Update Manager 
Use
The Update Manager (Transaction HREFI_UPDATE) is the transaction you use in e-Filing for Great Britain to process all incoming forms.
From the Update Manager screen, you can examine the information from an incoming record, update the infotype in question, confirm that a record has ended in error and view the historical data.
The Update Manager transaction screen is divided into three sections, denoted by tab strips:
- Worklist
Displays all forms that have been successfully matched to an employee. These forms are waiting to be updated or to be confirmed in error. Each line of the Worklist grid represents one incoming form to be updated.
- No N.I. Match
Displays all incoming forms that could not be successfully matched to an employee.
- Reporting
The reporting screen allows you to make a selection on all records: both Previously Processed Records and Records Not Yet Processed.
Additional functions within the Update Manager are provided by the Update Administrator.
Features
[A] Update Manager Worklist
The Worklist Tab Strip consists of two areas, a worklist area and an area containing worklist records that have been confirmed as errors.
(i) Worklist Area
This area contains all records that can potentially be updated to an infotype. The Short Message column indicates the current status of a record, with the colour red indicating an Error and yellow indicating a Warning.
Record Processing in the Worklist Area
- Updating a Record
By selecting a line or several lines of the Worklist grid and choosing Update Record, the system attempts to update the information from the form to the appropriate infotype. Records that are successfully updated will disappear from the worklist. Records that have update errors or warnings will remain. If the resulting short message is not self-explanatory, the long text further describes the reason for the error or warning.
A warning message requires you to decide via a confirmation popup if the update can continue or not. A record with a warning message that is not accepted will remain in the worklist with status Update Warning.
- Confirming a Record
You can confirm records with the status Error or Warning by selecting the icon in the Confirm column. This moves the record from the Worklist into the Worklist Errors area.
(ii) The Worklist Errors Area
The Worklist Errors area contains either:
- Records that have been determined automatically by the system to be records that must be confirmed in error, or
- Records that have been confirmed by a user as errors from the Worklist.
Records that are determined by the system to be errors of a type that cannot be corrected appear in the Worklist Errors area. These records cannot be moved into the Worklist, with the exception of duplicate records described below. However, a record that has been confirmed as an error from the Worklist by a user may be returned to the Worklist by selecting the icon in the Reset column.
Functions Available in the Worklist Errors Area
1. Set Errors To Processed
By selecting a line or several lines and choosing the Set Errors To Processed option, the selected records are permanently stored to the database table T5GEF01 with status processed. These records can be further displayed in reporting, but cannot be further processed.
Since these records can no longer be processed, they disappear from the Worklist Errors area.
2. Reset a Confirmed Record
Where a record has been confirmed from the Worklist by mistake, the record can be reset using the Reset icon in the Worklist Errors area.
Duplicate Records
If duplicate records are retrieved from the Government Gateway into your SAP system, all associated duplicates will appear initially with the reset icon available. Only one of the duplicate records can be moved into the processing area. After a duplicate record has been moved into a processing area, the reset icon for all other associated duplicates is no longer available.
[B] No N.I. Match Tab Strip
This tab strip contains two areas:
- No N.I Match area
- No N.I Match Errors area
(i) No N.I Match Area
This area contains records that could not be matched to an employee number during the matching process. However, all records in this section conform to the National Insurance number format. Therefore, you must examine each record in this area individually to determine if the non-match is due to an error in SAP master data processing or because no such employee exists in your organisation.
Functions Available in the No N.I. Match Area:
1. Re-Match
When a National Insurance number maintained in your SAP system is incorrect, this error should be corrected on infotype Organisational Assignment (0001). The Re-Match option allows you to try again to match the record to an employee. Records that are successfully matched on this screen are removed from the No N.I Match tab and appear in the Worklist tab ready for update.
2. Confirm Record
Selecting the icon in the column Confirm moves the record out of the No N.I. Match area into the No N.I.Match Errors area.
3. Confirm Selected Records
Use this option to move multiple records out of the No N.I. Match into the No N.I. Match Errors area simultaneously.
(ii) No N.I Match Errors Area
The No N.I. Match Errors area contains either records that have been determined by the system to be records that must be confirmed in error or records that have been confirmed by a user as errors from the No N.I Match area.
Records that are determined by the system to be errors of a type that cannot be corrected appear in this area, and cannot be moved into the Worklist. A record that has been confirmed from the No N.I. Match area may be returned to the No N.I. Match area by clicking icon in the Reset column.
Functions Available in the No NI Match Area
Set Errors To Processed
By selecting a line or several lines and choosing the Set Errors To Processed option, the selected records are permanently stored to the database table T5GEF01 with status processed. Since these records can no longer be processed, they disappear from the No N.I Match Errors area.
Reset a Confirmed Record
Where a user has confirmed a record from the No N.I Match area by mistake, the record can be reset by using the icon in the column Reset.
[C] Reporting Tab Strip
The reporting tab strip of the Update Manager transaction allows you to report on the status of your Incoming e-Filing processes. This screen consists of a selection screen and an output area.
You can maintain the following selection criteria for your Incoming reporting:
- Employee personnel number
- Form type
P6, P9, SL1, SL2, and so on.
- Short message
The status a records holds: Successfully Updated, Update Error and so on.
- Date range
Effective date of the Incoming form
- Process identifier
Each time a new poll is started a new Process ID is generated. The Process ID is stored in the infotype record.
The infotypes that are updated during the e-Filing XML communication process have been changed to include a Process ID field. The Process ID indicates to which poll the record was included. Using the Reporting tab strip of the Update Manager, you can make a selection based on this Process ID.
In addition, your selection can take account of all possible records (both processed and non-processed) as well as only processed or only non-processed records, by choosing one of three radio buttons: All, Processed or Not processed.
Terminology:
Previously Processed Records:
Incoming records where the relevant infotype has been updated or where the record has been confirmed as an error sometime previously.
Records Not Yet Processed
A record that exists in the Update Manager Worklist that has not been worked on. Therefore, for records of this type, no infotype updates have yet occurred and the record has not been confirmed as an error.
Your report can be outputted in either of two formats:
1. ALV List output, or
2. PDF form output
To output a PDF version of the report, a version of the Adobe Reader software must be available to the application. Adobe Reader is available free of charge and can be downloaded from the following Internet site:
http://www.adobe.com
Obtaining Further Information
For each of the ALV grids displayed using the transaction HREFI_UPDATE, further information sources are also available. These additional information sources are:
- Details for a Particular Record
Due to size constraints, the ALV grid does not display all possible fields that are available. By selecting the line of any record and choosing Display, you can view all available fields for a particular record.
- Form-Specific Information
The incoming form will update a certain infotype with specific information.
By clicking the infotype number in the column IType, you can display specific information relating to the form and the current infotype record.
- Form Information
By choosing the Form Information button, you can view a printable overview of all non-processed form-specific information.
- Message Long Text
The Short Message on the Worklist tab describes the current status of a record. By clicking on a Short Message text, you can display a long text which describes in detail the current status, or in the case of an error, the reason for the error.
See also:
The e-Filing Implementation and User Guide
This guide contains release-specific information on the e-filing Update Manager, and also more details on report RPUEFI_START_POLL, SAP Business Connector, SAP XI and the B2A Manager.
You can download the latest version of this document relevant for your SAP release from the SAP Service Marketplace (http://service.sap.com/hrgb), under: Media Center ® e-Filing.