Scenario 2: Integration Personnel Management (SAP Library

Scenario 2: Integration Personnel Management

Use

You use this scenario:

If your organization does not need to use the HR Funds and Position Management component to construct personnel commitments, but only want the expenses from payroll to be assigned to the individual areas of responsibility (funds centers) and, if required, funds, functional area, grant and funded program in Funds Management.
If the Funds Management master data structure does not correspond to that in Controlling, and the settlement posting of the FM account assignment can therefore not be completely derived from the assignments of the FM account assignments to the CO account assignments.

If the master data structures do not match, the funds centers could, for example depending on the assignments made during the transfer of data, only be derived from the CO account assignments (cost center, internal order, WBS element), but the funds could not.

If during the settlement posting, the FM account assignments cannot be fully derived from other assignments. (For example, the commitment items from the G/L accounts).

In order to correctly transfer the FM account assignments to the settlement data, this scenario requires that FM account assignments in Human Resources be either defined in the master data of the position or the organizational unit (Organizational Management) and/or in the master data of the person.

Prerequisites

For information on which main prerequisites must be fulfilled for personnel expenses updating in Funds Management, see Prerequisites for Updating in Funds Management

Other prerequisites must be fulfilled if you want to use this scenario:

Funds Management Customizing

In step Define Start for Integration HR (without Personnel Commitment Scenario 2) in the Customizing of Funds Management Government, you must define for each company code of the event, from when the account assignment element must be defined when creating new/changing already existing HR master records for infotype 0001.

Public Sector Management Customizing

If you use the account assignment elements fund, functional area or grant, the date must be defined in step Activate Account Assignment Elements, by which time these account assignments elements must be defined when creating new/changing existing HR master records for infotype 0001.

Personnel Administration Customizing

To enable you to provide the relevant infotypes with FM account assignments, the fields funds center, fund, functional area and grant and, if required, commitment item must be ready for input. You make these settings in the Customizing of Personnel Administration and Personnel Time Management. See Customizing Field Status for more information.

Creating valid HR master records

If you have already been using HR for some time, the infotypes in existing personnel master records are not automatically provided with an FM account assignment. You must therefore create a new info record from the start date of the integration and delimit the old record. From this date, you must enter a funds center, fund, functional area and grant and, if necessary, commitment item when creating or changing a record of infotypes 0001, 0027 (sub type 01) and when creating or changing the cost assignment in the infotypes 0014, 0015, 2001, 2002, 2003, 2004, 2005 and 2010.

For more information on creating HR master data and infotypes, see the documentation on components Personnel Administration (PA-PA) and Payroll (PY).

Organizational Management

If you want to use the component Organizational Management together with the component Personnel Administration, organizational units and positions can also take part in this integration scenario during cost distribution. The prerequisite is then that the FM account assignments in infotype 1018 are defined in the organizational unit and/or in the position. See the Organizational Management component documentation for more information.

Note

If you want to change the scenario after production startup, you must be aware of the fact that these changes have extensive Matching Activities as a consequence.

Features

You have the following options to assign the personal expenses of an employee to the funds centers, fund, functional areas or grants, and, if required, to a commitment item:

Assigning a master funds center for an employee

If the total personal expenses of an employee are to be posted to only one FM account assignment, you need only define a funds center and if required a fund, functional area, Grant in Infotype Organizational Assignment (0001).

Percentage breakdown of expenses for an employee to several FM account assignments

If you need a breakdown of expenses corresponding to the tasks of an employee, you must define several FM account assignments (funds center, fund, functional area, grant) and a percentage rate for the cost distribution in infotype Cost Distribution Person (0027).

If Organizational Management is active, you can also define this distribution in infotype cost distribution (1018) for the organizational unit or Position. If a valid record exists for both infotypes (0027 and 1018), the entries in infotype 1018 override the entries in infotype 0027 in the payroll. If no entries are maintained in infotype 0027, the cost distribution from infotype 1018 (organizational unit or position) is used. As a rule, the following applies: The account assignments in subordinate organizational units and positions are passed on to persons if no valid record is defined.

If you distribute less than 100% of the expenses, the remaining percentage is posted to the FM account assignment of infotype 0001. You must therefore always define the FM account assignment in Infotype 0027 (Person) if one person occupies more than one position.

Note

If it is defined in your derivation strategy, in one of the derivation steps for the derivation of the funds center that a derived value cannot be overwritten manually, you must enter the funds centers and funds in info types 0001 and 0027. The funds centers have been assigned in the derivation rules in which these CO account assignments are defined in infotypes.

Assigning separate salary elements individually

If you need an individual distribution of separate salary elements, you must define an FM account assignment (funds center, fund, functional area, Grant) in the corresponding infotypes. These account assignment entries then override the entries defined in infotype 0001 during the payroll.

In addition, it is possible to specify a commitment item in these infotypes. This commitment item is then posted when a personal settlement is made instead of the commitment item being determined from the derivation strategy valid for your clients.

You can define an FM account assignment in the following infotypes:

Repeating Refs./Deductions (0014)
Supplementary payment (0015)
Absences (2001)
Attendances (2002)
Substitutions (2003)
Availability for duty (2004)
Overtime (2005)
Remuneration documents (2010)

Posting Payroll Accounting

In settlement posting, the commitment items are posted to according to the entries made in the infotypes or the assignments made (for example, a commitment item from the G/L account). For more information on account assignment derivation, see the documentation Account Assignment Derivation.

Funds centers, funds, functional area, Grant are posted to the info types according to specifications, irrespective of your derivation strategy.

Note

Prior to the settlement, the exact time period is determined for which scenario the employee will take part in from company code defined in infotype 0001.

An employee, however, can take part in scenario 2 and Scenario 1 during the distribution of expenses (infotype 0027) if you are using different scenarios for the integration of HR in different company codes. This is possible because you can define the CO account assignments (for scenario 1) and the FM account assignments (for scenario 2) in separate lines in infotype 0027. Each line belongs to a company code. The company codes can deviate form the company code of the person in infotype 0001; they must however be assigned to the same FM area. FM account assignment elements are then derived from the CO account assignment for the company code in which scenario 1 is active. The FM account assignment defined in infotype 0027 is then posted to for the company code in which scenario 2 is active.

Posting personnel cost advances

Depending on whether the employee advances are budget relevant for you, you can process employee advances posted through a clearing account in two ways:

Advances are not budget relevant and should not be displayed in the budget of Funds Management: To do this, you must assign a commitment item that has financial transaction 60 and item category 3 to the advance account.
In this case you must define a commitment item in the advance account with the financial transaction 30 and the item category 3. Apart from this, you must assign a dummy funds center to this commitment item.

Considerations in Retroactive Accounting

If you execute retroactive accounting after the start of integration, which takes place in the time before the integration you have to take account of the following:

When posting retroactive accounting differences posting records arise which have no funds center. These posting records are usually posted in the current posting period. This however requires the inclusion of a funds center. The inclusion of a funds center is required when posting from the integration date onward.

You must define in your derivation strategy that a funds center (such as HR accumulation point) can be derived from Commitment Items that are assigned to the expenditure accounts for wages and salaries. Otherwise the system does not find a funds center when posting the retroactive accounts and the posting is rejected.

When you post, the posting data then flows to this funds center automatically. You enter the HR collecting point as part of master data maintenance. It should have the following characteristics:

It must be part of the funds center hierarchy.
You may not enter a budget for it.
You may not post other business transactions to it.
Availability control must not give rise to any errors.

To ensure this, go to the IMG of Funds Management Government and define a specific tolerance for this funds center in step Define Specific Tolerances for Availability Control. You must only specify a budget profile if you defined that for transaction 30 (actual posting), only a warning is issued when the defined tolerance limits are exceeded. For more information, see Availability Control Settings.

See also:

Funds Center