Are you new to SAP HR/HCM modules? Are you conisidering a new career in SAP HR?
Deviating from the question and answers, I would like to highlight a
story from the Indian mythology. A teacher teaching his student
archers asked them all to shoot an arrow at a clay bird perched on the
top of a tree and hit the eye of the bird. All the archers shot at the
bird but only one of them managed to hit the eye of the bird. When the
teacher asked all the student archers what did they see when they shot
the clay bird,some said they saw the bird on a tree,some said they saw
the bird perched on the branch. The archer who shot the bird was
quiet. When he was asked by the teacher as to what he saw , prompt
came his reply “I saw the eye of the bird”.What I am trying to
highlight here is that it is very important for an SAP HR consultant
to understand what the customer requirements are and be focused on
those requirements only.
All projects are time defined based upon agreed business requirements.
Delivering what has been agreed upon is what the consultants need to
focus upon. Do not try to deviate from what is defined unless agreed
upon by the customer and the project team. Save the frills, fancies
and anything extra for the enhancements.SAP projects cost a lot of
money and the estimation is based on work to be done. A project’s
success depends on meeting the objectives, goals and requirements for
what the project endeavor was carried out within the defined time
lines. If the project deviates in cost, quality and time , it
indicates that what was defined as required by the customer is not
being met. Deviations to projects makes the project team loose
motivation and interest, disturbes human resource planning for other
projects when they are to be released from the existing projects and
begin work on the other projects. In short it creates a chaos besides
financial losses.Many of us are in consulting and we need to
understand the bottomline- time is money. If your projects make
profit, your company makes profit and you too profit. This should be
So remember and drill this in your mind that requirements for an sap
hr project are to meet the company’s goals and objectives in
initiating the project and clearly not what the sap hr user or even
for that matter the sap configurator fancies or wants.The success of
the sap hr project is only when the project sponsor states that it is
The Payroll Exceptions Report
Accessing the report
The report can be accessed by using the menu path:
Human Resources -> Payroll -> Countryxx -> Subsequent activities -> Per payroll period -> Lists/statistics
The report can also be accessed from SE38 using the report name RPCEXCX0 or by using transaction code PC00_M08_CEXC
The purpose of this report is to list exception messages (per employee) for a given payroll run. For example, a payment which exceeds the maximum limit specified in the tolerance group.
You can run the report without doing much of the configuration. The report can be enhanced further by undertaking config which is specific to your company.
The configuration is done in the payroll part of the IMG. Look for the entry “Exception Handling” in your country menu for payroll.
There are two steps in the configuration of this report.
The first one revolves around the feature “EXCEP”. This feature is used to assign a tolerance group to different groups of employees. Generally the feature will make a decision on country code and then assign a specific tolerance group to all your employees.
The second step which can be configured relates to the specific message within the tolerance group. You can create your own messages here. This is useful if you have specific rules relating to different wagetypes. The rules can be set on table fields as well.
The configuration is quite straight forward. Look at all the different settings and see which ones can be used within your organisation.
If you have certain rules which are to be used for specific groups of individuals, you can use the feature to create different tolerance groups. The different tolerance groups can then be assigned to different rules.
Running the report
Upon executing this report, the SAP R/3 System allocates a message and severity number to the exception. The severity number will either be a warning or an information message.
The category Error is not used, as any errors that are detected would cause the payroll calculation to fall over for that employee.
The report is displayed via the SAP List Viewer. If you need more information on how to best configure the output of the report, see in the SAP Library : SAP R/3 Enterprise Application Components -> Cross-Application Components -> General Application Functions -> SAP List Viewer.
The report prints the statistics from the payroll run as follows:
Employees selected for processing – indicates the number of employees for whom the exception reporting was run.
Employees processed in payroll – indicates the number of employees who have a payroll result in the selected payroll period.
Employees processed for exception reporting – indicates the number of employees for whom exception messages were generated (in the selected period).
You obviously need to have run and saved payroll results which the report can use.
The output of the report is either Statistic or Exception Reporting
Enter the required payroll area and period you wish to report on.
In the section titled “additional data”, you can specify the selection criteria to search for exceptions – based on the message class and number. The HR message classes generally starts with a 5 followed by a letter. For example the message class for the UK is 5G.
You can narrow it down further by inserting specific message numbers or at least a range of numbers.
Set the indicator in the field Messages for retro periods, if you would like exception reporting to be processed for retroactive payroll runs.
- The form editor includes certain validation. This validation precludes you from entering, for example, a field where it clashes with another field. To get around this, you can enter the fields directly on the tables holding the form entries (table T512E/F etc). If there is a clash then the one will overwrite the other.
- If you wish to copy a SAP standard form that exists within client 000, you can do so using the menu path in the IMG –> Forms –> Remuneration Statement –> Copy Standard Form
- If you wish to stop everyone from being able to modify the form, change the attributes to allow only a designated person to modify the form.
- Remember that when forms are placed in transport requests, it is the snapshot of the form, at that time that is saved. Be careful then, when more than one person is working on the form – especially when it comes to the order of the transports.
- When creating a new form, you will invariably copy another form which closely matches the desired form. Remember to look at the size of the form you are copying. You may be constrained later on – if you are wishing to increase the form area.
- If the table or field you wish to print on the payslip, is not available, then you can add the table entries to table T514K and the field entries to table T514N. You need to enter the table entry first and then the field entry.
- When setting up the windows for payments and deductions, use the entry **F2 to catch all the wage types with the setting of F2 on evaluation class 02.
- To show the text of a payroll area on the remuneration statement. In the HR Form editor, single fields sub-object, use table VERSC (header data from payroll results) and use table field ABKRS (payroll area). In the print options, ensure that 01 is in the conversion box to “replace key with text”
Copying a Standard Payslip
Whenever you wish to copy a SAP standard payslip
- Copy the standard form from client 000 to your client (transaction code PDF8).
- Copy the standard form you have copied to another form name (using the customer naming convention – starting with Z.)
- Never copy across country versions – always choose a standard form in your own country version.
- Use the transaction code SPAD.
- Device formats – change
- Device type: your printer type
- Format : existing format (X_65_80 or another)
- Device formats copy to new device format
- Modify the printer initialization (escape sequences).
Payslip Display – Retro Amounts
You wish to show retro calculation payments separately on the same payslip or together with the current monthly amount
- Look at the front screen of the remuneration statement. Look at the different options offered at the bottom of the screen.
Page Numbers on a Payslip
You wish to display payslip page numbers.
- Create field “xrt-pagno” in individual fields (form editor) for page number of remuneration statement.
Transaction Code: PE01
Menu Path: Human Resources –> Payroll –> Europe –> Great Britain –> Tools –> Maintenance Tools –> Schemas
Double-clicking on a sub-schema will take you to the maintenance screen for that schema.
Double-clicking on any of the rules (PCR’s) will take you to the rule editor. You can tell the difference between sub-schemas a rules by looking at the parameters. The name of the sub-schema can be found in the Par 1 column. The main schema generally calls all the different sub-schemas. The sub-schemas will then call the payroll rules. In most cases, when a rule is called, there will be parameters in the Par 2 or Par 3 columns.
In the main, most sub-schemas are called by the “copy” command.
Schemas, rules and features in SAP use the following line editor commands. This allows you to move, delete, copy and insert lines. All the commands are entered in the area used for the line numbers. Overwrite any of the numbers with the commands shown below. For the commands using 1 letter – hit the return key once you have entered the letter. For the commands using 2 letters – hit the return key after the first 2 letters have been entered or after both sets have been entered.
The most commonly used commands are:
Once you have chosen the block to move or copy, you need to show where to move or copy it to in the schema. The following commands indicate where you can copy or move the lines to.
Remember when calling the PCR from the schema: GEN means that the wagetype is **** i.e. you haven’t specified one and NOAB means that it will look at any EE Sub-Grouping. If you want the rule to use specific wage types or groupings, then leave either blank.
Use the print option and VAR (PAR 2) in the schema to output the variable table during processing.
Position is very important for schemas. Look to see where a similar piece of processing has taken place. If in doubt, place the rule after the similar data has been read and processed.
Commonly used Functions
Commonly used Parameters
Transaction Code: PE02
Menu Path: Human Resources –> Payroll –> Europe –> Great Britain –> Tools –> Maintenance Tools –> Rules
Commonly used operations in payroll configuration
Wishing to retrieve previous payroll period results to be used in a PCR?
You can do so by using the operation IMPRE with parameter NN (NN periods before current payroll period). Also have a look at the documentation of IMPRE.
An example in using this operation is as follows (reading the period 6 months ago):
D ZERO = NRA IMPRE 6 SUBRC?IMP *
0 AMT = O 1001SETIN A=01SETIN R=3 ZERO= NR ADDWTI1001
SAP HR Reports
Using Mail Merge
If you would like to use mail merge with results obtained from SAP, you can do so after having run a report in SAP.
- Once you have the results on the screen, choose the download –> Word Processor option.
- A dialogue will then prompt you to enter certain choices. Choose the form processing option.
- Choose new Word document or existing Word document if you have one already set up.
- Change the password option to “No password” unless of course you really do wish to have a password set.
- Word should then be opened up and the data source transferred to Word. Enter your text for the letter and insert the mail merge fields from the drop-down button on the top left hand side.
- Click on the <
> button to toggle between the data fields and the actual data.
You can now print or email off the results of the mail merge.
Key Reports within SAP HR
This table contains commonly used SAP HR Reports
|Customer naming conventions for SAP tables etc
|Data Medium Exchange: Cancelling Transfers
|Loads bank sort codes, branches etc
|The report sets a new start date for the records found using the selection screen. It primarily serves to correct the start date of records retrospectively. To access the correct selection of records, enter the old start date. All records with the old start date are given the new start date. All other records remain unchanged.
|Transfer Org Assignment from PA to PD
|Prepare Integration (OM with PA)
|Check program for PA-OM Integration
|Creates batch input session for IT 0001 – using PD relationships.
|Returns the material requirements per business event
|Outputs a sequential file – PD_DATASET
|Used to manually transport objects in Org Mgt
|Display and edit sequential PD Dataset
|useful report for displaying all related objects in a structure (hierarchy) according to the defined evaluation path. Can be used for any PD object in any database HRPnnnn.
|DME – cancelling transfers
|New Gross to Net Control Report for the UK
|Payroll batch scheduler for breaking up the payroll run into jobs allowing payroll to be processsed in parallel as a number of batches
|Explodes the whole schema – ctrl+F to find items. For PCR’s and sub-schemas use 0000 to zzzz as the “from” and “to” values.
|Assignment of wage types to G/L accounts (chart of accounts)
|Wage type statement – shows the permissibility of wage types.
|Use of wage types in payroll accounting – very useful. Shows the inner workings of how all the wage types are passed through the PCR’s and what processing classes are accessed. Enter your country version. I always find it easier to us the “tree” option rather than the “table” option.
|Similar to RPDLGA20. Gives each wage type and shows each PC, EC and CC for each.
|Takes you to all the documentation in the SAP system
|Evaluation of Appraisals – creates a batch session to update IT 0008 based on the employees IT 0025 record.
|Group value of Appraisal criterion
|Search for specific text in any report
|Starters and Leavers Report
|Infotype overview for an employee – very useful and much better than using the Personnel File on PA10. Shows all the infotypes for an employee.
|New Hire Report
|Displays NI and CNIC values from the payroll results
|Batch update for infotype 0071 – pensions GB
|Headcount report – quite good. Gives EE numbers per organisation entity
|Equal Employment Opportunities – US driven report for statutory legislation
|Used to identify inconsistencies with absence quotas
|Used to correct inconsistencies – takes ages to run – rather correct them manually
|Used to generate absence quotas
|Saves backup and allows you to restore T512W from a previously saved copy
|Updates the values in table T510 – pay scale data
|Logged Changes in Infotype Data
|Deletes documents from the database that were created
|Allows you to view the records created from the above reports – have to have table T585A maintained as well
|Check PCRs – allows you to run checks on PCR’s
|Check Personnel Calculation Rules
|Check Personnel Calculation Rules (International Version)
|Allows you to search for text in any PCR
|Lists PCR’s for any ESG and the associated processing steps
|Environment Analyzer: Functions, Operations, Schemas, PCRs
|Environment Analyzer: Functions, Operations, Schemas, PCRs
|Change attributes for schemas and PCR’s (especially if you have executed the IMG step by mistake)
|Lists subschemas not called up in any other schema
|Lists PCR’s not called up in the schemas or PCR’s
|Generation of payroll periods
|Generate further date specifications
|Copy PCR’s from client 000 to other clients on the same server
|Delete payroll results. After deletion you must perform at least one retroactive accounting run for the earliest deleted payroll run
|Allows you to delete personnel numbers as a batch
|Restores the payroll results directory
|Update table T5G_DTONI. Format can be a pain to get right. Rather maintain the table directly or cut and paste from Excel. Another alternative is to use a CATT procedure or LSMW to update the table.
|Download source text of a program (type “PROG” in TADIR)
|Payroll Results (RQ) – originals and differences from retro periods
|Downloads table entries
|Downloads table structures
|Generates calculation rule check
|Features Directory – lists all available features
|Log of report starts
|Submit country-specific report in the info system
|Used to transfer master data
|Delete/insert tax table entries
|HR-GB: Batch Input: Tax code uplift
|TemSe files display
|HR-GB: TemSe view and download program
|Program for TEMSE catalog display
|Update any field on IT 0003 – payroll status
|Download a TemSe object to presentation server
|List of HR TemSe objects
|Download from data medium to Disk
|Wage type update program
|Comparison of text elements
|Used to create/delete new wage types
|Transports queries, user groups & functional areas
|Offers slightly more functionality than the transaction SSC1. You can run jobs in background mode – using SCC1 for a really big transport causes the system to time-out after a certain period
|View / table comparison
|Allows you to transport SAP Scripts – eg letters in Recruitment
|List users last login