Assign Personnel Numbers (PT/PY/FI-TV)

Use

If you want to archive data for several personnel numbers together, you assign them to an archiving group.

Prerequisites

  • You have accessed the Archiving Data screen.

  • You have selected the archiving group to which you want to assign personnel numbers.

  • The archiving group has the Created , Personnel numbers assigned, or In test status.

  • You have the authorization for the personnel numbers you want to assign.

  • The personnel numbers are assigned to the country that you specified for Payroll when you created the archiving group.

Procedure

  1. In the Personnel numbers group box, choose Assign .

  2. On the selection screen, specify the personnel numbers that you require.

  3. Specify whether a log must be created.

  4. Choose .

Result

If you specified that a log must be created, the system displays statistics on the status of the assignment. The system assigns the selected personnel numbers to the archiving group if the following conditions are satisfied:

  • The country grouping of the personnel numbers matches the country grouping of the archiving group.

  • Data from the period you specified for archiving has not been archived already.

  • If you want to archive payroll results, payroll results exist for the employee in the period you specified for archiving.

  • If you want to archive time evaluation results, the employee has at least one record of infotype 0007 Planned Working Time whose Time Mgmt status field does not contain status 0 - No time evaluation in the period you specified for archiving.

The archiving group has the Personnel numbers assigned status. The system creates a subtype record in the Archived Objects infotype (0283) for each archiving object of the current archiving group for which data exists for an employee you assigned to the archiving group.

Example Example

You want to archive payroll results and time evaluation results in the archiving group. One employee only has payroll results in the period specified. He or she does not have any time evaluation results. In this instance, the system only creates a subtype record for payroll results for the employee.

End of the example.

Each subtype record has the Initialized archiving status.

Note Note

If the archiving group had the In test status before you assigned new personnel numbers to it, you are advised to perform the test run once again so that the personnel numbers you have just assigned are also tested.

End of the note.

If selected personnel numbers could not be assigned, you can correct the errors as follows:

  • Adjust the archiving group's archiving date and retroactive accounting limit to the selected personnel numbers, and then reassign them to the archiving group. If you require further information, see Change Archiving Group .

  • Create an additional archiving group with different characteristics, and assign to it the personnel numbers you could not assign to the old archiving group.

Note Note

You can, for example, select an earlier archiving date for some personnel numbers than for others. The system ensures that the data not included in this archiving run because of the earlier date is included in the next archiving run.

End of the note.

See also:

Archiving Procedure