Saturday, 11 June 2016

All About Ad-Hoc Query

The Ad Hoc Query is a tool for building reports and queries on basic data of an employee.It offers access to data of all SAP infotypes. This tool can process data linked to: o Time management o Organizational management o Compensation management o Training etc. In the SAP Command prompt , Enter transaction S_PH0_48000513
SAP AD Hoc Query 
In the next SAP screen,
  1. Select a Work Area - queries linked to a specific client or to all clients
  2. Choose a User Group - to access available infosets
  3. Choose an Infoset - In the  list select the desired infoset
  4. Click the Check Mark Button
SAP AD Hoc Query 
The SAP Ad-hoc query working panel is shown-
SAP AD Hoc Query 
Overview of the various sections
  1. Field group/field=Where you define the selections and output fields
  2. Reporting Period =This is where you define the period for which the selected objects are to be retrieved.
  3. Selections = Once you have ticked a field in the "Selection" column in the "Field Group/Fields" section, it will appear in the "Selections" section where you can restrict the employees selected
  4. Testing the selections = to update the number of "hits" obtained by the query
  5. Functions=Some layout functionalities are accessible simply by using your mouse or via buttons located in the "Preview of Output"
  6. Main functions = create a new query, open existing query, execute a query

Executing a Query:Choosing Output

  1. The section field / group fields shows list of all available infotypes
  2. Select the Infotye whose data you want in output
  3. Select the Infotype field by checking "output"
  4. Data is displayed at the bottom of the working panel
SAP AD Hoc Query 

Choosing Inpu

It is possible to restrict or limit the population selected, by using any element. Once you have ticked a field in the "Selection" column in the "Field Group/Fields" section, it will appear in the "Selections" section from where you can set the restrictions.
SAP AD Hoc Query
  1. For Example , check the Selection Column for Year of Birth
  2. It appears in the Selection Section
  3. You may choose to restrict values via a pattern , single value , etc
  4. Enter the restriction value
In case of multiple selections , the link between the selections is automatically AND
SAP AD Hoc Query 
Above example will produce a list of women (Gender Key = 2) AND born in 1976


Click on output.
SAP AD Hoc Query 
Results are displayed
SAP AD Hoc Query 
Note: Make sure you select correct Reporting Period for your Query

Thursday, 9 June 2016

Posting to General Ledger

Posting payroll results to accounting is one of the subsequent activities performed after a successful payroll run. It usually takes place once each payroll period, as well as after each off-cycle payroll run. Once you have exited the payroll run, you need to post the payroll results to the appropriate GL accounts (including cost centres). GL psoting does the following-
  • Groups together posting-relevant information from the payroll results.
  • Creates summarized documents.
  • Performs the relevant postings to appropriate GL accounts and cost centers
How posting is evaluated ?
Each employee’s payroll result contains different wage types that are relevant to accounting:
  • Wage types such as standard salary, bonuses, and overtime represent expenses for the company, which are posted to a corresponding expense account.
  • Wage types such as bank transfer, employment tax, employee’s contribution to social insurance, etc. are the employer’s payables to the employee, the tax office, etc. and are posted as credits to a correspondingpayables or financial account.
  • In addition, there are wage types such as the employer’s health insurance contribution, which represents an expense for the enterprise and, at the same time, a payable to the social insurance agency. For this reason, such wage types are posted to two accounts - once debited as an expense, and once credited as a payable.
  • Other types of wage types also exist, for example accruals, provisions, etc. These types of wage types are usually posted to two accounts, once debited as an expense and once credited as a provision.
Posting to General Ledger sap hr payroll
Posting to General Ledger is a 2 STEP process :-
STEP 1) Create a Posting Run
Transaction: PC00_M99_CIPE
  • This step creates a posting run based on the payroll results, with a “distinctive number”, a “run type PP”, and the accompanying posting documents.
  • The posting run ensures that payroll results for an employee are only posted once
  • Processed payroll results for an employee are flagged
  • If the posting run is successful, it gets the status “Documents Created”.
  • If the posting run is unsuccessful, it gets the status “Incorrect Documents”. Relevant error messages will appear in the Output Log.
A posting run can be executed in 3 Modes:

Test (T)
In a test run, the system checks only whether the balance of expenses and payables is zero, as it should be.
Simulation (S)
In both simulation and productive runs, the system checks all HR and RT tables and the posting information in master data to determine whether they exist and whether they are consistent.
Productive Run (P)
When you choose Execute Run for a productive run, the system performs the following steps:
  • Selects the employees and their payroll results for the evaluation
  • Creates a posting run
  • Creates posting documents
Program Input Screen
Enter Payroll Area , Selection Criteria , Type of Document Creation , Check Ouput Log , Enter Document Date and Choose a Posting Variant. Click Execute.
Posting to General Ledger sap hr payroll
Output Log
  • The log shows whether the posting run was successful for all personnel numbers.
  • You will obtain the list of all employees selected, in “RED” (indicates errors or imbalance) or “GREEN” (indicates no errors).
  • In the Output Log, if it is successful posting run, the “Doc. Creation” will indicate Error-Free. If it is unsuccessful, the “Doc. Creation” will indicate Incorrect.
  • Write down the posting run number.
  • If you select the Document Overview button or double click the Doc. creation line, you can access the document overview screen
Posting to General Ledger sap hr payroll
STEP 2) Editing a Posting Run
Transaction : PCP0
  • This step provides an overview of ALL documents created during the posting run.
  • Alternatively, you can also access the document overview from the Create Posting Run log by choosing theDocument Overview button or by double clicking on the Document Creation line.
  • You can drill-down through these documents to identify the reasons for which errors have occurred for unsuccessful posting run (i.e., with an “Incorrect” status).
Posting Run Status
  • Initially the posting run status should be Documents created.
  • If status is No documents created and you were expecting documents, go back to the previous Create a Posting Run step and retry.
  • If there are Incorrect documents review the error message and resolve.
  • Once Error are resolved and status is Document Created , Select Release Document Button and status will change to All Document Released
  • Next click Post documents button , Status will change to Documents Posted
Posting to General Ledger sap hr payroll

Wednesday, 8 June 2016

How to Create a Bank Key

Enter FI01 into the SAP transaction code box
In the next SAP Screen
  • Enter the Bank Country.
  • Enter the new Bank Key.
  • Click Enter Button
In the next SAP screen , under the Address section

  • Enter the Bank's name.
  • Select the appropriate region.
  • Enter the bank's street address.
  • Enter the Bank's city.
  • Enter the appropriate branch name
In the control data section
Click Save .  A new Bank Key is created.

Tuesday, 7 June 2016

All About Bank Transfer using DME in SAP

After payroll is executed , SAP DME  process will transfer payment amounts to employee's bank account. To execute bank transfer you need to complete 2 steps

STEP 1 ) Run Preliminary DME Program.

Transaction:  PC00_MXX_CDTA    , XX =  Country Molga

Overview: -
  • This program prepares the payroll results for the DME (Data Medium Exchange) process

  • It uses information from the HR Master Data (infotype 0001, 0002, 0006, 0009) and information from the payroll results (payroll program tables WPBP and BT).

  • It creates a file that contains data which complies with bank regulations.

  • If the values are inaccurate, you will need to correct the errors and re-run the preliminary DME program

  • If the values are accurate, you will use the file as input for creating the bank transfer txt files..

Program Input Screen
SAP Training HUB - DME Program Input
Enter Payroll area & Personnel Number. Rest Selection Criteria can be kept default. Click Execute

SAP Training Hub - DME Program Output
Note down the Program Run Date and Identification Feature

STEP 2) Create the DME file
Transaction : PC00_MXX_FFOT   , XX = Molga

  • This program uses the successful file created by the preliminary DME program.
  • Enter Program run date and Identification feature obtained from the pre-DME program ,  Paying Company Code , Payment method ,House bank, Account ID, Currency. Execute

    Sap Training Hub - DME Spool
    Double click on the spool number
    Sap Training Hub - DME Spool
    Select a line item and click on
    SAP Training Hub - DME Output
    Review output 
    SAP Training Hub - DME Temse 
    Go back to the Output overview screen and double click on the TEMSE file.
    SAP Training Hub - DME Temse Output
    Review Output

  • It produces a Payment Summary, a DME Accompanying Sheet, and a DME File (per company code) for each paying bank.

  • The DME File may need to be uploaded into designated software that enables a bank transfer between your company and your paying bank.

Program Input Screen
Sap Training Hub - DME Input

Monday, 6 June 2016

What is Wage Type Reporter

The Wage type Reporter is a comprehensive flexible SAP reporting tool that reports on wagetypes held in the RT(Results Table). It can be run to produce values that were paid for a date range or for values that were paid in a particular period. It can also be used to run comparisons between payroll periods and also for additional payroll results. It can be run on a YTD basis. It is the main Standard SAP Payroll Report and should always be run and used as verification of your payroll.

In the SAP command prompt , Enter transaction PC00_M99_CWTR
In the next SAP screen under section SELECTION

  • Enter the Personnel Number, if you wish to evaluate a specific employee.
  • Enter the Payroll area.
  • Enter any other selection criteria defining the group of employees you wish to evaluate
Click Payroll Period.

  • Select the Regular Payroll Run radio button.
  • Enter the Payroll area and Payroll period.
  • If you want to compare payroll results from different payroll periods, flag the Payroll Comparison checkbox.  Then, enter the appropriate payroll area and payroll period to use as comparison.
Under Period determination, select the In-view payroll periods radio button.

  • Under Other selections, you can enter specific wage types you wish to display in the report.
  • Use the Object selection function to select objects to be displayed as columns in the list.

  • In the Output section, tick the appropriate output type.
  • If applicable, next to the output type, select a pre-defined layout.
  • Click Execute
Check the results of the wage type report.

Different categories of WageTypes in SAP

Payment data (allowances or deductions) is stored using wagetypes.

There are 2  prime categories of wage types in SAP

  • Primary/Master Wage types
  • Secondary/Technical Wage types
Primary Wage types are again divided into

  1. Dialog Wage types
  2. Time Wage types
Dialog Wage types :- These are wage types that you can enter online while maintaining Master Data in your SAP system. For Ex. Basic Pay (IT0008) , Additional Payments (IT0015) , Recurring Payments/Deductions (IT0014).
Time Wagetypes:- Time wage types are created by the system once time evaluation is completed. They can not be maintained online and are system generated.

Ex: Paid Leave 75%
Secondary Wagetypes

Secondary wagetypes are system generated and can not be maintained online. They are created during payroll run. Secondary wagetypes are also used as a container to accumulate several other wagetypes or to store wagetype information on a temporary basis. The technical names of the secondary wage types begin with "/"

Ex: /559 Bank Transfer

Saturday, 4 June 2016

What is Matchcode W ?

A brief about the concept of Matchcode W in SAP - HR:

Lets say you have run the payroll for a particular month for all employees (say 1000 employees in all ) for a given payroll area. Once payment is run , lets say there are some changes made in Master Data (Basic Infotypes like 14, 15 ,8...) for 10 Employees.

Now its imperative to re-run the payroll for these 10 Employees but using the conventional payroll mechanism , SAP will process data for the 1000 employees in the payroll area which is time consuming.

Need a way out? The answer lie in Matchcode  W! When you select Matchcode W and run payroll , system will only process the 10 EE's who's data was changed and other will not be processed for the second time as there is no change in the data.It will pick up the employees based on the changed date in the earliest MD Change in SAP  Infotype 03

Steps to run the Matchcode W ---

1. ) Go to the payroll driver for any country using PC00_MXX_CALC -  where XX is Molga of the country.

2. At the top right side you will have search help button, click on that
Sap Training Match Code W
3. Select Variant - W
3. An additional screen is displayed which can be used to further restrict the selection of  employees with Master Data change (10 from our above example). This screen is optional and can be bypassed.
Sap Training Hub - Restrict Values 
4.Execute the payroll.