Transferring Legacy Payroll
Results 
Purpose
This process describes the method of transferring your legacy payroll results into the SAP system. It discusses the various processes involved in uploading the payroll results into the SAP system, and in converting the data into SAP payroll results.
The following are the main stages in the process of transferring the legacy payroll results:
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1. HR Template - Payroll.xls file, wherein you enter the legacy payroll results.
2. Data transfer INLK Payroll Tables T558B and T558C Upload program (HINUULK0), which reads the payroll results information from the spreadsheet template, and uploads it into the Payroll Account Transfer: Payroll Periods table (T558B) and Payroll Account Transfer: Old Wage Types table (T558C). The system reads these tables for the purpose of payroll conversion.
3. Transfer of payroll account from Table 5558B,C - India schema (INLK), which when run as a part of the payroll program, HINCALCO,
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a. Reads the payroll conversion tables Payroll Account Transfer: Payroll Periods (T558B) and Payroll Account Transfer: Old Wage Types (T558C)
b. Converts the payroll results stored in these tables into SAP payroll clusters.
Prerequisites
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1. You have completed the entire configuration, with respect to Payroll India. The Payroll Periods are set up from the earliest hire date to the present.
2. Valid employee records exist for the following infotypes:
¡ Actions infotype (0000)
¡ Organizational Assignment infotype (0001)
¡ Personal Data infotype (0002)
¡ Planned Working Timeinfotype (0007)
¡ Basic Pay infotype (0008)
¡ Bank Details infotype (0009)
¡ Family/ Related Personinfotype (0021)
¡ Previous Employment Tax Details infotype (0580)
¡ Housing (HRA/CLA/COA) infotype (0581)
¡ Exemptions infotype (0582)
¡ Car & Conveyanceinfotype (0583)
¡ Income from Other Sources infotype (0584)
¡ Section 80 Deductionsinfotype (0585)
¡ Investment Details (Sec 88) infotype (0586)
¡ Provident Fund Contribution infotype (0587)
¡ Other Statutory Deductions infotype (0588)
¡ Individual Reimbursements infotype (0589)
¡ Long Term Reimbursements infotype (0590)
These records must exist from the begin date of the first pay period that you are loading into the SAP system. The legacy upload process refers to these infotype records for validation. These validations are date driven and applicable for all the pay periods that you are converting. You must check all of the above mentioned infotype records for data validity periods. All data must be valid from the first pay period of the employee with the exception of Actions infotype (0000), Organizational Assignment infotype (0001)and Personal Data infotype (0002). In these three infotypes, the date is as per the Hiring action.
3. The Payroll Control Records are set for retro-calculation only from the go-live date.
Hiring of an employee in the SAP system creates the Payroll Status infotype (0003) for that employee. The system updates the Earliest MD Change field of this infotype with the start date of the Actions infotype (0000) record of the employee. If you try to calculate retrospectively, the system attempts a retrospective calculation on the payroll results uploaded from legacy systems, leading to an error in computation.
4. You have generated the payroll periods for all payroll areas, and payroll control records exist for these areas.
Process Flow
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1. HR Template - Payroll.xls file - In this file you enter payroll results for the pay periods that you want to upload into the SAP system. This spreadsheet template file consists of two worksheets:
¡ Worksheet 558b, where you define the payroll periods for which you are transferring the payroll results. You must define these payroll periods for individual employees. In this sheet you also specify the payroll periods that are for a regular payroll run and those that are for an off cycle payroll run. In this sheet, you indicate the chronological sequence of payroll runs to be loaded for the employee.
It is recommended that you load one payroll area at a time into the payroll conversion tables. Dividing the data into smaller groups can help reduce the processing time, and avoid data entry errors.
¡ Worksheet 558c, where you define the wage types for which you are transferring payroll results. For every payroll period that you define in the 558B, you must create corresponding wage type entries in 558C.
The system validates the wage types against the Wage Type Valuation table (T512W). Therefore, ensure that these wage types exist in the system before starting your legacy payroll results transfer.
When you save your entries, the in built macro in the HR Template - Payroll.xls file saves the two worksheets into separate tab-delimited text files (T558B.txt and T558C.txt). Ensure that you save the file using the Save for transfer option available in the worksheet 558B.
· When saving text files to your local hard drive, the total path name must not be longer than 128 characters, or the data conversion INLK Payroll Tables T558B and T558C Upload program (HINUULKO), will not be able to read the full path or filename.
· When you select the Save for transfer option, any data existing earlier in the same file is replaced with the new data that you have inserted. You will not get any message or warning.
2. Data Load Program (HINUULK0) - This program reads the data saved in the two text (.txt) files T558B.txt and T558C.txt, and uploads them into the SAPconversion tables. It saves the data from the T558B.txt file into the Payroll Account Transfer: Payroll Periods table (T558B) and data from T558C.txt file into the Payroll Account Transfer: Old Wage Types table (T558C).
3. Transfer of payroll account from Table 5558B,C – India schema (INLK) - When you run the Payroll Driver HINCALCO with the special results Transfer of payroll account from Table 5558B,C – India Schema (INLK), the schema reads the conversion tables for pay period and wage type information, and generates payroll result clusters.
The Transfer of payroll account from Table 5558B,C – India schema (INLK) utilizes a function TRANS, during the conversion process. This function reads the wage type and payroll period information from the conversion tables, and stores them in the internal tables. The schema then further processes the information to form the payroll results. While creating wage types in the internal tables, the function TRANS, assigns relevant country specific split indicators to the wage types. You, thus, have the flexibility of capturing configurations for Provident Fund, Professional Tax, Employee State Insurance and Labour Welfare Fund, thereby enabling report generation.
The rules of the Transfer of payroll account from Table 5558B,C – India schema (INLK) are applicable on the standard wage types of the SAP system. You must copy and modify the same for your equivalent wage types.
Once the Transfer of payroll account from Table 5558B,C – India schema (INLK) completes the conversion program, it is recommended that you verify the data for accuracy. You can examine data for individual employees using the Cluster Display IN (Payroll Results, India) program (HINCLSTR).
If the data is accurate, you may delete the data in the conversion tables, and load the payroll results for the remaining legacy payroll periods. If there are errors in conversion delete the payroll results and re-execute the data load process.
For more information, refer to the IMG under Payroll India ® Legacy Data Transfer.
SAP recommends that you do not use the Transfer of payroll account from Table 5558B,C – India schema (INLK), after you have processed a regular payroll run in the SAP system.
Post conversion processing
For all employees for whom you have uploaded the payroll results, you must set the following to the Go-Live Date:
· Earliest Retro Recalculation date
· Earliest Master Data Change date
· Earliest Master Data Change Bonus date