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manuals. Please contact David.Haynes@ERPtips.com if you have any SAP training needs, or visit www.ERPtips.com for more information.
Written by Christian Davidson Published by Klee Associates, Inc.
Copyright Klee Associates, Inc., 2009
Payroll Process Overview Start Payroll: Running Payroll with the Payroll Driver Check Results Release for Corrections Exit Payroll Subsequent Activities
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locked by one function at a time. If a user is maintaining data for a given employee, the control record cannot lock that record. The same holds true if another program has the employee record locked. Start Payroll The step where payroll calculations are performed. Check Results This step allows you to check the payroll results calculated for your employees prior to finalizing the payroll. Release for Corrections Allows master data changes to be made. Exit Payroll Finalizes the payroll period.
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Start Payroll
The Start Payroll transaction is the step where payroll calculations are performed; where payroll is "run." Payroll is processed using the Payroll Driver (payroll program), a screen where pertinent information is entered in order to run payroll for the appropriate group of employees, for the appropriate pay period, and using the proper payroll rules and calculations. The Payroll Driver screen has several important fields that must be filled in prior to execution: Payroll area choose the appropriate payroll area that you want to process. Current period when running live payroll (as opposed to simulations), you should always be running the current payroll period according to the control record. Other period can be used when running simulations, which do not store payroll results to the database. Personnel no. used to select only specific personnel numbers, or a range of personnel numbers, when running simulations or re-processing employees that have had errors or changes during the payroll process. Search Helps useful when re-processing employees that have had errors or changes during the payroll process. Use Search Help W to select such employees. Schema configured set of rules and operations used to calculate payroll. It is critical that you select the schema configured for your company in order to properly calculate payroll. Forced retro. Accounting as of allows you to force the system to retroactively process payroll back to specified date. Used primarily for testing purposes. Display Log When checked, a list of steps of the payroll calculation will be shown so you may view the inputs, calculations, and outputs of each step of the payroll calculation. Use only when processing a small number of employees, as this can extend processing time greatly. Test-Run Select this to run a simulated payroll. Remuneration Statement variant allows you to select a variant of the Remuneration Statement (check stub) program so that you can generate a remuneration statement based on the results of your pay run. Use only when processing small number of employees, as this can extend processing time greatly.
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There is a key difference between an error and incorrect result. Errors in payroll occur when there is insufficient or inappropriate data for the system to process entirely for a particular employee. This means no payroll result will be stored for the employee. For example, if an employee does not have an infotype 0008 stored for the pay period, payroll cannot process. An incorrect result implies that the employee did process through payroll without any errors, but some elements of their pay may be incorrect. For example, the employee may have an Infotype 0008 (Basic pay), but the salary entered may be incorrect for that employee.
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Check Results
The Check Results transaction allows you to check errors as well as run reports to check the accuracy of your payroll results. Both are important. Payroll cannot be exited until all errors are resolved so that all employees in the payroll area can be successfully processed with results stored. The same is not true for incorrect results. If an employees pay is incorrect, you can still exit payroll and move on when time constraints require. However, if you want to check for accuracy, you can use payroll reporting tools to do so while in the Check Result status.
Another valuable activity while in the Check Results status is running simulations for subsequent activities, such as Posting to Accounting and Third Party Remittance. Simulating such programs in advance is recommended in order to identify any issues that may cause errors in those programs, before it is too late to change master data and re-run payroll.
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As you make changes, Infotype 0003 is updated to flag those employees for reprocessing. Match-Code W (also called Search Help W) can then be used to reprocess payroll for only those employees who had errors and those that have had changes made while in Release for Corrections.
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Exit Payroll
Once all payroll errors have been resolved, all employees have been successfully re-run through payroll, and all payroll results are satisfactory, payroll can be finalized or closed by changing the control record to Exit Payroll status. ***It is highly advisable to first run subsequent activities in simulation mode prior to exiting payroll to ensure that your data not only passes correctly through payroll processing, but also through the subsequent steps necessary to complete your payroll (Pre-Program DME, Print Checks, Create DME (direct deposit), Posting to Accounting, and Third-Party Remittance).*** Once payroll has been exited, payroll results for that period cannot be changed in any way. Menu path for the Exit Payroll transaction:
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Subsequent Activities
Once payroll has been exited, Subsequent Activities that rely on payroll results can be performed. Such activities may include: Pre-Program DME prepares data for payment Print Checks Create DME (Direct Deposits) Posting to Accounting (General Ledger) Third-Party Remittance (posting to Accounts Payable)
b. Enter appropriate information for your employee for the following fields: Payroll Area Payroll Period if the current period does not cover the employee's hire date, click on the Other Period radio button and enter a pay period that includes the hire date.
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Personnel Number enter Personnel Number for your employee Payroll Area should match payroll area entered in the Payroll Period selection section Schema accept default of ZUSP Test Run note that in Simulation mode, this is checked-on and cannot be removed Display Log Check on. Display variant Rem. Stateme SAP_US2
c.
Click Execute
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Click the Back button to return to the Display Log Tree screen.
e. Expand the log tree to display the Final Results Table by opening each folder as shown in the below screen shot:
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f.
Double click on the RT line to display the Final Results Table. The Results Table is where the result of the payroll calculations are stored. The RT as it is often called, is the table from which payroll data for most reporting and subsequent activities are drawn. In some cases where payroll results for multiple pay periods are required (e.g., year-to-date or month-to-date), the Cumulative Results Table (CRT) or Tax Cumulative Results Table (TCRT) are used in place of the Results Table.
g. The Results Table shows each wage type line by line in sequence, including several pieces of valuable information including the calculated Rate, Number, and Amount.
Another key field is the Employee Subgroup Grouping field, the first field on the left in the table. Employee Subgroup Groupings are set in configuration to determine how each wage type is processed, so the same wage type may be treated differently for different types of employees. An asterisk in this field means the wage type was summarized in the Results Table for all Employee Subgroup Groupings, which could also indicate that the wage type was calculated the same way for all employees. There can be multiple occurrences of a given wage type in the Results Table. This will happen when there are differences in key fields such as Rate, Number, and Employee Subgroup Grouping.
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h. Return to the SAP Easy Access screen by clicking the yellow and white Exit button several times.
i.
From the SAP Easy Access screen, access the SAP US Payroll menu by entering transaction code PC10 in the Command Field as shown below. Press Enter.
j.
Navigate to the Release Payroll step as shown in the screen shot below and release payroll for your assigned payroll area.
k.
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l.
Verify that the correct pay period will be released (pay period covering the start date for your employee) and click Yes. If the pay period is not correct, consult the course instructor.
m. Access the Payroll Driver to run a "Live" payroll by clicking the Start Payroll button or entering transaction code PC00_M10_CALC in the Command Field.
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n. Enter appropriate information in the Payroll Driver as in the Simulation step, but un-check the Simulation check-box. Note that this can be un-checked when accessing the Payroll Driver through the Start Payroll transaction, giving you the option of running simulated payrolls, or "live" payrolls, which store the results on the database.
***Be sure that the Current Pay Period defaults to the correct pay period for your employee. ***
Click Execute.
Sample snapshot of the Payroll Driver for the Start Payroll step.
o. Review the Remuneration Statement and Final Results Table as in the Simulation step. These results will be used later in the course for subsequent activities and reporting.
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p. Once you have reviewed payroll results, change control record status to Released for Corrections to add a Cost Center.
r.
Enter Infotype 0027 Cost Distribution in the Infotype field and click Create.
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s.
Start Date: Enter the date the employee was hired. Distrib: 01 Company Code: 3000 Cost Center: 1000 Pct.: 100.00 Click Save. Click Exit to return to the SAP Easy Access screen. Sample IT 0027:
t.
u. Verify that your cost center was evaluated in payroll by viewing the C0 table (double click on "C0") in the display log as shown in the screen shot below:
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v.
Once satisfied with results, use the Exit button to return to the SAP Easy Access screen.
x.
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Purchase of this book or acquisition at an ERPtips class, constitutes an implied agreement by the purchaser to a limited, license granted to the purchaser by Klee Associates, Inc., specifically for purposes limited to improving your personal knowledge of SAP software which does not in any way compete with Klee Associates. This manual is protected by copyright law, and is sold or is part of an ERPtips class with the following conditions: The manual will be used for your personal professional development. The manual will not be physically copied for distribution to other individuals or converted to an electronic copy for distribution to other individuals, unless copyright permissions for copying have been acquired from Klee Associates, Inc. The manual will not be used to conduct training classes by you or other individuals, without the written permission of Klee Associates, Inc. Inclusion of the concepts in this book in any internal client training material is allowed if the source of the concepts is acknowledged as follows:
Copyright 2010 All rights reserved. Used with permission. Klee Associates, Inc.
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