Sap hr manual free download

Multiple employees can be entered, and the corresponding wage type, amount, currency, and so on can be provided for these employees. Using this functionality saves the administrator’s time. The Time Management submodule The Time Management submodule is used to capture the time an employee has spent at their work place or make a note of their absenteeism. The work schedule is simply the duration of work, say, for instance, 9 a.

The time manager’s workplace action allows us to have multiple views such as one-day view and multiday view. It is used to administer and manage time. This T-code is used to change a shift plan for the employee. This T-code, known as maintain time data, is used to maintain time data for the employees.

Only time-related infotypes such as Absences, Attendances, and Overtime are maintained via this T-code. This T-code, known as the fast entry time data action, is used to capture multiple employees’ time-related data.

This T-code, known as quota overview, is used to display the quota entitlements and leave balances of an employee. The attendance check T-code is used to create a list of employees who are absent, along with their reasons and the attendance time. This T-code is used for time evaluation. It is a program that evaluates the time data of employee. Also, the wage types are processed using this program. Time evaluation messages are displayed using this T-code. Using this T-code, data entry profile is created.

Data entry profiles are maintained for employees to capture their daily working hours, absence, and so on. The Payroll Accounting submodule The gross and net calculations of wages are performed using this submodule. It lets us change the master data that already exists, for example, locking a personnel’s number. One must exercise caution when working on this T-code. It’s a sensitive T-code because it is related to an employee’s pay. Also, time data for the employees is controlled using this T-code.

The control record is accessed via this T-code. The control record has key characteristics of how a payroll is processed. This T-code is normally not authorized by administrators.

This is the T-code used for the simulation run of a payroll. The test is automatically flagged when this T-code is executed. A live payroll run can be performed using this T-code. The test flag is still available to be used if required. This T-code is used normally by end users to release the control record. Master data and time data is normally locked when this T-code is executed.

Changes cannot be made when this T-code is executed. This T-code is used to make any changes to the master data or time data. The status has to be reverted to «release» to run a payroll for the payroll period. Once all the activities are performed for the payroll period, the control record must be exited in order to proceed for the subsequent periods. The remuneration statement or payslip can be displayed using this T-code. The payments, deductions, and net can be designed using this T-code.

The data medium exchange for banks can be achieved usin g this tool. The off-cycle payroll or on-demand payroll, as it’s called in SAP, is used to make payments or deductions in a nonregular pay period such as in the middle of the payroll period.

The payroll results are posted to the finance department using this T-code. The payroll posting runs are displayed using this T-code. The release of posting documents is controlled using this T-code. The completeness check is performed using this T-code. We can find the pay results that are not posted using this T-code. The wage type maintenance tool is useful when creating wage type or pay components such as housing, dearness allowance. The Personnel Calculation Rule is accessed via this T-code.

The PCR is used to perform small calculations. The function and operations used can be accessed via this T-code. The documentation of most of these functions and operations can also be accessed via this T-code. This shows the wage types used and their process class and cummulation class assignment. The wage type used in a payroll is analyzed using this T-code. The wage type mapped to general ledgers for FICO integration can be analyzed using this T-code Country-specific payroll can be accessed via this T-code.

Payroll of all the countries, such as Europe, Americas, and so on, can be accessed via this T-code. The payroll results of the employee can be analyzed via this T-code. The following screenshot shows how the payroll results are shown when the T-code is executed. For example, its 10 for USA, 01 for Germany, and so on. SAP has localized country-specific payroll solution, and hence, each country has a specific number. The country-specific settings are enabled using MOLGA, which is a technical name for the country, and it needs to be activated.

It’s always 99 for Offcyle run for any country grouping. It’s the same for posting as well. We will explore all the T-codes used in this submodule. Career and succession planning for an entire org unit can be performed via this T-code.

Career planning for a person can be performed via this T-code. The qualifications and preferences can be checked, based on which suitable persons can be shortlisted. Succession planning can be performed via this T-code. The successor for a particular position can be determined using this T-code. Different object types such as position and job can be used to plan the successor. The possible combination of appraiser and appraisee is determined based on the evaluation path.

This T-code is used to evaluate the appraisal template based on different statuses such as «in preparation» and «completed». This is used to create an appraisal template that can be filled in by the respective persons based on the KRAs such as attendance, certification, and performance. The appraisers and appraisee allowed can be defined.

The integration check-related switches can be accessed via this T-code. Once the created appraisal template is released, we would be able to find the template in this T-code. The Training and Event Management submodule The Training and Event Management submodule caters to the company’s need of bridging the gap between supply and demand.

This submodule caters to identifying the right skill that needs to be provided to carry out the task successfully. The cost item T-code is used to determine and represent the cost incurred for a business event. The address or physical location is maintained using this T-code. The business event location is set up using this T-code, for example, Training Center, Atlanta.

The instructor who doesn’t belong to the system, in other words, whose master data is not maintained, is captured using this function. The business event group such as the language course is set up using this function. The business event type is used to capture the delivery method, cost, capacity, and so on. This function lets you maintain the exact date on which the event is scheduled to take place. It has the start and end dates of events. The internal activity allocation for settling the fees of external instructors and also of the employees who had attended an event can be settled using this function.

The Travel Management submodule The Travel Management submodule offers functionalities such as creating different travel expense types, processing business trip data, taking care of approvals, and entering the travel trip data into the system. The travel expense functionality allows you to track the status, settlement status, amount, and so on. The mass approval of any number of trips is performed via this function.

The expected travel expenses cannot be determined until a trip is approved. In order to proceed further, the trip needs to be settled, and this function helps to meet the purpose. The posting run is performed using this function. The travel expenses that need to be settled are collected as transfer documents for posting to accounting. Standard reports SAP has delivered many standard reports that meet business needs.

Let’s look closely at some of the important reports that can be used by administrators. There are flexible reports that let us choose from a combination of 20 fields from different infotypes. They also allow us to sort different fields such as age. All of the reports can also be accessed via the SE38 or SA38 T-code, depending on user authorizations, and can be fetched by navigating to System Status Program. The output received is the action type such as initial data entry, overall applicant status, applicant name, or applicant id.

The frequently fed input data such as the company code can be entered in the input selection screen and saved as a variant for saving time. This is shown in the following screenshot: [ 16 ]. We can do this if we want to get the Test variant for example.

We saved this variant in the previous step. If the standard report doesn’t meet the requirement of the client, this ad hoc query function can be utilized. From the different fields available, Selection and Output need to be flagged, and the preview of the output can also be viewed at the bottom of the screen.

This is demonstrated in the following screenshot. Finally, click on the Save button to access the query when required. Click on Query, select Open or press F6 , and then select the query name to execute the saved query, as shown in the following screenshot. There is also a date and time stamp when the query is saved. As seen in the following screenshot, the selection and the output saved in the query gets displayed automatically when we open the query.

We can display the output by clicking on the Output button or by pressing the F8 key. HR00 needs to selected, then click on Display F5 to start the report. There are many standard reports provided by SAP to display the object types and their description. The output is similar to what is displayed for an organizational unit. This report uses the object ID that is entered as the root of a tree structure, and using the specified evaluation path, it fetches the object and its related object type.

The display depth in the report tells us how far the object and its relationship need to be displayed in the output. The evaluation path gives instructions to the system to look for the object types and relationships and is maintained in the TA table or via the OOAW T-code.

The graphic interface is also supported by SAP; the structure can be displayed in a graphical format. They can be downloaded on to the system for further analysis. The reporting infotype is a functionality given to run reports based on infotypes. Normally, are OM infotypes, and in this report, we can give the infotype number and execute the report.

When the user ID is entered and executed, the system displays all the authorization objects to which the user has access. We can find the missing relationships for object types using this report. The output has the first and last names of the employee, start date, and leaving date, along with the Org unit and its description.

The order of display can be sorted, or the fields can be unselected so that they are not displayed. It’s mandatory that data is maintained in the respective infotypes in order to be correctly shown in the output.

The output format can be set to SAP list viewer or spreadsheet, based on the requirement. This is a common functionality of all the reports. The output has the pay scale type, area, group, and level details along with the calculated years and months.

This is shown in the following screenshot: If we notice, the logic to fetch the year and month is built in report that SAP uses to display in the output. If the standard report doesn’t meet your requirements, only then is it recommended that you go for a new development. The personnel numbers are normally of eight digits, and should the client wish to capture the numbers maintained in the legacy system, they can do it using the infotype.

It displays the first name, last name, position, and personnel number, along with the entry and leaving dates. The advantage of using the report is that it displays all the available fields from which we can choose 20 separate fields. It’s a very user friendly report that can be tweaked based on the company’s needs. The action type and action reason normally adds meaning to the personnel action performed. For example, the change of position action has been performed and also the promotion action; the two actions can be listed using the standard report.

The important fields such as enterprise and personnel structure can be fetched using this report. SAP also provides a standard report to display age and gender based on seniority, in other words, the duration spent in the company.

The personnel who has spent more time in the company gets prioritized and listed first. The infotype changes have to be captured, and this is very vital for audit purposes. Any changes done intentionally or unintentionally need to be captured, and there is a report for this known as Logged Changes in Infotype Data provided by SAP for security purposes. The report name along with user details and date and time of access is displayed when the report is executed. The only difference is the infoset that is chosen for the PA submodule.

Time Management The work schedule, absence, and attendance of the employee are closely monitored by the administrators, and SAP has provided many standard reports to meet the demands. The daily work schedule of an employee can be accessed via the PT03 T-code. The personal work schedule of an employee, which can be for a week or month, for example, can be displayed via the PT63 T-code.

The employee number, name, and daily work schedule are displayed in the following screenshot: The start and end dates, along with the holiday calendar, are also displayed, making it easy for administration. The absence and attendance information is vital for administration, and SAP has provided standard reports to meet business demands.

They can be accessed via the PT64 T-code. This report gives us the output in the form of working hours anticipated and days. The graphical format is supported by accessing the PT90 T-code. The absence is displayed in a different color for easy recognition. When we double-click on absence or attendance type mentioned on the screen, it will automatically take us to the master data screen.

The base entitlements in number of days, for example, and the applied leave along with the available balance or the remaining total is displayed in the output. This is another one of the most frequently used report in business. These reports will be very useful to display information. If time-evaluated data is available in time cluster, it gets displayed as the output.

This copied time form can be used in the report. This is very similar to the payslip configuration in the Payroll submodule. Payroll Accounting The payments and deductions of employees are displayed via the Payments and Deductions report. It’s a flexible report that allows us to display data based on the wage type if necessary.

It’s recommended that you copy the standard, rename it, and change it accordingly. The remuneration statement can also be printed using the HR smart forms. The wage type reporter is a useful report that displays the wage types and the corresponding amount, along with other related information of the employee such as company code and personnel area.

All the payment and deduction wage types can be displayed using this report. The payments made on public holidays can be determined using the Paydays on holidays or weekends report. The prerequisite is to have the paydays defined in the TS table. The legends used clearly indicate the meaning. For example, X denotes a payday in the past. This is demonstrated in the following screenshot: [ 24 ]. It’s a comparison of the position’s requirements with the person’s qualifications. We can also generate a training proposal by flagging the checkbox.

The following screenshot shows the Evaluate Careers report: Chapter 1 The career path and its description along with the object type, LB, are displayed as the output. The object type in selection can be, for example, a person, and when it is executed, it lists the IDs of people whose qualifications are not maintained. Training and Event Management The standard reports help administrators capture the training cost, details about the business event, attendees, and so on.

This report gives details of the equipments that are available in training rooms. The graphical format is supported by SAP. Travel Management The Travel Management component supports all processes involved in handling business trips. Its comprehensive functionality is integrated with settlement and payment processes.

Travel Management enables you to request, plan, and book trips, create expense reports, and transfer expense results to other business function areas. They broadly cover trip expenses and planning reports. There are many branching options that can be selected from the following options: Trip Trip receipts Trip cost assignment Trip block list The Cost Assignment for Trip report is very vital for a business to evaluate the cost and assignment to respective general ledger in accounting.

Multiple periods or period parameters can be selected so that a report can be displayed. The period could be from the following options: Monthly Bi-weekly Weekly This is a very flexible report that allows up to seven periods to be represented in a single report. We will cover some of them specifically to access T-codes and reports. It is done by navigating to SAP Easy access Favorites Insert folder, as shown in the following screenshot: Users can create folders and insert all the T-code related to them.

For example, payroll can be a folder, and all the T-code related to the payroll can be moved to that folder. SAP also has the feature to add the T-codes that are frequently accessed, to the folder of our choice that we created earlier. It is done by navigating to SAP Easy access Favorites Insert transaction, as shown in the following screenshot: All the T-codes are moved to the respective folders, and hence, accessibility is easier for administrators. SAP has an interesting feature of downloading T-codes for easy accessibility or to share it with your teammates.

The format can be a text file or a word pad option of your choice. Remember me on this computer. Enter the email address you signed up with and we’ll email you a reset link. Need an account? Click here to sign up.

Download Free DOC. Download Free PDF. Sap hr payroll procedure manual for end users. Related Papers. Payroll has tight integration with other module: 1. Organizational Management OM , as cost center provider to costing payroll result. Personnel Administration PA , as employee master data provider. Time Management TM , as time related data provider. Payroll cycle: Payroll cycle detail: 1. Input employee payroll master data 2. Input employee time data 3. Receive time evaluation result 4.

Release payroll 5. Run payroll 6. Posting to accounting 7. Bank transfer 8. Internal reporting 9. External reporting: Tax and Jamsostek. This indicates the status: active, inactive or withdrawn. This information is important for pro-rata calculation in payroll. All fields in this infotype are important for payroll calculation rule, payroll posting as well as user authorization. For others, the amount must be filled manually.

Press button or Enter to continue process. The value will be stored in IT The validation for two kind of this wage type are: 1. Inpatient limit and outpatient limit are seperate limit but all of them based on Basic salary. For inpatient the limit is 1x basic salary, for outpatient the limit is 2x basic salary 2. In additional field you can fill hospital name, famiy member type and family member name for administration purpose who claim this allowence.

Adjustment must be done because time evaluation December cannot be processed automatically by payroll January. It must be calculated manually and entered at IT M Press button Create melanjutkan proses. M Press button Create to continue process. Married for tax M The values must be same with data purposes at IT These programs below help perform calculations automatically allowances. Importance prerequisite of the program is date type 01 Date of entry in IT as a reference for the calculation pro-rate THR.

C Values 1. Employment Status karyawan M Di-default 3 status activemeans of active employees over a period of 30 days before Hari Raya. Employees leaving prior to the past 30 days did not get THR.

Test Run Tick if want to see the data O before upload. Untick when u want to upload. Radio Button: Select this button if you want O Off-cycle the process does not coincide with the regular payroll or off-cycle 12 Press button atau tombol F8 untuk mengeksekusi data. Incentive Incentive amount M amount 4. Test Run Tick if you want to see the O data before upload process. Untick apabila akan melakukan proses upload.

Radio Button: Tick this button button if O Off-cycle Incentive not process with regular payroll or off-cycle 12 Press button or F8 to exection data. Payroll control record to control and limit the payroll period in general, while infotype Payroll Status control period and individual limits per employee. Thus, when we re-run payroll using matchcode W to run only employees who corrected it. This process does not update the database.

Thus, the checks can only be done through a screen simulations, not through payroll report. This process resulted in all the master data associated with payroll can not be maintained in the current month and the previous period. Click on the button Released f. Then click Save to save the changes. This process will open the lock master data. Click on the button Rel.

Correction to make payroll release. After exit payroll, master data will be open back. Special for exit payroll Desember, Update the field Earliest retro acctg period to date 1 January next year. This is to keep exit payroll at December, is no longger possible to update the payroll master data prior to January 1 next year.

These errors usually occur during payroll simulation, including the cause : : No. Data IT Tax does not exist, while the employee is required to have the infotype. Should contain

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