Procedure documentationArchiving Payroll Results Using PA_CALC (PY)

 

You can use the archiving object PA_CALC to archive or destroy payroll results from Payroll (PY). The archiving object archives or destroys data that is contained in the import-export file PCL2 in the cluster Rx (x represents a country-specific letter).

The archiving object PA_CALC supports the Information Lifecycle Management (ILM) functions for archiving and the destruction of data. If you use the ILM functions, you define rules for retaining payroll results. When running the write program of the archiving object, the system performs archivability checks to evaluate these rules and determines which of the selected data can be archived or destroyed. When destroying data, the data is temporarily written to an archive file. After the write phase, the associated delete program deletes the data from the database and the archive.

Note Note

If you use the archiving object PA_CALC to archive data, note the following information: The cluster Rx contains the actual payroll results. The cluster CU contains information about which payroll results exist. If you archive payroll results, the system transfers the information about these payroll results from cluster CU to cluster CA. The clusters CU and CA are not archived. Thus, the information about which payroll results exist or have existed for a personnel number always remains in the system.

If you use the archiving object PA_CALC to destroy data, this information is not relevant.

End of the note.

Prerequisites

Using ILM Functions

If you want to use the ILM functions, the following prerequisites must be met:

  • You have a valid license for SAP NetWeaver Information Lifecycle Management.

  • In the Switch Framework (transaction SWF5), you have activated the business function ILM (Information Lifecycle Management).

  • You have used the Information Retention Manager (IRM) to specify rules, based on the country grouping, for retaining the payroll results.

    For more information, see Destruction of Data.

Additional Prerequisites

Regardless of whether you use the ILM functions, the following prerequisites must be met:

  • To archive or destroy payroll results, you first need to create an archiving group in the transaction Archiving Payroll Data (PU22) and make specific preparations. In the transaction Archive Administration (SARA), you can then write the payroll results to an archive file and delete them.

    The preparations are necessary so that you do not delete payroll results that are still required for payroll or for evaluations due to country-specific legal regulations. The transaction Archiving Payroll Data performs all necessary checks for the archiving object PA_CALC.

    For more information, see Archiving of Payroll Data (PT/PY/FI-TV).

  • If you implement the components Time Management, Payroll, and Travel Management together, you need to align the archiving date and the retroactive accounting limit of each integrated component. The alignment does not depend on whether the relevant archiving objects are assigned to one or more archiving groups. The system supports you with specifying the data when you create an archiving group.

    For more information, see Archiving Date (PT/PY/FI-TV) and Retroactive Accounting Limit (PT/PY/FI-TV).

Procedure

  1. Familiarize yourself with the features of this archiving object.

    To display the tables from which data is deleted for this archiving object, in archive administration (transaction SARA), choose DB Tables.

  2. Familiarize yourself with the archiving periods.

    For more information, see Archiving Periods and Criteria (PY).

  3. Familiarize yourself with the available enhancements for this archiving object.

    For more information, see Enhancements for Archiving Object PA_CALC.

  4. Familiarize yourself with the country-specific aspects of archiving payroll results.

    For more information, see Country-Specific Information (PY).

  5. Ensure that you have the authorizations required for this archiving object.

    For more information, see Authorizations for Archiving Object PA_CALC (PY).

  6. Create a write variant for the archiving object.

    For more information, see Archiving - Maintaining a Variant (PY).

  7. Make the settings for deletion.

    The standard SAP system is set up such that the delete program is called automatically after archiving. We recommend that you do not change this setting.

  8. Display archived payroll results as required.

    For more information, see Display Archived Payroll Results (PY) and Evaluate Archived Payroll Results Using the Logical Database.

    Note Note

    You can no longer display destroyed payroll results.

    End of the note.

More Information

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