Sending emails on Hiring/Firing/Retirement

Use dynamic actions (IT0000) to send emails for hiring and terminating actions 
from PA40. This is sample code: 

0001 06 115 M ZM01T 

where ZM01T is a feature maintained via PE03 (copy of M001) in which you 
specify the standard text message and distribution list. 

The trickier part is that the email goes to 
SAPmail, so you have to know how to configure the SAPmail/workplace to your 
own email server. 

Configure Employment Status In PA40 and PA30 Screen

For a specific action type, I only want one employment status 2 show, i.e. inactive. rest employment status i.e. active, withdrawn etc should not been displayed while using that particular action type. 

SPRO –> Personnel Management –> Personnel Administration –> Customizing Procedures –> Actions

Step I: Define the info group
a. Define the info group
Eg: Y1: Special Action for Inactive emp
b. Assign info types to that particular info group

Step II: Set up Personnel Actions
a. Under personnel action type, give the action type and expansion eg: Z1 Special Action
b. FC(Function character) give 0
c. Customer Specific status: Leave Blank
d. Employment Status: Give 1
e. Special Payment: Give 1
f. Select PA, PSA, EG, ESG
g. Insert the info group number which you have created which you have defined under Step 1. and save

Step III: Create reasons for personnel actions

Step IV: Change action menu
Assign the action type to the action menu with the necessary user group
Execute the action using PA40 and you can see the changes made.
Employment Status in PA30 Main Screen   
How to add the employment status to the main screen of PA30 ?

First get the screen header from view V_582A_B (t.code ->sm30), by default 00 for initial screen, 10 for Action Info type, 03 for Org Assignment Info type, 02 for all the other info type.
Then get the header modifier from view V_T588I (TClass -> A for Employee , B for Applicant).
Once you get the header modifier, you can add (or replace with other field) employee group (IT0001- PERSG) field in header structure through the table T588J (sm30 -> maintain). You need to give the row/column no, to where it should appear.

Time Evaluation error – ‘error no. 83’

Here we will discuss the following error message:
” Error entry no. 83 Error when creating Absence Quota”
” A Complex application error”

The ‘error no. 83’ can only occur in the following scenarios:
1. If a quota type that was to be generated was deleted.
2. If an employee has an organizational reassignment to a personnelsubarea or employee subgroup which have different groupings for quotatypes and for these groupings the ‘old’ quota type does not exist.

Function QUOTA checks to determine if the quota types to be generated are valid. If the quota type is not valid anymore (see reason 2) thenyou will get a warning message.

To avoid that message you should customize table T556A as my colleaguealready explained you (“… by defining a dummy quota type for the ‘old’groupings of the employee…”). Please notice that table T556A is acustomizing table.

check the customising tables T556A T559D
or check via rptquota_check if the employee has correct quota in the system

You need to delimit the old quota
for example
For this personnel number I can see an organizational change which means that RPTIME00 is trying to generate a quota for a validityinterval during which the employee belongs to two different groupings,due to the transfer.By groupings here I mean the “Employee Subgroup Grouping for Time QuotaTypes” and the “Personnel Subarea Grouping for Time Quota Types

you can refer the solution here in notes – 484834, 318622

Transfer Persons from SAP HR to GTS

SAP Note: 875270 – Business partner transfer to SAP GTS with HR-ALE

other related notes 906309 BP: Transfer of employees from an HCM system550055 EBP/CRM: New integration for business partner312090 Integration HR – EBP/CRM

Default work Schedule – SCHKZ

If you are assigning a Planned working time to an employee for the first time, you can use this feature SCHKZ to generate a default work schedule according to the employee’s organizational assignment.The feature is used in assigning the work schedule rule (general) defined for particular personnel sub area. Whenever any action is run, the IT 0007 is updated with the default work schedule assigned in the feature.

IMG Path:

IMG >Time management>Work schedule>Planned working time.


1.Click on the sub node “ Set default value for the work schedule”

2. Maintain the feature SCHKZ

3. Putting the cursor on the feature and then select the options “Create” . Then select the option field for decision operation and select WERKS (personnel area)

4. Then select all the personnel area relevant to the Sree’s Group. To each of the PA select its corresponding PSA. (BTRTL)

5. Then maintain the respective work schedule rule against all the selected PSA

6. After creating all the work schedule rule against the PSA click on the check button before you activate it

7. Save the settings .

Organizational Key VDSK1

VDSK1 is the feature to represent the Organizational Key which is important to run diverse authorization checks by organizational assignment in SAP HR. The Organizational Key enables you to define the organizational assignment more exactly. It Consists of elements from Enterprise Structure and Personnel Structure. Its content is derived from either the Organizational Assignment IT-0001 or from the manually written entries.

Dynamic Action Configuration T588Z

Dynamic Actions are performed automatically by the system, depending on certain conditions. If maintaining one infotype has an effect on another infotype, the system automatically displays the second infotype for processing. Dynamic actions can run in the background i.e. the user does not see the run on the screen. A change in one field of an infotype might require, that certain other infotype be updated at the same time. The details can be specified as a dynamic event. It is automatically triggered by the system.

Example 1 – The Personal Data(0002) infotype is newly created, and the Number of children field is filled. Once the record is saved, the system automatically displays the Family/Related Person (0021) infotype and the Child subtype (2) for processing to enter the details about the spouse and the children.

Example 2 – An employee is hired, and the probationary period is entered in infotype Contract Elements(0016). Once this information is saved, the system automatically displays a record from the Monitoring of Dates (0019) infotype and the subtype Expiry of probation (1) for processing.

IMG Path for configuring the Dynamic Action:
IMG -> Personnel management -> Personnel administration -> Customize procedures -> Dynamic actions.

Table: T588Z.

Time Constraints in HR Master Data



Time constraints guarantee that exactly the data the system needs to be able to correctly process the employee data, handle personnel administration processes and run payroll for an employee is available in the system. Time constraints keep you from storing mutually incompatible data and prevent gaps from occurring in the data history.


You use time constraints to define the following:

· Whether an infotype record must exist for an employee in the system

· Whether further records of the same infotypes may exist

· Whether these records can overlap in the validity period.

For certain infotypes, you can also assign different time constraints in relation to the infotype’s subtype.

When you enter infotypes, the system automatically checks if your input satisfies the time constraints’ conditions, and reacts by automatically delimiting data records or issuing error messages.



· Time Constraint 1

For the entire time that the employee works at the enterprise, exactly one valid infotype record must exist. The validity periods of the individual records must not overlap. When you create a new record, the system automatically uses the start date of the new record as the delimitation date of the old record. Gaps are only allowed between the employee’s entry date and the start date of the first record.

Time constraint 1 must be used for all of the infotypes containing information that must be available at all times. This is particularly true of personal and organizational assignment data.



An Organizational Assignment infotype record (0001) must exist for all active or inactive employees in the SAP System. The system needs the data stored in this infotype for all business processes.

In addition, this data must be unique, in other words, the system must know precisely to which organizational units the employee belongs. That’s why only one record may exist at the same time.


· Time Constraint 2

No more than one valid record can exist at any one time. Records with constraint 2 must not overlap. Their existence is not obligatory. When you create a new record, the system delimits the previous record, if one exists. If the system delimits a record because of time constraint 2, it issues an appropriate message.


· Time Constraint 3

Any number of valid records can exist at any one time. The individual records do not conflict with each other.



In the Powers of Attorney infotype (0030), you can store different powers of attorney. That’s why any number of records for this infotype can exist at the same time. Since not every employee in your company has powers of attorney, a record for this infotype does not have to exist in the system.


· Time Constraint A

Infotypes with time constraint A must have no more than one record. The system automatically assigns the record a validity period from January 01, 1800 through December 31, 9999. This validity period cannot be subdivided.

Infotype records with time constraint A cannot be deleted.


· Time Constraint B

Infotypes with time constraint B must have no more than one record. The system automatically assigns the record a validity period from January 01, 1800 through December 31, 9999. This validity period cannot be subdivided.

Infotype records with time constraint B can be deleted.


· Time Constraint T

Infotype records with time constraint T depend on the subtype.



For the Addresses infotype (0030), you can assign a different time constraint for each subtype. In this way, you can make sure that a main address always exists for the employee and you can also enter temporary residences, if necessary.


· Time Constraint Z

The infotypes you use for entering working and absence time have a special time constraint behavior. For more information, see Time Constraints in Time Management.

Logged Changes in Infotype Data – RPUAUD00



This report RPUAUD00 is used to display all changes that were made using infotype change documents (short: change documents ).




So that changes to infotype fields (change, create, delete) are recorded as documents, you must make sure that these fields are maintained in the views HR Documents: Infotypes to be Logged (V_T585A), HR Documents: Field Group Definition (V_T585B) and HR Documents: Field Group Characteristics (V_T585C).

An archive can only be displayed if it has been created with Archive Administration (transaction SARA).




You can create the following types of documents with this report:

* Long-term documents

Long-term documents are created for revision purposes. Changes made to infotypes are written to the database or can be archived. Long-term documents remain available until you delete them. The archiving object is called PA_LDOC.

Long-term documents evaluate data according to personnel numbers and infotypes. For this reason, the columns PersNo (personnel number) and Inftyp (infotype) are displayed at the top of the drilldown list.

* Short-term documents

Short-term documents are stored in the database. The data for short-term documents is selected according to date and time. In contrast to long-term documents, the columns Date and Time are displayed at the top of the drilldown list.




Specify the type of documents that you want to create under Read documents from database. To specify a document type, set the relevant indicator.

Under Selection, specify:

* which transaction classes are to be included in the selection with the relevant indicators
* which employees are to be selected, in the Personnel number field
* which data the system is to evaluate, in the Infotype field
* whether a specific change date, or a certain interval period is to be considered, in the Change date field
* whether you want to display the changes made by a specific user, in the User name field




As a rule, the system reads the data from the database.

If you want additional archived data to be read, select Read from archive. Additional selection options are displayed under Archive selection:

* Also read from database

The documents currently in the database that belong to the archived data and meet the selection criteria are also displayed.

* Archive selection by user

This takes you to the Archive Administration: Read Data Selection screen. Select the required archive.

Specify how the documents are to be output, under Output options.

* Direct output of docs
* Output program selections
* New page per doc.

Only set this indicator if you have selected Direct output of docs..

* Sort

If you set one of the following indicators, the data is sorted in accordance with the indicators:

* Time
* Personnel number
* Infotype
* User
* Default currency




The results are displayed in accordance with your Output options:

* Drilldown list

If you have not made any selections under Output options, the list contains an overview of the documents.

* Long-term documents

Thc columns at the head of the long-term documents are always displayed in this sequence: PersNo (personnel number), Inftyp (infotype), Date, Time, SqNo (sequence number) and Changed by.

* Short-term documents

Thc columns at the head of the short-term documents are always displayed in this sequence: Date, Time, SqNo (sequence number), PersNo (personnel number), Inftyp (infotype), and Changed by.

* Display program selections

If you have made a selection here, the output is in the form of a drilldown list. The selection options are also output.

* Detail List

* Documents

If you have selected Direct output of docs, the documents are displayed. The documents contain the information taken from the head of the drilldown table, and details on the changes made in an infotype.

If you have also selected New page per doc., each document is printed on a separate page.


Pension Fund CH and infotypes in SAP HR payroll

For penion fund management to be implemented via SAP HR, please use the links provided in this post. The SAP standard PF (pension fund) may be different from the customer pension fund. Setup the user interface as well so that the “PF-Administration” transaction can be accessed using the menu.

SAP can import data from HR master data (infotypes such as personal data – 0002, Addresses – 0006, basic pay -0008) into PF component calculations.

PF specific infotypes are:

  • 0278 – basic data PF
  • 0279 – indivudual values PF

Link to User hand book
Link to technical user hand book
Link to reference guide