SAP HR Personnel Administration
Assign Wage Types:

Assign Wage Types: In this screen you do much the same as in the first step. In addition you need to link the different wage types to your evaluation wage type. You can also tick the checkbox to indicate that the wage type's sign should change.

Set Up Payroll Accounting Infotypes:

Highlight the wage type where you would like the results to appear - usually 402 to start with. Click on the evaluation assignment icon. Create your entry in the table that appears. Go back to the previous screen, select the infotype and click on the generate icon. You will notice the tick on the "generated" column once this has been done. The infotype should also be active. If you are doing this for the first time, you will need to tick the "acitve" box once you have generated the infotype.

Set Up Assignment for Payroll:

Ensure your infotype exists in this table if you wish to have the infotype updated during the course of a payroll run. If you don't have any data in this table, you can still run the report RPABRI00 to manually populate the infotypes.

Customers often find the use of these wagetypes as being quite limiting because of the way in which they treat retros. There are numerous OSS notes on these wagetypes and the limitations associated with them.

Delete Personnel Numbers

If you wish to delete one employee at a time you can do so using transaction code PU00. If you wish to delete more than one at a time, you can use the report RPUDELPN. Unfortunately, you can only choose single numbers or a range of numbers. There are not further selection screens as is the case on most standard reports. You would have to enhance the report so that it could do this.

Delete an Infotype for an Employee

If Sometimes you might not be able to delete an infotype for an employee using the delete button on the infotype screen. Another way of doing this is to use the "delete personnel number" from the main screen of PA30. Once all the Infotypesare brought up you can just select the appropriate infotypes and delete those.

Change of entry date for an employee

SAP has functionality to deal with this. It is relatively straightforward if the employee has no payroll results.

Use transaction code PA41. Type in the correct employee ID and click on the "execute" button. Once in the screen, you can scroll through the events for the employee and select the one you need to correct. Once you've found the correct action then you can click on the "execute info group" button.

If the employee does have payroll results then OSS note 41523, spells out what you need to do.

The actual entry date might be before the entered date - for example in the previous month. In this case, you can change the entry date. You must first delete the field 'Process up to' in infotype 0003 (Payroll Status) using the auxiliary function 'Change payroll status'. The payroll results should NOT be deleted. Now with the auxiliary function 'Change date of entry' ('Correct Actions') change the date of entry into a date in the past. The valid date of the available infotypes is changed automatically. Retroactive payroll run is initialized on the earlier date of entry and the payroll results are corrected.

The actual entry date is after the entered date, for example on the 15th instead of the 1st of a month and also in the following month. In this case, you CANNOT change the date of entry. Payroll accounting would not perform retroactive accounting on the incorrect entry date. Carry out the customising and source code changes, specified in the OSS note.

Payroll Areas and ABKRS

If you have old redundant payroll areas which hold no employees - then it is wise to take them out of the ABKRS feature, which assigns an employee to a payroll area. You can also restrict users via security profiles where users can only make changes against certain payroll area.

Remember that you cannot use Personnel Sub-Area as a selection criteria in the feature ABKRS, because the feature gets called at the start of infotype 0001 (Organisation Assignment) and at that point, the personnel sub-area has not yet been entered by the user. If you do want to use personnel sub-area you will need to modify the structure of the feature and/or possibly modify the user exits available to you.

Removing Multiple Infotypes from a Set of Employees

If you wish to delete one or more infotypes from a number of employees, you can do so quite effectively using the program RPUREOPN. Enter the employee numbers and the infotypes and sub-types. In the sub-type field you need to enter the infotype name as well - e.g. sub-type 00149035 for sub-type 9035 on IT 0014.

Employee Photographs

Please see the appropriate documents elsewhere in the SDS Knowledgebase on working with employee photos in SAP version 4.6 or in SAP version 4.7.

IT Screen Modifications

Wanting to change the input characteristics for a particular screen on an infotype. You can do so using the menu path in the IMG:

Personnel Management Personnel Administration Customizing User Interfaces Determine Screen Modification

Each screen is linked to a module pool, which has the naming convention MPnnnn00 where nnnn is the infotype number. It is possible that your screen is not in this table T588M - click on new to add it. Each module pool has a screen and an alternative screen. Some screens are dependent on features and variable keys for the feature. The feature has the same name as the infotype and has the letter P in front. Usually the features are used in cases where countries have different requirements.

Double-click on an entry to see the configuration behind the screen. All the possible fields for the infotype are listed.

The fields can have different statuses. The field can be set to the following status:

Std - the field characteristics correspond to the standard setting

RF - the field is a required field - which means that data has to be entered

OF - the field is an optional field - data may be entered

Outp - the field is output only and is not available for input

Hide - the field is hidden from view and therefore won't be seen on the infotype screen

Init - the screen field is hidden. In addition, the corresponding field content is initialized when you create or copy an infotype record.

Remember that when you go into the table don’t be concerned if the entry that you are expecting is not there. This is normal for certain entries. SAP inserts most of the commonly used values in the table. Just create a new entry to be inserted into the table. You will then be able to modify the entries for that particular screen.

Generally, the screens are controlled by a feature. The feature is named Pnnnn – where nnnn is the infotype number. The variable key in the feature could either be an “A” for PA, a “B” for Recruitment or the country grouping for your particular country.

Screen Modifications for Infotype 0027 - Cost Distribution - to allow more than 8 entries

If you need to be able to hold more than 8 splits for cost centres on this infotype then you need to activate the screen number 2500. Change the feature P0027 to return a variable key of 01 for your employees and make sure that the screen 2500 is set as the main or alternative screen. This will allow the users to enter more than 8 cost centre splits.

Audit Report

To enable this functionality go to the IMG

Personnel Management Personnel Administration Tools Revision

Company Car Data

The SAP standard infotypes which hold data for cars are as follows:

  1. 0442 Company Cars GB
  2. 0225 Comp. Car Unavail. GB
  3. 0442 Company Cars (global)
  4. 0473 Hire Car Preference
Appraisal Criteria

The max number of criteria on IT 0025 is 6. If you wish to use more than 6 then you can use the Japanese screen version (with JP in title) - you would need to change the configuration in for the screen modifications - table T588M. Alternatively you could use this one as a template for creating your own customer-specific infotype.

Another option is to change the time constraint on the inftotype which will allow more than 1 instance of the infotype in the same time period.

This infotype is used less and less as customers switch over to entering appraisals on infotype 0024 (where the integration between PA and PD is turned on for this infotype)

Multiple Personnel Numbers

It is possible to store an employee's old personnel number on IT 0031. This is useful for reference purposes if you are migrating to SAP from an old legacy system.

Program to Update Salary Increases

To carry out an increase in a group of employee's salaries, you need to run the report RPTIUM00. This program looks at all employees' IT0008, and if there is any of them with a salary increase date within the selection period, a new IT0008 will be created according to their pay scale group via BDC.

Screen Headers

Screen headers are relatively straight forward as long as you follow a few simple rules.

It makes things a lot easier and simpler to configure and keep track of at a later date, if you make sure that the Screen Header and Header Modifier have the same number.

Remember to regenerate the screen headers after making any changes.

Default Personnel Sub-Area from Personnel Area

You can create a personnel sub-area as " " (blank) - with the required name. This would effectively default in this object without having to type it in each time. This is quite useful if the majority of your workforce are in 1 particular personnel sub-area. Not always the best option - but something to remember for that particular instance when it might work for your organisation.

You could also write a very simple ABAP on the user exit in enhancement PBAS0001 (transaction code SMOD) to default any values.

You could also use the position details to default in certain attributes.

Name Formats

To configure the Name Format on IT 0002 do the following:

follow the IMG path:

Personnel Management Personnel Admin Personal Data Name Format Define Name Format

All you need to do is modify or add on to the SAP standard entries.

Copy the above entries.

Format needs to be 01 Prefix needs to be 0002 Name Form: Use the next number i.e. 02 as would be the case in the screen print above. Sequence: Start with 01 and advance Field name: refers to the field names found on IT 0002.

The table opposite shows the fields and their long texts.

Field

Long Text

Anred

Form of address key

Vorna

First name

Nachn

Last name

Name2

Birth name

Midnm

Middle name

Init2

Initials

Titl2

Second Title

Rufnm

Known as

Conversion:

Generally leave as blank - see help for specific entries.

Once the new name format has been configured, go back and change the required employees.

Notice that once you change the name format for an employee, it will change the employees header infotypes on the initial screen for maintain and display master data.

Any new employees when taken on, will have the latest saved name format. That would be fine if you configured it before data take-on. What would happen if the customer decided to change the name format once employees had been taken on.

One could write a CATT procedure or write an ABAP program to update the records.

You can also assign the name format to different programs. The IMG path is the step below the name format configuration path.

Displaying Master Data

if you need to view an employees master data record use the "display master data" option (PA20) rather than the maintain option (PA30). Using PA30 will stop another user from updating the record.

Mail sent after change made to an Infotype

It is possible to trigger notifications from any infotype field. The mail can go to one of the administrators defined in infotype 0001. If this does not meet your requirements then you can create a dynamic action which calls a feature which has been created. You can copy the SAP standard feature M001 which is used. The feature then calls an ABAP routine which creates the mail. For more information, see the standard documentation that is associated with the feature M001.

Feature M0001 and M0002 are used in PA (and Recruitment) to let a user know when data for a particular infotype has changed. The features allow you to control who gets sent the email, under what conditions and what is contained in the mail.

The feature is set off with the assistance of a dynamic action. Search through the dynamic action table T588Z to see SAP standard examples of M0001 being used.

You can configure up to 3 users or user groups using the standard features RCNEW, RCIEV, RCOLD. These features are used to assign the user name or user group name – you can copy these features to create your own if you have more than 4 user groups.

You also need to configure the IDTEXT field where the message it assigned. For example, "MAIL_FOR_IT0001_UserA" could be your text message that you want relayed to the users for group A and this has to be assigned here.

You then need to create a standard text for the mail connection. This is then used by the feature and pushed through to the user. The attributes for the standard text are as follows:

Text Name: MAIL_FOR_I0001_UserA

Text ID: PAMA

Language: EN

Here is some sample text that can be used:

Request for processing records for &P0001-ENAME& : &P0001-UNAME& has just modified the Personnel Administrator assignment for &P0001-PERNR& - &P0001-ENAME& , effective from &P0001-BEGDA&.

You can obviously change the above message to suit your requirements. Standard texts can be created usingtransaction code SO10.

MD Overview of all Infotypes for an Employee

Wanting a quick way to see what infotypes are held for a particular employee?

Run the report RPDINF01 and key in the personnel number. Choose a range of infotypes - don't leave this blank otherwise all the infotypes in the system are processed.

Click on the "brief overview" icon to get a summary list of infotype records for the employee.

Object Manager - Modifications

Wishing to modify the search area on the left hand side of the screen (object manager)

You might want to add certain search fields such as "find by"

The configuration for this is held in the IMG under: Personnel Management > Global Settings > Settings for Object Manager. All the information that you require is in this node.

The object manager can easily be turned off if you do not prefer to have it on all the time. The setting is using the menu path: Settings Show Object Manager or Hide Object Manager