sap payroll 1

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INDUS MOTOR COMPANY LIMITED

SAP

INDUS MOTOR

COMPANY

PAYROLL





PAYROLL

PAYROLL OVERVIEW 3

PAYROLL SIMULATION 4

PAYROLL RELEASE 9

START PAYROLL 12

PAYROLL CORRECTIONS 15

PAYROLL EXIT 18

POSTING TO ACCOUNTING 20





PAYROLL

In SAP HR, payroll determines the remuneration, tax amounts and insurance amounts,etc. of employee(s) for a particular period. A payroll run consists of several items. Oneitem displays the results of a payroll run for a particular wage type. The payroll account

facilities checking employment tax deductions and must be kept by the employer at the

place of work for each calendar year. The payroll account constitutes the most importantdocument on wages and salaries. Apart from personal data on each employee, it must also

include the cumulated gross payroll amount and the net amount for every payroll period.

Each time payroll is run, the payroll account is updated by the system.

Business Process Description Overview

The purpose of a payroll system is to pay an employee the correct amount, at the righttime and with minimum manual intervention. To do this, a series of activities must be

performed in each payroll period.

The payroll program reads the master data and time data info types, which means thatchanges affected (made) during the payroll run could jeopardize the accuracy of the

payroll results.

The following are the steps:

Simulation

Release payroll

Start payroll

Check and correct the payroll results

Exit Payroll

Note: All the above process must run in the same sequence as they are mentioned,

otherwise the Payroll process will not be completed. This process runs at the end of

every month.





PAYROLL SIMULATION

Trigger:

Create payroll simulation


Running payroll in simulation mode helps to correct and check any errors before actualPayroll run. In simulation, no changes will be made to the database. This functionality helps

to correct and check any errors before running Payroll.

Input – Required Fields Field Value/Comments

Payroll area Payroll area for which payroll to be runPayroll period Period for which payroll to be runSchema A personnel calculation schema defines the order and contents of a

program run. It consists of a list of instructions

Output – Results Comments Payroll runs successfully in

simulation

Tips and Tricks

Use CHECK mark or press ENTER key to refresh screen.

Save [Ctr l +S] : allow you to save the data added or changes.

Back [F 3] : allow you to go back to the previous screen.

Cancel [Shift + F2] : allow you to cancel the current action being

performed.

Exit [Shift + F3] : allow you to return to the main menu.

Execute [F 8] : allows you to execute the transaction.





Procedural Steps

1.1. Access transaction by:

Via Menus Human Resource / Payroll / International/ Payroll / Simulation

Via Transaction Code PC00_M99_CALC_SIMU

1.2. The fol lowing screen appears, enter the data as per th e fol lowing

table





FieldName

Description R/O/C

User Action and Values Comments

Payroll Area

A payroll accounting area(which is often abbreviatedto payroll area) is anorganizational unitcontaining all of theemployees for whom thepayroll runs at the sametime.

R Select by drill down OR EnterX0.

The payrollwill run forall theemployeesin theselectedpayrollarea.

CurrentPeriod

Shows current period R Enter relevant month and yearfor which payroll to be run.

Select ifstartingpayroll forthe currentperiod.

OtherPeriod

Option for any period R Enter the relevant period,month and year.

PersonnelNumber

Personnel Number ofemployee

C Either a personal no OR rangein the selected payroll area.

If the payrollneeds to berun forselectedemployeesthen theirnumberscan beenteredhere.

Payroll Area

Schema Defines the rules for payroll

run.

R Enter the concerned Payroll

schema Select OR Enter IMCLTest run(noupdate)

No changes will be made tothe database, if markedchecked.

C This indicator must be set in asimulation run. It must not beset for an actual payroll run.

Thischeckbox ismarked bydefault andit’s

disabled.

Displaylog

This prints the entireschema as well as allsubrules for personnelcalculation rules, if markedchecked.

O Click on this option if payroll isbeing simulated for only a fewemployees, otherwise leaveunchecked.

By selectingthis option,user cancheck thestatisticsand errors

Note: The Payrol l Area field is disp layed twice. Enter value in both fields .

1.3. Press execute button or F8.





1.4. The fol lowing sc reen appears check suc cessful or rejected

personn el numbers. If there are rejected p ersonnel numbers, make

correct ions. I f there are no rejected personn el num bers, close the

Log Tree.





You can check the statistics of the transaction just carried out. The statistics in the

screen shot above show that simulation was run on 19 personnel numbers and it was

successful, there were no error messages or rejection. You can click on the plus signnext to the employee name to view details of the payroll processing.





PAYROLL RELEASE

Trigger:

The user wants to release payroll data for a particular employee(s) or an OrganizationalEntity in preparation for payroll run.


A payroll run cannot be performed until the payroll has been released. Personnel numbersare always released for payroll accounting by one or more payroll accounting areas.

Releasing a payroll accounting area prevents changes relating either to the past or present

from being made to master data and time data which is relevant to payroll accounting and

pertains to the released payroll accounting area. Master data changes that affect the futureare still allowed. This ensures that the payroll program takes account of all changes made to

data that is relevant to payroll accounting.

Input – Required Fields Field Value/Comments Payroll area Payroll area to be releasedPayroll period Period to be released

Run Current payroll run if payroll has been run more than once

Earliest retro Accounting

Period

Earliest date from which an employee can have retroactive

payments or deductions made.

Output – Results Comments Payroll Area is locked HR master data relating to Payroll for the period specified

and all prior periods are locked from changes.

Tips and Tricks

Releasing the payroll accounting area causes the payroll control record to lock all of the

personnel numbers belonging to that area. This prevents changes relating to either the past or present from being made to master data and time data until the payroll has been

processed. Changes that affect the future are still allowed.





Procedural Steps


Via Menus Human Resources Payroll International Payroll Release payroll

Via Transaction Code PC00_M99_PA03_Relea

1.2. Before releasing the payroll, its necessary to set the payroll area. To set the payroll area, use the transaction code PC00_M99_ABKRS - Set payroll area or

use Easy Access Menu Human Resources Payroll International Settings

Set payroll area. Select the relevant payroll area from the list or enter the payroll area (e.g. Z1, Z2 etc.) manually.





1.3. When using Easy Access menu and executing Release Payroll, a window

comes up confirming a Payroll Area to be released. For the selected payroll area

confirm the release of payroll by pressing Yes button.

Field Name Description R/O/C User Action and Values Comments

Payroll

Area

A payroll accounting

area (which is oftenabbreviated to payroll

area) is anorganizational unit

containing all of the

employees for whomthe payroll runs at the

same time.

R Select by drill down OR

Enter X0

The payrol l h as been released.





START PAYROLL

Trigger:

The user wants to start payroll for a particularly in preparation for actual payroll run.


A payroll run cannot be performed until the payroll has been released. Personnel numbers

are always released for payroll accounting by one or more payroll accounting areas.

Releasing a payroll accounting area prevents changes relating either to the past or present

from being made to master data and time data which is relevant to payroll accounting and pertains to the released payroll accounting area. Master data changes that affect the future

are still allowed. This ensures that at the time of payroll run employees no should be

unlocked.

Input – Required Fields Field Value/Comments Payroll area Payroll area to be run

Payroll period Period to be run

Run Current payroll run

Output – Results Comments Payroll Run Payroll has been Run & can check.

Tips and Tricks

Payroll cannot run if basic pay info type is not created for an employee. Payroll also

cannot be run if any errors occur. After run the payroll you can check employees result.This ensures that at the time of payroll run employees no should be unlocked.

Procedural Steps

1.1. Access transact ion by:

Via Menus Human Resources Payroll International Payroll Release payroll

Via Transaction Code PC00_M99_CALC





1.2. Before releasing the payroll, its necessary to set the payroll area. Toset the payroll area, use the transaction code PC00_M99_CALC - Set

payroll area or use Easy Access Menu Human Resources Payroll

International Settings Set payroll area. Select the relevant payroll

area from the list or enter the payroll area that is X0 manually.

1.3.





1.4. The following screen appears check successful or rejected personnel numbers.

If there are rejected personnel numbers, make corrections. If there are no rejected personnel numbers, close the Log Tree.

The payroll has been run.





PAYROLL CORRECTIONS

Trigger:

Payroll has been run, and the results determine that certain master data or time data must

be changed for employees that were not completed successfully.


The employees that didn’t complete successfully will have an error message associated to them

in the Payroll log. This message will help you determine what changes need to be made to the

employee record to allow the payroll program to successfully complete a result for the employee.

The only way to change the employee master record or time data is to Release the payroll areafor Correction.

Input – Required Fields Field Value/Comments Payroll area Payroll area results to be checked

Payroll period Period to be checkedRun Current payroll run if payroll has been run more than once


Period



Output - Results Comments Payroll Area is unlocked Changes can now be made to employee records for the

specified period in the specified Payroll Area.

Tips and Tricks

Be careful when correcting Payroll so that the changes are made only by the person

evaluating the payroll run. If all users allow general changes, it is possible that periodchanges could be made to an employee already successfully completed for that period.





Procedural Steps


Via Menus Human Resources Payroll International Payroll

Corrections

Via Transaction Code PC00_M99_PA03_CORR

The employee records are now released for maintenance.

1.2. Access “Maintain HR Master Data” by:

Via Menus Human resourcesPersonnel Management AdministrationHR Master Data Maintain.

Via Transaction Code PA30

1.3. Starting from screen “Maintain HR Master Data”, The user can make necessary

corrections to employee records.





1.4. Once the rejected employee master data has been corrected, the payroll needs to bereleased and started again using 'Match code W' as the selection criteria. Match code

W will select only those personnel numbers rejected during the original payroll run.

Match code W only contains personnel numbers rejected because of incorrect data.

1.5. Check payroll log for any additional rejected personnel numbers.





PAYROLL EXIT

Trigger:

The completion of a successful payroll run.


Once all personnel numbers have been selected and payroll accounting is finished for each ofthem, you can exit the payroll program. Exiting the payroll program means that the payroll

period is complete for the selected payroll accounting area. The payroll period is incremented in

the payroll control record and the payroll accounting area is released for further processing.

Input – Required Fields Field Value/Comments

Payroll area Payroll area results to be checked

Payroll period Period to be checkedRun Current payroll run if payroll has been run more than once


Period



Output - Results Comments Payroll period is closed

Tips and Tricks

If you try to exit the payroll program when payroll accounting is not complete for all

personnel numbers within the payroll accounting area and payroll period, the system

displays an error message. This prevents you from exiting the payroll program too early.

All corrections must be complete before you exit the payroll program.

When exiting payroll, you have to confirm the payroll area to exit. The system will

display a pop up screen. The user has the option to continue or cancel without exiting the payroll area.





Procedural Steps


Via Menus Human Resources Payroll International Payroll Exi

Payroll

Via Transaction Code PC00_M99_PA03_END

1.2. Confirm the payroll area to exit.

1.3. Cl ick on or press Ctrl+S save you r entr ies





POSTING TO ACCOUNTING

Trigger:

Broadly speaking, payroll accounting is the calculation of payment for work by each

employee. More specifically, however, payroll accounting comprises a number of work

processes including the generation of payroll results .Payroll accounting also includes ano of subsequent activities, for example transfer of payroll result to accounting.


More specifically, however, payroll accounting comprises a number of work processes

including the generation of payroll results. Payroll accounting also includes a no ofsubsequent activities, for example transfer of payroll result to accounting. A payroll

accounting run after the payroll run. This ensures that the payroll program takes account ofall changes made to data that is relevant to payroll accounting.

Input – Required Fields Field Value/Comments Payroll area Payroll area to be posting

Payroll period Period to be posting

Types of documents creation T (Test Run no documents are created), S (Simulation ) &P(Live Posting run

Cost Planning Select Manually and write date.

Output – Results Comments Document created Accounting j.v have been creating. User checks the all

accounts before posting.

Tips and Tricks

After create the document firstly release this document. This action is necessary for

posting. If u double clicks this document user check all accounting results.





Procedural Steps


Via Menus Human Resources Payroll International Subsequent

Activities Per Payroll Period Posting to Accounting

Create Posting Run

Via Transaction Code PC00_M99_CIPE

1.6. Before posting the payroll, it’s necessary to create document. use the

transaction code PC00_M99_CIPE - Set payroll area or use Easy AccessMenu Human Resources Payroll International Settings Set

payroll area. Select the relevant payroll area from the list or enter the payroll

area X0.





1.7. When using m enu and execute th is program user obta in docum ent.





1.8. After create the document user post th is doc ument

Field Name Description R/O/C User Action and Values Comments

PostDocument

Mark the document and then use

key [Shift + F6] .R Post to G.L

The payro l l Document has been post.

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