France: Archiving Payroll Results (PY)

When payroll results are archived for France, the general information on the archiving date and retroactive accounting limit applies.

Interval Between Archiving Date and Retroactive Accounting Limit

The interval between the archiving date and the retroactive accounting limit is determined by the following factors:

  • Retroactive accounting

    In the standard system, retroactive accounting is possible within the current calendar year and in the two previous years. Therefore when archiving payroll results, the system proposes a retroactive accounting limit in keeping with this. However, you can also enter a later retroactive accounting limit. At the least, retroactive accounting must also be possible in the calendar year prior to the current year. If, for example, you want to archive payroll results on January 31, 2003 the latest retroactive accounting limit you can choose is January 1, 2002.

    Caution Caution

    The system writes the retroactive accounting limit you enter for an archiving group in the Payroll Status infotype (0003) of the personnel numbers assigned to the archiving group. It overwrites any existing retroactive accounting limit. If, when archiving, you choose a retroactive accounting limit that is later than the one proposed by the system, you should check if retroactive accounting is unnecessary at an earlier date for the relevant personnel numbers.

    End of the caution.

  • Reports

    The system assumes that the payroll results from two whole calendar years before the retroactive accounting limit must be available for reports. It therefore ensures that you can only archive payroll results that no longer need to be available for such reports. If, for example, you select January 1, 2002 as the retroactive accounting limit, you can archive your payroll results up to December 31, 1999.

    Note Note

    For reports, the system requires the payroll results from two full calendar years. If the retroactive accounting limit lies at the end of a year, for example on 1 December 2003, the interval between the archiving date and the retroactive accounting limit is therefore nearly three calendar years. The payroll results from the years 2001 and 2002, and in addition the payroll results from the eleven months of the year 2003 up to the retroactive accounting limit, must be available in the system.

    End of the note.
Check Your Entries

When creating an archiving group , you can specify the retroactive accounting limit or the archiving date. The system checks your entries and responds accordingly:

Your Entry

The System

Retroactive accounting limit in the current year x or in the year x-1 (except January 1, year x-1)

Asks you to enter an earlier retroactive accounting limit.

Retroactive accounting limit on January 1, year x-1

Informs you that your retroactive accounting limit is not in keeping with the standard and informs you of the consequences.

If you confirm this message, the system proposes December 31, year x-4 as the archiving date. You can change this proposal to an earlier date, for example, December 31, year x-5.

Retroactive accounting limit in the year x-2

Proposes December 31, year x-5 as the archiving date. You can change this proposal to an earlier date, for example, December 31, year x-6.

Archiving date in the current year x or in the year x-1, x-2, or x-3

Prompts you to enter an earlier archiving date.

Archiving date in the year x-4

Informs you that it will use the archiving date to create a retroactive accounting date that is not in keeping with the standard. It informs you of the consequences.

If you confirm this message, the system defines January 1, year x-1 as the retroactive accounting date. You cannot change this retroactive accounting date.

Archiving date in the year x-5 or earlier

Proposes a retroactive accounting limit that occurs two full calendar years after the archiving date. In the case of an archiving date on December 31, year x-5, it proposes January 1, year x-2.

You can change this retroactive accounting limit to a later date. However, at least one full calendar year must separate the retroactive accounting limit and the current year x.