Entering content frameProcess documentation The Payroll Process Locate the document in its SAP Library structure

Purpose

The payroll program is run at a specific point in time, not only to calculate an employee’s basic remuneration but also any special payments, overtime payments or bonuses that must be effected for the period in question.

Prerequisites

Before you start this process, you have to specify for which payroll area(s) payroll should be run. You have the following options:

If you do not want to perform payroll for an employee, you must use the Lock Personnel Number function.

Before you start the payroll run for all employees, you can run a Payroll Simulation for individual employees.

Process Flow

The status of the Payroll Control Record is automatically updated with every step that is carried out during payroll.

  1. You release one or several Payroll Areas for payroll.

    2. The system increases the period number in the payroll control record of the respective payroll area by 1. You cannot change the master and time data for the personnel numbers belonging to this payroll area if it affects the payroll past or present. Changes affecting the future are still possible.

  2. You run payroll.

    3. The system calls up a country-specific payroll program. It determines the current payroll period from the payroll control record and performs payroll using the values you entered in the payroll program.

    In general, you do not carry out these steps on-line but rather as a background job.

  3. You check whether payroll has run correctly, or determine where errors have occurred.

    4. If the payroll has not run without errors, the system display error messges indicating where the errors have occured. If desired, you can obtain a detailed payroll log. However, we recommend that you only create a payroll log if you simulate the payroll run.

    If necessary, you can set the status of the payroll to Check Payroll Results during this phase. This way you make sure that no changes are made to payroll-relevant data which could affect the payroll past or present. In addition, the payroll area in question is locked for payroll. However, during this phase you can simulate the payroll for individual employees to understand exactly how the errors originated, by means of the payroll log.

    If you want to carry out a spot check on the payroll results after a successful payroll run, there is a report available which reads the stored payroll results. The report allows each employee to see the contents of all internal tables containing payroll results. This allows you to check all partial results for a payroll run. In this way you can determine whether the system ran the payroll in accordance with your expectations, for example, for an employee for whom you made complex changes to the master data.

  4. You correct master or time data for personnel numbers which contain errors, and which the payroll program could not process.

    5. During the payroll run, the System flags the Payroll Correction field in the Payroll Status infotype (0003) for all rejected personnel numbers. When you correct master or time data for a personnel number, this field is also flagged. These personnel numbers are grouped together in a list under Matchcode W (Payroll Correction Run). In a payroll correction run, that is a payroll run with matchcode W, payroll only takes place for the corrected personnel numbers.

  5. You release payroll again.

    6. The payroll period does not change.

  6. You perform a payroll correction run.

    7. If there are a lot of employees stored in Matchcode W (Payroll Correction Run), you carry out this step as a background job in the same way that you carried out the Start Payroll step. If you only have to run payroll again for a few employees, you can carry out this step on-line.

  7. You simulate the posting to Accounting.

    8. Under certain circumstances errors can occur, which mean you must change the payroll-relevant master and time data again. If, for example, a cost center was entered for some employees and it has been deleted in the interim, the system will note this as an error during the posting simulation. Then set the payroll status to Release for Correction once again, and correct the master data for the employees in question. This will cause these personnel numbers to be automatically stored in Matchcode W (Payroll Correction Run). Next, carry out another payroll correction run and simulate the posting to Accounting again.

  8. You exit payroll. The personnel numbers for the payroll area can be processed again.

Note

You can only exit payroll when the payroll has run successfully for all personnel numbers in the selected payroll area. This means that payroll is finished for all of the personnel numbers in the payroll area, including the rejected personnel numbers, and the payroll period is complete.

Result

You have run payroll for all the personnel numbers in a payroll area or in several payrol areas.

You can carry out the following steps in the payroll:

Wage and salary payments differ from country to country. You can find country-specific information under Payroll <Country> ® Subsequent Activities ® Wage and Salary Payments.

 

 

Leaving content frame