerequisite:
The personnel control record must be maintained.
 Advantage:
When a live payroll is run, you are not required to enter the payroll period. Instead, the system uses
the payroll area and the control record to determine the payroll period automatically.
 Alternatively, you can enter a different payroll period (for a simulation run).

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Start Payroll / Released for Payroll (Part 2)

General program control

Payroll reason
Off-cycle payroll
Payroll schema X000 Important to force
Forced retro. accounting as of 01.01.1999 retroactive
accounting.
Test run (no update)

Log
 Display log
Also display time data processing log
Display variant for log

Parameters for Remuneration Statement

Display variant rem. statement

 SAP AG 2002

 You must make an entry in the "Forced retroactive accounting as of" field if a retroactive run is to
be carried out that will not be automatically recognized by the system (for example, changes in
Customizing tables).
 The "payroll schema" describes the sequence and the contents of a program procedure. It consists
of a list of statements and links to subschemas and functions, which are described in more detail
using parameters. The program processes the specified personnel calculation schema step for step,
that is, sequentially.
 If the "test run" flag is set, no changes are made to the database. That is, the function UPD YES is
overridden. This also affects the newly-generated schema. This flag must be set during a payroll
simulation run. It must not be set during a regular payroll run.

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 SAP – THE DRIVE TO EXCELLENCE PROJECT D2X
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Payroll Log

Payroll run of 01.05.2001

General data
Basic Payroll period
Basic data
data
(non-specific)
(non-specific) Selection Procedure
Procedure for
for
successful
successful
General program control personnel
personnel numbers
numbers
Successful personnel numbers
00012356 James Bond
02356748 Harald Batman
05/2001 (01.05.2001 - 31.05.2001)
Personnel numbers rejected
Messages
Messages 00012342 John Little
Procedure for
Messages rejected
Statistics personnel numbers

Display statistics
for the payroll run

 SAP AG 1999

 The payroll results are displayed in a tree structure. This makes it easier for you to analyze and get
an overview of the payroll results.
 The log includes a table of contents, which is presented as a tree structure. The nodes within the
tree structure enable you to access the detailed information that you require. The headers within the
structure are designed to help you with troubleshooting and to facilitate navigation within the log.
Depending on the information that you require, you either expand or collapse individual nodes
within the tree structure as necessary.

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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

 SAP AG 1999

 If you display a detail view of a processing step, you can choose within the log between the input
data, data processing, and the output data.
 You can save your own personnel settings for the log tree and list as a variant.

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Rejected Personnel Numbers

……...
Personnel numbers rejected

12356 James Bond

05/2001 (01.05.2001 - 31.05.2001)

Gross part: time data processing

GENPS

Processing

Monthly work schedule GLZ for 05 2001 not generated yet

 SAP AG 1999

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

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Matchcode W

Control record
Personnel numbers with
errors

Payroll Correction Payroll Status (Infotype 0003)

Matchcode W is set for

Personnel number Payroll correction

00030500
00030502

 SAP AG 1999

 Matchcode W provides a list of all personnel numbers in the selected payroll area that have been
rejected by the payroll run because of incorrect data. This means that the payroll has not run for
them successfully. Personnel numbers are also included in matchcode W if personnel data is
changed in the correction phase of the payroll run.
 To display matchcode W, proceed as follows:
 In the Payroll menu for your country, select Tools> Control Record.
 Enter a payroll area and choose Display.
 Choose the menu path Goto -> Incorrect pers. nos.
 A list is displayed of all personnel numbers assigned to the selected payroll area that have been
rejected because of incorrect data.

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Check Result / Check Payroll Results

International

Payroll

Simulation
 Present and past data is
Release payroll locked
Start payroll
 The payroll area is locked
Check result for payroll
Corrections

Exit payroll
Check
Payroll log
General data
Payroll period
Selection
General program control
Successful personnel numbers
00012356 James Bond
02356748 Harald Batman
05/2001 (01.05.2001 - 31.05.2001)
Personnel numbers rejected
00012342 John Little
R

Messages
Statistics

 SAP AG 1999

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

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Corrections / Released for Correction

International

Payroll
1.
Simulation

Release payroll

Start payroll

Check result

Corrections

2. Correct master data of

rejected personnel numbers

International

3.
Payroll

Simulation

Release payroll
Start payroll using
Start payroll
Matchcode W
Check result

Corrections

 SAP AG 2002

 If you choose Corrections in the menu, you release the master data and time data records assigned
to the selected payroll area for correction. You must choose this function if infotype data needs to be
changed because personnel numbers were rejected during the payroll run. In the correction run you
choose the push button Search Helps and all of the personnel numbers requiring correction are
displayed. You can perform up to 99 correction runs. If you need to know how many runs have been
performed, see the Run field in the payroll control record.
 After you have corrected the data, you must release the payroll. This causes the personnel records
to be locked again; the last payroll period is not increased.
 You then choose Start Payroll to run payroll again for all the personnel numbers included in
matchcode W (that is, personnel numbers for which the master data was changed). Then choose
search helps and choose W (Payroll correction run). The Restrict Value Range dialog box appears.
To restrict the value range you can enter one single personnel number or an interval range of
personnel numbers. The system only selects personnel numbers that lie within this range from
Matchcode W. If you do not restrict the value range, the system selects all the personnel numbers
from matchcode W to be included in the payroll.

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Exit Payroll

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

The payroll area is locked
for changes in the past
for payroll.
and present.

 SAP AG 2003

 The Exit Payroll function enables you to re-release infotypes so that they can be maintained for the
past and present, and the payroll area is locked for the start of the payroll run. You cannot exit
payroll until the payroll has run successfully for all of the personnel numbers assigned to the
selected payroll area (which means that matchcode W is empty). If you attempt to execute this
function and rejected personnel numbers still exist, the system displays an error message.
 After you have exited the payroll, you can only change data for the period in question by
performing retroactive accounting in a subsequent payroll period.

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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.

 SAP AG 1999

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