BPP PC00_M07_CALC - Payroll run

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Release Description By Date

1.0 Initial Documentation H Mohamed November 2015

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Objective: To Process Regular payroll for a payroll area

Trigger:
All master data, time and payroll entries are complete for a payroll cycle by the cutover date, and
today is the payroll processing day.

Business Purpose:
To process and complete payroll for the entire pay area within the allowed processing time and pay
the employees in a correct and timely manner.
Each pay cycle must be completed at least 2 business days prior to the pay date, to allow enough
time for the bank transfer and cheques to reach the employees by pay date.
Please note this document outlines the process of running payroll for a pay cycle. This process
pertains to the day when payroll is being processed for a pay area only, and not related to pre or
post payroll activities.
The document relates to the maintenance of the payroll control record. Below is an outline of the
functions of the control record of a payroll area in SAP.
 The payroll control record contains information regarding the pay period to be accounted or, the pay
period most recently closed. It is also used to control master data maintenance of employees during
payroll processing.

This is the first pay period you accounted in the SAP live environment. Employee's master data
cannot be changed in SAP with an effective date earlier than this period, if that data is payroll
relevant. Earliest possible date you can make master data changes on for employees belonging to
this pay area.
This period represents one of the two stages below:

1. The most recent pay period accounted and closed if the Payroll Status is 'Exit Payroll'
2. The current pay period to be accounted if the Payroll Status is other than 'Exit Payroll'

3.
Payroll Description Usage Activity
Status

Released Use this button to Set the control record to this The button must
for Payroll increase the Payroll status just before you run have a green
Period in the payroll payroll in update mode checkmark to set
control record for the this mode. Press this
payroll area by 1. This button and press
mode will lock the Enter key to ignore
personnel numbers in warnings until you
the payroll area for see a green
changes to the master checkmark on its
reflecting the past and left. Press Save
present. button to enable this
mode.

Released Use this button to Set the control record to this The button must
for remove the lock on all status after you run payroll have a green
Correction employees in the in Update mode, if master checkmark to set
payroll area and allow data corrections are this mode. Press this
HR to make necessary. The control button and press
corrections to the record should be in this Enter key to ignore
master data of any mode during the period of warnings until you
employee that belongs time when HR is entering see a green
to this pay area corrections or outstanding checkmark on its
transactions that are to be left. Press Save
processed in the current pay button to enable this
period. At the end of this mode.
correction period you will
have to set the control
record back to 'Released for
Payroll' mode to re-run
payroll in Update mode.

Exit Use this button to exit Set the control record to this The button must
Payroll a pay period. The mode when you close have a green
control record should payroll for a pay period, checkmark to set
be set to this mode when all employees were this mode. Press this
when you close accounted, paid and payroll button and press
payroll for a pay balanced. This mode will Enter key to ignore
period. allow master data warnings until you
maintenance of all see a green
employees in this pay area, checkmark on its
until the next pay period is left. Press Save
to be accounted. button to enable this
mode.
 Check This button is used if If control record is set to The button must
Payroll Payroll is in process. this mode, the system will have a green
You ran payroll and not allow you to start checkmark to set
you want to check payroll for the payroll area this mode. Press this
payroll results. concerned. This way, you button and press
can check the payroll result, Enter key to ignore
while nobody can change warnings until you
the payroll result nor master see a green
data that is payroll relevant. checkmark on its
left. Press Save
button to enable this
mode.

4.

5. Prerequisites:
6. All master data, time and payroll entries are complete for a payroll cycle by the cutover date (Every
Monday), and today is the payroll processing day.

7. Procedural Steps for Release Control record for payroll

8. Access transaction by:
Method Description

SAP System Human Resources  Payroll Americas _ Canada  Payroll

Menu _ PC00_M99_PA03_RELEA - Release payroll

Transaction PA03 - Payroll Control Record maintenance

Code

9.
IMPORTANT: once you release for payroll you are moving the pay area to the next payroll cycle,
and there is no way back in a Live environment. Please refer to the Control Record maintenance
BPD for detailed information regarding its maintenance.

If you use transaction PA03, you will select the pay area you want to maintain the control record for
and then press Change:
When in change mode, switch the control record to Released for Payroll:

Click on "Released f. Payroll"

Press SaveA green check mark will confirm the
 mode

10. Procedural Steps for Running Payroll

11. Access transaction by:
Method Description

SAP System Human Resources  Payroll Americas _ Canada  Payroll

Menu _ PC00_M07_CALC - Start payroll

Transaction PC00_M07_CALC
Code

12.
The purpose of this step is to run payroll for a pay area. Payroll must be in "released for payroll
mode" prior to running this step. The initial screen will default to the pay area you released for
payroll.
Below is a description for each field on the selection screen of the payroll driver. You will always run
payroll for the "current period" in the live environment, with schema K000, with no personnel number
entered (the system will select all employees belonging to the pay area to be processed). Do not use
'Display log' unless you run payroll for one or a few employees.

Field Use

Payroll area Defaults to the pay area you released payroll for. You can select
another pay area as well

Payroll period: The current period is what you always run payroll for in the live
Current period environment

Payroll period: This field is used in the live environment only when you run a
Other period simulation

From/To These fields will default the begin date and end date of the period
selected

Personnel number This field can be used to enter specific personnel numbers. In the live
environment, leave this field blank when you run payroll for a pay
period. If you simulate payroll for a specific employee, enter the
personnel number here
Reason for payroll This field is for off-cycle payroll reasons. You can run an off-cycle by
selecting the reason here. For regular payroll leave this field
blank. Note: If you run off-cycle using the payroll driver and not the
off-cycle workbench, the tables for off-cycle subsequent activities
using process workbench will NOT be marked. You will have to run
each subsequent activity individually

Off-cycle payroll he three fields are relevant for off-cycle: Payroll type/Payroll
identifier/Pay date. The payroll type defaults once you select the
reason. The Payroll identifier is a number that differentiate between
several off-cycle runs of the same type for the same pay date. The pay
date must be entered, and must be greater or equal to the most recent
pay date for this employee(s)

Payroll schema The schema used at Your Company is the standard K000. Always use
this schema. It contains the customer specific settings for payroll
processing.

Forced retro Use this field to force payroll to re-calculate the past. Enter the earliest
accounting from date you want to force payroll to. This date cannot be earlier than the
earliest date a payroll area can be accounted back to (this is the start
date of the go live pay period). The system will produce an error if you
enter an earlier date. The most common reason for forcing retro is a
change in system configuration. A configuration change does not
trigger a retro, and if you want those changes to be applied to payroll
calculation to all employees in the asame pay period, force retro to the
effective retro date of the configuration change.

Test run (no Check this field if you want to simulate a payroll, meaning the payroll
update) results tables will not be updated. You can run a simulation for the
entire pay area prior to releasing for payroll to check for errors,
rejected employees and for various other reasons

Display log Check this field if you want to see the detailed, step by step schema
processing. Please do not use the display log feature when you run
payroll for an entire pay area, it takes system resources and longer to
complete payroll. This functionality is designed to be used when you
run payroll for one or a few employees and want to look at details for
processing, or check certain data before running a final pay for them.

Display log for This field is applicable if time evaluation is run in the time mini-
time management schema (at the same time with payroll run) and not using Time
additionally Evalution. This is not applicable at Your Company.

Display variant for You can select only parts of the schema to be displayed in the log, and
log save that in a variant, which you can later re-use.
 Display variant Use this functionality only when you run payroll for one or a few
remuneration employees. For example, if you run a simulation payroll, you may also
statement want to see what the pay stub will display. Here you will specify the
variant for the remuneration statement program. Once you specify it,
the payroll driver will also call the program that creates the
remuneration form, with the variant (that contains required fields for
that program to be able to run). Note: please do not select this field if
you run payroll for an entire payroll area. It will require more system
resources and payroll will complete in longer run time.

No remuneration This is the default. The run will not produce remuneration forms to
statement view. Always leave this field selected when you run pay for an entire
pay area.

13.
Foreground Processing
You can process payroll in the foreground if the pay area does not have a large number of
employees.
Just press Execute button after you checked the selection screen for proper information to run
payroll:

The bottom Summary section of the output log will inform you of the number of employees selected,
processed, rejected, and if any errors were encountered:
Scroll to the bottom of the log to see the

summary
Scroll through the log to review the errors, as all the rejects and errors must be corrected and payroll
completed for those employees with errors before closing the pay period:

Background processing:
When the pay area has a large number of employees, you will run payroll for a period in the
background. This means you will setup the job to run in the background for faster processing and
less resource requirement on the system.
From the menu, select Program  Execute in Background:
In the next screen please enter your preferred printer if it doesn't default based on your user settings.
Also ensure the output is setup for spool and not direct printing. This is required because once the
job will complete in the background, the log of the job will be saved in a spool that you will have to
review to ensure no errors or rejected employees exist in the payroll run.

In the next screen you have to specify how do you want to schedule the job. Press Immediate then
Save button:

The bottom of the screen will inform you that the job was scheduled:
To check the status of the job, use transaction SMX or menu path System  Own Jobs:

Your jobs will appear in a screen similar to the below:

Click on the spool to view the
log

The job you are looking for is for program RPCALCK0 which is the payroll driver program for
Canada, that you scheduled to run. Click on the spool icon to see the log of the run:
Click to see
 log
Scroll to the bottom of the list to check if any rejects.

If you see any numbers under "Rejected" or "Total number or messages and error messages" you
will need to review the log as those errors and rejects will be output in the log.

14. Procedural Steps for Running Correction Payroll

15. Access transaction by:
 Method Description

SAP System Human Resources  Payroll Americas _ Canada  Payroll

Menu _ PC00_M99_PA03_CORR - Corrections

Human Resources  Payroll Americas _ Canada  Payroll

_ PC00_M07_CALC - Start payroll

Transaction PC00_M99_PA03_CORR - Corrections

Code PC00_M07_CALC - Start payroll
PA03

16.
Payroll must be complete for all employees in a payroll area. If errors are encountered, those
employees will be rejected and added to the "Incorrect personnel numbers" at the control record
level of the payroll area. These can be reviewed in the control record as follows:
Transaction PA03:

Click Display
To review the list of incorrect personnel numbers use Menu path Goto  Incorrect Pers. nos OR use

button

The incorrect personnel numbers will be displayed as follows:

You cannot complete payroll for a period until all employees in that pay area are accounted for the
period.
At this stage, either master data or system issues have to be corrected. If master data has to be
corrected, then the lock must be removed by releasing the control record for corrections.

Release for correction from SAP menu:

You can do the same from transaction PA03:

Click on "Rel. f. Correction" and wait for green checkmark
appears

Green check mark indicates Correction mode is set. Press

Save
Make the necessary corrections.
Once all corrections are made, you must re-run payroll or only run payroll for the corrected
employees. To re-run payroll use the instructions at the prior section.
To run only the corrected employees use the next steps.
Payroll must be in "released for payroll mode" prior to running either correction run or payroll run.
Payroll must be in "released for payroll mode" prior to running this step
To run Matchcode W (only corrected employees), open the payroll driver (transaction
PC00_M07_CALC - Start payroll).
Click Search helps to select W-Payroll correction
run
All the selection is the same as for regular payroll run with one exception: On "Search helps" button
you will select W - Payroll correction run:
Scroll down and select W-Payroll correction
run
Once you selected the correction run, in the next window just press enter, you don't have to enter
any personnel numbers:

The Search Helps button will have a green light indicating there is a filter
 set:
Payroll driver will only select the corrected employees (from the control record) and process them.
The rest of the employees in the payroll area have a correct payroll result.
Any employees changed during the correction mode, either the rejected ones or employees who
were modified, will be added to the correction list and will be processed when you are running
payroll correction run.
Payroll is now complete.
Before exiting the payroll period, you must simulate posting to FI and Pre-DME to ensure there are
no errors.
The next step is to Exit payroll to be ready for subsequent activities.

17. Procedural Steps for Exiting Payroll

18. Access transaction by:
Method Description

SAP System Human Resources  Payroll Americas _ Canada  Payroll

Menu _ PC00_M99_PA03_END - Exit payroll
 Method Description

Transaction PA03 - Payroll control record

Code

19.

Once payroll is complete for all employees in the payroll area, and FI posting simulation/Pre-DME
were run without errors, you are ready to Exit payroll.
An exited pay period can no longer be calculated, it can only be re-calculated in a correction
off-cycle or a future pay period.
Menu:

Confirm the Exit

You can do the same via transaction PA03: