SAPHRHR390-IntroductionToPayroll.doc

HR390 Introduction to PayrollHR390R/3 System Release 46C 05/02/2001 00.2Overview - Bank Transfer and Check Printing1-7HR390 Introduction to Payroll1-1Copyright1-2Human Resources 4.6 (1)1-4Human Resources 4.6 (2)1-5Course Prerequisites1-6Target Group1-7Introduction to Payroll2-1Introduction to Payroll: Unit Objectives2-2Course Overview Diagram2-3Introduction to Payroll: Business Scenario2-4Roles in the Workplace2-5Composite Roles in Payroll2-6Payroll2-7Overview of the Payroll Process2-8Calculation of Wage Elements2-9Statutory and Voluntary Deductions2-10Storing HR Master Data Using Exact Dates2-11Retroactive Accounting2-12Introduction to Payroll: Summary2-13Data for Exercises2-14Exercises2-16Solutions2-17Entering Payroll Data3-1Entering Payroll Data: Unit Objectives3-2Course Overview Diagram3-3Entering Payroll Data: Business Scenario3-4Payroll Prerequisites3-5Overview - Personnel Processes3-6Ref. (1) Hiring3-7Ref. (2) Organizational Reassignment3-8Ref. (3) Deviations from the Work Schedule3-9Methods of Entering Time Data3-10Entering Payroll Data: Summary3-11Entering Payroll Data Exercises3-12Entering Payroll Data Solutions3-14Organizing a Live Payroll Run4-1Organizing a Live Payroll Run: Unit Objectives4-2Course Overview Diagram4-3Organizing a Live Payroll Run: Business Scenario4-4Overview - Payroll Organization4-5Setting up the Payroll System in Customizing4-6Payroll Areas4-7Payroll Periods4-8Generating Payroll Periods (1)4-9Generating Payroll Periods (2)4-10Generating the Calendar for Cumulations4-11Payroll Control Record: Status4-12Payroll Control Record: Periods4-13Payroll Status Infotype (System)4-14Payroll Status Infotype (Changed Manually)4-15Retroactive Accounting Limits (3 Scenarios)4-16Organizing a Live Payroll Run: Summary4-17Organizing a Live Payroll Run Exercises4-18Organizing a Live Payroll Run Solutions4-19Payroll Process5-1Payroll Process: Unit Objectives5-2Course Overview Diagram5-3Payroll Process: Business Scenario5-4Overview - Payroll Process5-5Payroll Simulation5-6Release Payroll / Release for Payroll5-7Start Payroll / Release for Payroll (Part 1)5-8Start Payroll / Release for Payroll (Part 2)5-9Payroll Log5-10Detail View of a Processing Step5-11Rejected Personnel Numbers5-12Matchcode W5-13Check Result / Check Payroll Results5-14Corrections / Release for Correction5-15Exit Payroll / End of Payroll5-16Payroll Process: Summary5-17Payroll Process Exercises5-18Payroll Process Solutions5-20Payroll Reports6-1Payroll Reports: Unit Objectives6-2Course Overview Diagram6-3Payroll Reports: Business Scenario6-4Overview - Views of the Payroll Results6-5Display Payroll Results6-6Remuneration Statement6-7Payroll Account and Payroll Journal6-8Wage Type Evaluations6-9Evaluation of Payroll Results6-10Infotype Definition6-11Ad Hoc Query6-12Payroll Reports: Summary6-13Payroll Reports Exercises6-14Payroll Reports Solutions6-16Posting Payroll Results to Accounting7-1Posting Payroll Results to Accounting: Unit Objectives7-2Course Overview Diagram7-3Posting Payroll Results to Accounting: Business Scenario7-4Components Involved7-5Overview - Posting to Accounting7-6Posting Information Stored in Master Data7-7Posting Information in the Payroll Results7-8Posting Environment7-9Posting Process7-10Execute Posting Run7-11Execute Run - Selection Screen7-12Posting Run Log7-13Document Analysis: Overview7-14Display Posting Runs7-15Document Overview7-16Ref a) Display Posting Document7-17Revision Information on the Posting Document7-18Payroll Result and Posted Amounts7-19Ref. b) Releasing a Document7-20Posting a Run7-21Ref. c) Displaying Posting Documents7-22Displaying the Resulting FI Document7-23Displaying the Resulting CO Document7-24Completeness Check7-25Reversing a Posting Run7-26Integration with other Subsequent Activities7-27Posting in Financial Accounting7-28Posting Payroll Results to Accounting: Summary7-29Posting Payroll Results to Accounting Exercises7-30Posting Payroll Results to Accounting Solutions7-31Bank Transfers and Check Processing8-1Bank Transfers and Check Processing: Unit Objectives8-2Course Overview Diagram8-3Bank Transfers: Business Scenario8-4Generating Checks/Bank Transfers8-5Preliminary Program DME8-7Generating Bank Transfers8-8Generating Checks8-9Repeating a Run8-10Qualified Advance Payment8-11Advance Payments from Master Data8-12Bank Transfers: Unit Summary8-13Bank Transfer and Check Processing Exercises8-14Bank Transfer and Check Processing Solutions8-16Process Model9-1Process Model: Unit Objectives9-2Course Overview Diagram9-3Process Model: Business Scenario9-4Payroll in a Background Operation9-5Process Model - Advantages9-6Overview - Process Model and Process9-7Elements of a Process Model9-8The Process Step and its Attributes9-9Breakpoint between Steps9-10Conditional Breakpoint - An Example9-11Monitoring HR Processes9-12Repeating a Process9-13Process Model: Summary9-14Process Model Exercises9-15Process Model Solutions9-17Problem-Solving Aids10-1Problem-Solving Aids: Unit Objectives10-2Course Overview Diagram10-3Problem-Solving Aids: Business Scenario10-4Delayed Time Recording Sheets10-5Retroactive Employee Transfer10-6Change of Payroll Area10-7Error Due to Missing Basic Pay Infotype10-8Error in Planned Working Time Infotype (0007)10-9Errors in Payroll Administration10-10Partial-Period Factoring / Factoring10-11Problem-Solving Aids: Summary10-12Problem-Solving Aids Optional Exercises10-13Problem-Solving Aids Solutions10-15Appendix11-1Off-Cycle Payroll11-2Off-Cycle Payroll Process11-3Off-Cycle Functions11-4Out-of-Sequence Checks11-5Out-of-Sequence Checks: Cumulations11-6Transferring Remuneration Statements as Payment Advice11-7Zero-Net Checks / Zero-Net Advices11-80.31n System R/3n Release 4.6Cn September 2000n Material number 5004 07881.2n Trademarks: n Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.n Microsoft, WINDOWS, NT, EXCEL, Word and SQL Server are registered trademarks of Microsoft Corporation.n IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation.n ORACLE is a registered trademark of ORACLE Corporation, California, USA.n INFORMIX-OnLine for SAP and Informix Dynamic ServerTM are registered trademarks of Informix Software Incorporated.n UNIX, X/Open, OSF/1, and Motif are registered trademarks of The Open Group.n HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA 02139. n JAVA is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA 94303 USA. n JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. n SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.n Design: SAP Communications Media1.6Notes to the usern The training materials are not teach-yourself programs. They complement the course instructors explanations. Your material includes space for noting down this additional information.n There may not be enough time to do all the exercises during the course. The exercises are intended to be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.2.5n The Workplace is the users portal from which they have access to their role-specific user menu and to MiniApps. To start the Workplace, enter your website address in your browser. If you do not use any Workplace, set up your roles in the R/3 system. The Workplace consists of three main elements: The Channel Bar, in which you can have several applications running in parallel, the Launch Pad, where you find the role-specific user menu, and the WorkSpace. n Roles are groups of activities which enable the user to participate in one or several business scenarios. Aceess to the transactions, reports and web-based applications contained in the roles takes place via user menus. User menus should only contain the functions that are typical for the daily work of a specific user. n Composite Roles, on the other hand, contain several single roles. The composite roles for Payroll contain both international single roles and all available country-specific single roles. However, this does not mean that the Payroll Process Administrator in the USA, for example, finds activities in their menu that are typical for Canada or Australia and which they therefore do not require. This is because when you generate the menu for a composite role, you specify the country for which you want to do this. The composite roles are delivered with the mySAP.com Workplace.2.6n The composite role Payroll Manager (SAP_WP_PAYROLL-MANAGER) is responsible for running the payroll correctly, and provides a general overview of the payroll results. It contains the following single roles: International single role Payroll Manager (SAP_HR_PY_PAYROLL-MANAGER), country-specific single role Payroll Manager (SAP_HR_PY_xx_PAYROLL-MANAGER) and the BW single role Payroll Manager (SAP_BWC_0ROLE_0023).n The composite role Payroll Process Administrator (SAP_WP_PAYROLL-PROC-ADM) controls and supervises the whole payroll process, runs the payroll and controls and corrects it if necessary, is responsible for wage and salary payments and posting to Accounting, and performs evaluations at the employee level. The composite role contains the following single roles: International single role Payroll Process Administrator (SAP_HR_PY_PAYROLL-PROC-ADM) and the country-specific single role Payroll Process Administrator (SAP_HR_PY_xx_ PAYROLL-PROC-ADM). n The composite role Payroll Administrator (SAP_WP_PAYROLL-ADM) is responsible for all the tasks carried out at employee level. They enter the payroll data for the employee into the system and then check this data. They provide the employee with information concerning their payroll, answer their questions and perform evaluations for the individual employees. It contains the following single roles: International single role Payroll Administrator (SAP_HR_PY_PAYROLL-ADM), country-specific single role Payroll Administrator (SAP_HR_PY_xx_ PAYROLL-ADM) and for countries that use the Loans component, the single role Payroll Administrator for Loans (SAP_HR_PY_PAYROLL-LOAN-ADM).2.7n Broadly speaking, payroll is used to calculate remuneration for work performed by individual employees. More specifically, payroll is an umbrella term for a variety of work processes, such as the creation of payroll results and remuneration statements, bank transfers, and payments by check. The phrase also covers a number of subsequent activities such as the posting of results to Accounting and other evaluations, for example, for taxes.2.8n Remuneration is calculated in two main steps: Calculation of wage elements Statutory and voluntary deductions (which are country-specific)n Wage elements, statutory deductions, and voluntary deductions are all based on the individual payments and deductions that are calculated for an employee during a payroll period. The payments and deductions are stored as wage types and then included in the payroll calculation.2.9n An employees wage elements are determined on the basis of the individual wage types used in a payroll period. Payments that may be included in the calculation of remuneration are, for example, basic pay, bonuses, vacation allowances, Christmas bonuses, and gratuities. Company-owned apartments, company-sponsored day care services and the like can all cause deductions from an employees pay. Such payments and deductions can increase or reduce the amount of an employees income that is subject to tax, and this is determined by a variety of factors such as the laws of a specific country or a particular companys policies.n The wage types can be entered online or generated during the payroll run using rule tables.2.10n To determine the payment amount, statutory and voluntary deductions, such as taxes and social insurance contributions, are effected. The deductions are calculated on the basis of gross values, such as the total gross amount and the gross tax amount. For this reason, various amounts are calculated during the payroll run which are then used for subsequent processing.2.11n The R/3 System assigns a start date and an end date to HR master data, as well as a large number of Customizing table entries. The payroll program requires these dates so that it can perform calculations for specific days, and retroactive accounting for previous periods.n The system automatically recognizes changes to payment infotypes and triggers retroactive accounting, for example, after a salary change. n Because of automatic retroactive accounting recognition, the R/3 System does not allow you to change the payroll results manually.2.12n You have completed the payroll run for this period. However, if you then change HR master data in a period for which the payroll has already been run, the payroll must be run once again for this period using the current values. This is known as retroactive accounting. n All of the periods for which you have completed and exited payroll constitute the payroll past. If you maintain an infotype that is relevant to retroactive accounting, the Earliest MD Change Field in the Payroll Status infotype (0003) is set to the start date of the changed infotype. This ensures that retroactive accounting is automatically triggered up to this retroactive accounting date when the next payroll run is performed.n The system automatically performs a retroactive accounting run if certain types of master data or time data are changed in the payroll past. To ensure that retroactive accounting is only triggered for certain changes, rather than for all changes, the system determines whether the changes are relevant to retroactive accounting or not. Therefore, changes only trigger a retroactive accounting run if they require a correction of the payroll results. Retroactive accounting relevance can be defined for an infotype or an infotype field. 2.132.14 Data for Exercises Hiring Action: Hiring HR390 (Infotypes 0000, 0001, 0002, 0006, 0007, 0008, 0009, 2006) Molga (MOL) = 99User group (UGR) = 99 Personnel area = CABBEmployee group = 1 Active employeeEmployee subgroup = X0 Salaried employee Company code = CABB with currency UNI, Molga 99Personnel subarea = 0001 Sales, 0002 PurchasingPayroll area = # (Group #) Positions = Buyer # (Group #) Work schedule rule = NORM Pay scale group = E05, Level = 01 Payment method = U (bank transfer)Payment method = C (check) Bank key = Citibank Remuneration statement form = XF01 Payroll account form = XK01 Payroll journal form = XJ01 Printer = LP01 20 employees with the personnel numbers 390991# without infotype 0007 and with infotype 0009, are set up for payment method C (check). The employees are assigned to payroll area #.Data for ExercisesExplanation of the symbols used in the exercises and solutionsExercisesSolutionsCourse ObjectivesBusiness ScenarioTips & TricksWarning or Caution2.15 ExercisesUnit: Introduction Setting the user profileSimplify the work you have to enter daily by setting user profiles for your user.1.Set the following user parameters:1-1.Molga (MOL) = 991-2.User group (UGR) = 992.Set the following user defaults:Logon language: The language of your country2.16 SolutionsUnit: Introduction1.SAP Easy Access Menu: System User Profile Own DataSelect Parameter.Make the following entries:1-1.For the molga, enter parameter MOL in the first column and enter the value 99 in the second column.1-2.For the user group, enter parameter UGR in the first column and enter the value 99 in the second column.Save the data and return to the SAP Easy Access Menu.2.SAP Easy Access Menu: System User Profile Own DataSelect Defaults.Enter the following: Logon language of your countrySave the data and return to the SAP Easy Access Menu.3.5n A number of prerequisites must be met before you can enter and process employee data in the system. SAP provides you with a whole series of model entries, which you can then adapt to meet the needs of your particular enterprise. n The above list gives you an overview of the most important elements.3.6n During an employees employment relationship a series of events take place. These can be relevant to remuneration. If these events occur in the payroll past, they trigger retroactive accounting.n If an employee l