Payroll Training Manual - en V1.0

ITQAN SAP Human Capital Management
(SAP HCM)
Payroll
Training Manual
1. INTRODUCTION......................................................................................................................................... 1
2. TRAINING OBJECTIVES............................................................................................................................... 1
2.1. TARGET AUDIENCE......................................................................................................................................1
2.2. RELATED BUSINESS PROCESS ......................................................................................................................1
2.3. PROCEDURES EXECUTION ...........................................................................................................................2
3. PAYROLL PROCESSES ................................................................................................................................. 3

3.1. CREATE BASIC PAY ......................................................................................................................................3
3.2. CHANGE BASIC PAY ...................................................................................................................................12
3.3. DISPLAY BASIC PAY....................................................................................................................................16
3.4. CREATE RECURRING PAYMENTS/DEDUCTIONS (INFOTYPE 2010) ............................................................19
3.5. CHANGE RECURRING PAYMENTS/DEDUCTIONS.......................................................................................23
3.6. DELIMITING RECURRING PAYMENTS/DEDUCTIONS .................................................................................26
3.7. CREATE ADDITIONAL PAYMENTS ..............................................................................................................29
3.8. CHANGE ADDITIONAL PAYMENTS ............................................................................................................33
3.9. DISPLAY ADDITIONAL PAYMENTS .............................................................................................................37
3.10. CREATE REMUNERATION AND INFORMATION (INFOTYPE 2010) .............................................................39
3.11. EXECUTE OFF-CYCLE PAYROLL RUN ..........................................................................................................43
3.12. FAST ENTRY ...............................................................................................................................................47
3.13. STOP EMPLOYEE PAYROLL ........................................................................................................................54
3.14. RESUME EMPLOYEE PAYROLL ...................................................................................................................57
3.15. PAYROLL SIMULATION ..............................................................................................................................60
3.16. RELEASE PAYROLL .....................................................................................................................................71
3.17. EXECUTE ACTUAL PAYROLL RUN ...............................................................................................................78
3.18. CHECK PAYROLL RESULT ...........................................................................................................................85
3.19. EXIT PAYROLL ............................................................................................................................................94
3.20. PER DEM .................................................................................................................................................101
3.21. POSTING TO ACCOUNTING .....................................................................................................................112
3.22. DISPLAY POSTING RUNS & TRANSFER DATA TO SAGE.............................................................................118
Page 1 of 121 SAP HCM PY TRAINING MANUAL

1. INTRODUCTION
SAP HR Payroll Module will be used to calculate the remuneration for work performed by WFI
employees. The pay structure of WFI and permissibility of allowances and deductions for
individual employee will form the framework and inputs for the calculation of payroll payments
and deductions for WFI employees.
Following are some topics used in Payroll:
 Simulating and executing actual payroll
 Correcting payroll run
 Displaying payroll results
 Displaying remunerations
2. TRAINING OBJECTIVES
Upon completion of this course, process user will be familiar with the following activities:
 Entering payroll data
 Simulating and executing actual payroll
 Correcting payroll run
 Displaying payroll results
 Displaying remunerations
 Posting payroll results
2.1. TARGET AUDIENCE
Key/process users of Payroll
2.2. RELATED BUSINESS PROCESS

Wage Type
All the Payroll payments and deductions being used by WFI will be configured as wage types in
SAP HR Module. A wage type will be a four digit alphanumeric key.
Primary Wage Type

WFI specific wage types representing all the WFI payroll payments and deductions will be called
Primary Wage Types.
Secondary Wage Type

Some wage types will automatically be created by SAP during the actual payroll run for
accumulation of several primary wage types like employee gross pay and net bank transfer
etc. these will be called the secondary wage types. These wag types start with ‘/’

Payroll Period
A Payroll Period will be the date interval for which the employee is compensated in a Payroll
run. The Payroll Period will be on the basis of calendar month as Payroll will be run on
monthly basis.
Payscale type
The payscale type defines the category of employees for whom payroll is valid. Payscale type
for WFI are:
Pay Scale Type Pay Scale Type Text

01 Saudi Salary Scale
02 Non – Saudi Salary Scale
C1 Contractor Salary Scale
T1 Trainee Salary Scale
Payscale Area
The payscale area is defined as a generic category for which payroll is valid. Payscale Area for
WFI are;
Pay Scale Area Pay Scale Area Text
K KSA
Payscale Group
A payscale group is a criterion used for grading job evaluation. A payscale group is divided up
into several payscale levels.
Payscale Level
The pay scale level is a criterion for job evaluation within the pay scale group.
Retroactive Accounting
Retroactive accounting will automatically calculate the changes made in past, up to a certain
date, entered in the system, for periods whose payroll has been run, and will bring the impact
to the results of the current month.
Posting to Accounting
Posting to Accounting will transfer the Payroll results automatically to SAP FI /CO. Currently as
FI/CO is not fully functional so for transition period payroll results will be post to SAGE system
using customize interface between SAP and SAGE. Details are covered later in this document.
2.3. PROCEDURES EXECUTION (Tips and Tricks)

 Use CHECK mark or press ENTER key to refresh screen.
 Save [Ctrl +S]: allow you to save the data added or changed.
 Back [F3]: allow you to go back to the previous screen.
 Cancel [Shift + F2]: allow you to cancel the current action being performed.
 Exit [Shift + F3]: allow you to return to the main menu.

3. PAYROLL PROCESSES
3.1. CREATE BASIC PAY

SCENARIO
The scenario here is to get understand how you can create Basic pay please follow the below
steps:
PROCESS DETAILS
Human resources  Personnel Management Administration HR

PROCESS
Master Data Maintain
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
1. pa30 is now entered in the Transaction box.
Step Action
2. The Personnel no. field is filled out.

Step Action
3. The Infotype field is filled out.
Step Action
4. Click Create .

Step Action
5. The Start field is filled out.
Step Action
6. Clicking Input Help PS type opens a drop-down list with valid values.

Step Action
7. Saudi Salary Scale is double-clicked.
Step Action
8. Clicking Input Help PS Area opens a drop-down list with valid values.

Step Action
9. Clicking Input Help PS group opens a drop-down list with valid values.
Step Action
10. Clicking Input Help PS group opens a drop-down list with valid values.

Step Action
11. 31.12.9999 is double-clicked.
Step Action
12. The Wage Type field is filled out.

Step Action

Step Action

Step Action
15. The Amount field is filled out.
Step Action
16. Click Save .

3.2. CHANGE BASIC PAY
SCENARIO
The scenario here is to get understand how you can change Basic pay please follow the below
steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Change .

Step Action
5. The PS level field is filled out.
Step Action

Step Action
7. Click Save .

3.3. DISPLAY BASIC PAY
SCENARIO
The scenario here is to get understand how you can display Basic pay please follow the below
steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Display .

Step Action
5. Click Back . To return

3.4. CREATE RECURRING PAYMENTS/DEDUCTIONS
SCENARIO
The scenario here to get understand how you can create Recurring Payments/Deductions
(Infotype 2010) (Also Known As Overtime) please follow the below steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Create .

Step Action
5. The Start field is filled out.
Step Action
6. Clicking Input Help Wage Type opens a drop-down list with valid values.
Step Action
7. Fixed Over time is double-clicked.

Step Action
Step Action
9. Click Save .

3.5. CHANGE RECURRING PAYMENTS/DEDUCTIONS
SCENARIO
The scenario here to get understand how you can Change Recurring Payments/Deductions
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Change .

Step Action
Step Action
6. Click Save .

3.6. DELIMITING RECURRING PAYMENTS/DEDUCTIONS
SCENARIO
The scenario here to get understand how you can Delimit Recurring Payments/Deductions
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Delimit .

Step Action
5. The Delimit.Date field is filled out.
Step Action
6. Click .
Step Action
7. Click Delimit .

3.7. CREATE ADDITIONAL PAYMENTS
SCENARIO
The scenario here to get understand how you can create Additional payments please follow the
below steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Create .

Step Action
Step Action
6. is double-clicked.

Step Action
Step Action
8. The Date of origin field is filled out.
Step Action
9. Click Save .

3.8. CHANGE ADDITIONAL PAYMENTS
SCENARIO
The scenario here to get understand how you can change Additional payments please follow
the below steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Change .

Step Action
Step Action

Step Action
Step Action
8. Click Save .

3.9. DISPLAY ADDITIONAL PAYMENTS
SCENARIO
The scenario here to get understand how you can display Additional payments please follow
the below steps:
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Display .

3.10. CREATE REMUNERATION AND INFORMATION (INFOTYPE 2010)
SCENARIO
The scenario here to get understand how you can create remuneration (infotype overtime
2010) please follow the below steps :
PROCESS DETAILS

PROCESS
TRANSACTION
PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Create .

Step Action
5. Clicking Input Help Wage type opens a drop-down list with valid values.
Step Action
6. OverTime 1.5 is double-clicked.
Step Action
7. The Number of hours field is filled out.

Step Action
8. Clicking the Number/unit field activates it.
Step Action
9. Click Save .

3.11. EXECUTE OFF-CYCLE PAYROLL RUN
SCENARIO
The scenario here is to get understand how you can Execute Off-cycle payroll please follow the
below steps:
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia Payroll 

PROCESS
PC00_M24_CALC
TRANSACTION
PC00_M24_CALC
CODE
PROCEDURE
Step Action
1. Clicking the Open folder icon opens the folder Human Resources.

Step Action
2. Clicking the Open folder icon opens the folder Payroll.

Step Action
3. Payroll Calculation is double-clicked.

Field
Field Name R/O/C User Action / Values Comments
Description
Payroll area R Enter data
Personal Enter employee number for whom you want to
O
number make off Cycle payment.
Payroll
R Select option
reason
Off-cycle payroll: [A] [DD.MM.YYYY] remember
Off-cycle to input the same date as the date you gave the
R
payroll employee advance salary payment in Infotype
0267.
Payroll
R Enter ZSA0
schema
The “Test Run” box should be unchecked to
Test Run O allow for actual off cycle payroll run to be
performed.
Display Log O Check “Display log” to enable payroll log
Click on (F8) to execute the off-cycle run.

Further processing of off-cycle run is same as regular run so please refer to “Execute Payroll”
section for details.

3.12. FAST ENTRY
SCENARIO
The scenario here to get understand how you can use the fast entry for enter the data to many
employees in same screen please follow the below steps:
PROCESS DETAILS

PROCESS
Master Data Fast Entry
TRANSACTION
PA70
CODE
PROCEDURE
Step Action
Step Action
2. Today is now selected.

Step Action
Step Action
4. Clicking the STy field activates it.

Step Action
5. Clicking Input Help STy opens a drop-down list with valid values.
Step Action

Step Action
7. Click Create .
Step Action
8. The Personnel number field is filled out.
Step Action

Step Action
Step Action

Step Action
Step Action
Step Action

Step Action
Step Action
16. Click Save .

3.13. STOP EMPLOYEE PAYROLL
SCENARIO
The scenario here to get understand how you can Stop employee payroll please follow the
below steps:
PROCESS DETAILS

PROCESS Master Data Maintain
TRANSACTION PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Change .

Step Action
5. Pers.no.locked check box is selected.

3.14. RESUME EMPLOYEE PAYROLL
SCENARIO
The scenario here to get understand how you can Stop and Resume employee payroll please
follow the below steps:
PROCESS DETAILS

PROCESS Master Data Maintain
TRANSACTION PA30
CODE
PROCEDURE
Step Action
Step Action

Step Action
Step Action
4. Click Change .

Step Action
5. Click Pers.no.locked .

3.15. PAYROLL SIMULATION
SCENARIO
You can simulate (test run) payroll for individual employees before performing the regular
payroll run for all the employees in your enterprise. This is, for example, a good idea, if you
have made complex changes to an employee’s master data, which may lead to far-reaching
changes in his or her payroll results. In this way, you recognize sources of errors in time to make
corrections before the regular payroll run. You can even simulate payroll for individual
employees at any time during the regular payroll process, in order to trace the cause of any
errors.
PROCESS DETAILS

PROCESS PC00_M24_CALC_SIMU
TRANSACTION PC00_M24_CALC _SIMU(Simulation)

CODE
PROCEDURE
Step Action

Step Action

Step Action
3. Clicking the Open folder icon opens the folder Asia/Pacific.

Step Action
4. Clicking the Open folder icon opens the folder Saudi Arabia.

Step Action

Step Action
6. Simulation is double-clicked.

Step Action
7. Clicking Input Help Payroll area opens a drop-down list with valid values.
Step Action
8. Poultry - Monthly is double-clicked.

Step Action
9. The Personnel Number field is filled out.
Step Action
10. The Payroll area field is filled out.

Step Action
11. Poultry - Monthly is double-clicked.
Step Action
12. Click Execute .

Step Action
Click SA103*****
ERROR
13.
This is the when we faced Error

Step Action
14. Change the Schema and Click Execute .

3.16. RELEASE PAYROLL
SCENARIO
When you want to execute actual payroll run, you must release payroll area to lock the master
data changes. The easiest way to do so is to use the relevant payroll control record.
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia Payroll 

PROCESS
PC00_M99_PA03_RELEA- Release Payroll
TRANSACTION
PC00_M99_PA03_RELEA
CODE
PROCEDURE
Step Action
1. Double-clicking on the 'Open folder' icon opens the folder Human Resources.

Step Action
2. Double-clicking on the 'Open folder' icon opens the folder Payroll.

Step Action
3. Double-clicking on the 'Open folder' icon opens the folder Asia/Pacific.

Step Action
4. Double-clicking on the 'Open folder' icon opens the folder Saudi Arabia.

Step Action
5. Clicking the Open folder icon opens the folder Payroll

Step Action
6. Release payroll is double-clicked.
Step Action

Step Action
8. Click Continue .
Step Action
9. Enter is now pressed.

3.17. EXECUTE ACTUAL PAYROLL RUN
SCENARIO
The system performs payroll run. If errors occur, you will get a list with the relevant error
messages after payroll. Use the error messages to check whether personnel numbers have
been rejected or not selected. Before executing actual payroll run master data related to salary
should be maintained for all employees and Payroll control record should be released for
payroll for that period.
PROCESS DETAILS

PROCESS
PC00_M24_CALC – Payroll Calculation
TRANSACTION
PC00_M24_CALC (Payroll Calculation)
CODE
PROCEDURE

Field Name Field Description R/O/C User Action / Values
Enter payroll area for Enter/select Payroll Area.
Payroll area R
determining payroll period.
Choose current period to run Select the required option
Current Period / payroll for current month and
R
Other period choose other period to run
payroll for any other period.
Select data, In ‘Selection’
Enter a personnel number in If selection is to be made based
Personnel the first entry field. If you keep
O on personnel numbers, click on
Number this field blank, the system will
run payroll for all employees or press “F4”
Following screen will appear

Note: In this screen, you can enter one or multiple single values in ‘Select Single Values’ tab,
one or multiple ranges in ‘Select Ranges’ tab, one or multiple exclusion values in ‘Exclude Single
Values’ tab and one or multiple exclusion ranges in ‘Exclude Ranges’ tab. Click on Execute
(F8) after entering values.
R/O
Field Name Field Description User Action / Values Comments
/C
Enter payroll Enter/Select Payroll Area
area for the
Payroll area employees for R
whom the payroll
is to run.
Enter payroll Enter “ZSA0”

schema defined
Payroll schema R
for the payroll
run.
This field must be uncheck for

Test Run Simulation Run O actual payroll run.
Flag the “display log”

check box to get
Display Log
payroll log after
simulation run.

If errors occur, the following screen will appear
This screen shows the summary of the run and also highlights the personnel numbers that have
been rejected along with the error message itself.

If no errors found, following screen appears
Click on the node “Successful personnel numbers” to expand to payroll result log.
Sign shows that the node could be further expanded.

Click on the employee number, date, final processing and then double click the last node
“Exprt” to check payroll log as shown below in the screen shot.
Double click the “EXPRT” to see the Result Table “RT” for payroll results.

3.18. CHECK PAYROLL RESULT
SCENARIO
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia  Tools

PROCESS
Display results
TRANSACTION
PC_PAYRESULT
CODE
PROCEDURE
Step Action
1. Double-clicking on the 'Open folder' icon opens the folder Human Resources.

Step Action

Step Action

Step Action

Step Action
5. Clicking the Open folder icon opens the folder Tools.

Step Action
6. Display Results is double-clicked.

Step Action
Step Action
8. For-Period is double-clicked.

Step Action
9. Name is double-clicked.
Step Action
10. Click .

3.19. EXIT PAYROLL
SCENARIO
The scenario here we will going to exit payroll after executing the payroll please follow the
below steps:
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia  Payroll

PROCESS
Exit payroll
TRANSACTION PC00_M99_PA03_END
CODE
PROCEDURE
Step Action

Step Action

Step Action

Step Action

Step Action

Step Action
6. Exit payroll is double-clicked.

Step Action
Step Action
8. Click Continue .
Step Action
9. Click Yes .

3.20. PER DEM
SCENARIO
Once payroll is executed and results are verified then bank file can be generated to upload to
bank site for salary payment to employees. This process consists of two step Pre DME Program
and Create DME.
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia  Bank

PROCESS
Transfer  Pre DME Program
TRANSACTION
PC00_M24_CDTA
CODE
PROCEDURE
Step Action

Step Action

Step Action

Step Action

Step Action

Step Action
6. Clicking the Open folder icon opens the folder Bank Transfer.

Step Action
7. Pre. DME Program is double-clicked.

Step Action
Step Action
9. Click Set flag for transfers .

Step Action
10. Click Test .

Step Action
11. Click Execute .
Step Action
12. Click 14033P .

Step Action
13. 14033P is double-clicked.

3.21. POSTING TO ACCOUNTING
SCENARIO
PROCESS DETAILS
PROCESS
TRANSACTION
CODE
PROCEDURE
Step Action
1. Create Posting Run is double-clicked.

Step Action
2. The Personnel Number field is cleared.
Step Action

Step Action
4. Click Output Log .

Step Action
5. The Posting Variant field is cleared.

Step Action
6. Payroll Posting Variant is double-clicked.
Step Action
7. Click Execute .
You can also press F8.
This screen shows the details of the posting run.
You can also, expand the nodes to display the details of expense account and balance sheet
account if required.

You can also view if the “Doc. Creation” has been made successfully or unsuccessfully, for
further details regarding the posting documents you can press the button.
The following screen will appear:
Double click on the document to see further details.
You will be able to see a breakdown of each account and its details.

3.22. DISPLAY POSTING RUNS & TRANSFER DATA TO SAGE
SCENARIO
PROCESS DETAILS
Human resources  Payroll  Asia/Pacific Saudi Arabia

PROCESS Subsequent activitiesPayroll period  Posting to accounting  Edit
Posting run
TRANSACTION
PCP0
CODE
PROCEDURE
The following screen will appear
This screen displays all the posting runs that have been made,

You will select the latest successful posting document by checking off the box on the left most
column and pressing (display settlement documents)
Double click the document following screen will appear.
On this screen you will find “Export to SAGE” button on tool bar to transfer payroll results
to SAGE system. Press this button and you will find the message on status bar on bottom of the
screen.

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ITQAN SAP Human Capital Management

3. PAYROLL PROCESSES ................................................................................................................................. 3

Page 1 of 121 SAP HCM PY TRAINING MANUAL

2.2. RELATED BUSINESS PROCESS

Primary Wage Type

Secondary Wage Type

Page 1 of 121 SAP HCM PY TRAINING MANUAL

Pay Scale Type Pay Scale Type Text

2.3. PROCEDURES EXECUTION (Tips and Tricks)

Page 2 of 121 SAP HCM PY TRAINING MANUAL

3.1. CREATE BASIC PAY

Human resources  Personnel Management Administration HR

1. pa30 is now entered in the Transaction box.

2. The Personnel no. field is filled out.

Page 3 of 121 SAP HCM PY TRAINING MANUAL

3. The Infotype field is filled out.

Page 4 of 121 SAP HCM PY TRAINING MANUAL

5. The Start field is filled out.

Page 5 of 121 SAP HCM PY TRAINING MANUAL

7. Saudi Salary Scale is double-clicked.

Page 6 of 121 SAP HCM PY TRAINING MANUAL

Page 7 of 121 SAP HCM PY TRAINING MANUAL

11. 31.12.9999 is double-clicked.

12. The Wage Type field is filled out.

Page 8 of 121 SAP HCM PY TRAINING MANUAL

13. The Wage Type field is filled out.

Page 9 of 121 SAP HCM PY TRAINING MANUAL

14. The Wage Type field is filled out.

Page 10 of 121 SAP HCM PY TRAINING MANUAL

15. The Amount field is filled out.

16. Click Save .

Page 11 of 121 SAP HCM PY TRAINING MANUAL

Human resources  Personnel Management Administration HR

1. pa30 is now entered in the Transaction box.

2. The Personnel no. field is filled out.

Page 12 of 121 SAP HCM PY TRAINING MANUAL

3. The Infotype field is filled out.

Page 13 of 121 SAP HCM PY TRAINING MANUAL

5. The PS level field is filled out.

6. The Amount field is filled out.

Page 14 of 121 SAP HCM PY TRAINING MANUAL

Page 15 of 121 SAP HCM PY TRAINING MANUAL

Human resources  Personnel Management Administration HR

1. pa30 is now entered in the Transaction box.

2. The Personnel no. field is filled out.

Page 16 of 121 SAP HCM PY TRAINING MANUAL

3. The Infotype field is filled out.

Page 17 of 121 SAP HCM PY TRAINING MANUAL

5. Click Back . To return

Page 18 of 121 SAP HCM PY TRAINING MANUAL

Human resources  Personnel Management Administration HR

1. pa30 is now entered in the Transaction box.

2. The Personnel no. field is filled out.

Page 19 of 121 SAP HCM PY TRAINING MANUAL

3. The Infotype field is filled out.

Page 20 of 121 SAP HCM PY TRAINING MANUAL

5. The Start field is filled out.

7. Fixed Over time is double-clicked.

Page 21 of 121 SAP HCM PY TRAINING MANUAL

8. The Amount field is filled out.

Page 22 of 121 SAP HCM PY TRAINING MANUAL

Human resources  Personnel Management Administration HR

1. pa30 is now entered in the Transaction box.