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56321818 sap-hr-stepwise-screen-shots

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56321818 sap-hr-stepwise-screen-shots

  1. 1. USER MANUAL - SAP HRThe first step in the HR is Hiring an Employee, secondly maintenance of the hired employee,thirdly relieving action and lastly running the payroll.1. Hiring of an EmployeeEnter - TCODE (Transaction Code pa40)Menu Path:Human Resource → Personnel Management → Administration → HR Master Data →Personnel Action:Select Action Type – Hiring and then press F8 (Execute) 1
  2. 2. • Mention the Start date (Date of Joining and To Date to be 31.12.1999)• Organization AssignmentTo Check whether the position already exists or a new one has to be created kindly follow thebelow stepsType Tcode: PPOM_OLD 2
  3. 3. Right Click and Select the Organizational Unit as already created and enter 3
  4. 4. Check by right clicking the particular unit and see whether there is a position with the samename already available (for the new employee who is getting hired) if so Press F7 and Assignthe holder. Else, Select a Department & Press F8 to create a Position. 4
  5. 5. 5
  6. 6. Select PositionMention the Position in Abbreviation and Full description and save the same a new positionwill be created and seen in the Log Tree. Once the position is created you can assign theholder in Action Info type 0000 or in the 0001 [org assignment]. o Personnel Area : 1BAN o Employee Group: 1 (Active) or (9) External Employee. Or Any o Employee Subgroup : Subgroup accordingly Eg: 01-Manager C 03 -Executive 10 -Traniee 13 -Manager D 18 - Workmen Press Cltr+S (Record gets created) 6
  7. 7. 2. The next screen is Personal Data InformationAll the boxes that have a tick mark are mandatory columns that needs to be filled and if anyother information is available could also be entered and then save the entry by pressingCltr+S. 7
  8. 8. 3. Create Organizational AssignmentKindly check and enter the following boxesSubarea : Eg: 1BAN,1GUR,1PUN etc., as it is already createdPay.area : Eg: CS.CD,CW etc., and save the entry by pressing Cltr+S.Next:Click on: 1 Permanent Address and enterThe screen display as create Address 8
  9. 9. 4. Create AddressThe Address should be entered and again ticked box is a mandatory column. Press Cltr+S tosave the entry. 9
  10. 10. 5. Create Planned Working TimeKindly checkWork Schedule rule : GENSHIFTTime Mgmt Status : 9 -Time Evaluation of planned times (Full time employee/Part time Employee) and enter 3 times all the information will comeEmployment Percent: 100Daily Working hours : 8.5Weekly working hours 42.50Monthly working Hrs 184.17Annual Working hours 2210Weekly workdays 5 / for workmen 6 days a weekThese information is already updated in the system but just have a check by seeing the startdate. And press enter you will get the details check the details and enter - Press Cltr+S tosave the entry 10
  11. 11. 6. Create Basic PayPlease mention Group as EE (as per the position) and Level as per the grade and then pressenter you get the below screen wherein few wage types already prop and the information hasto be entered.The Wage Types which are mandatory to be entered• 1000 : BASIC SALARY• 1040 : SPECIAL ALLOCANCE• 1200 : MEDICAL ALLOWANCE• 1020 : HOUSE RENT ALLOWANCE• 1030 : CONVEYANCE ALLOWANCE(Wage Types 1020,1030 will be asked for once the Income Tax Info types are entered e.g.Info types 581 & 583 respectively) If these entries are made even though they are notautomatically displayed these particulars break up are taken twice (Doubly accounted forsalary). 11
  12. 12. 7. Create Bank DetailsIn Case the person has to be given cheque with the Bank Name and Account Number entriesfor Bank Key and Bank Account has to be made and Payment method to be selected as P(Bank Transfer) Else, leave the Bank Key and Bank Account blank and Method to be selected( ) Cash Payment, Else, if the employee is getting through cheque payment select as CNote: Bank Key has been created for few banks, if a new bank has be added → go to SM30and enter ZBANK_DETAILS and press maintain and enter the Bank Name, Branch Name andBank MIRC Code.After necessary information save the entry by pressing Cltr+S 12
  13. 13. 8. Create the Contract Element:The default screen will appear and start date and end date and other personal details ofemployee, in the contractual regulations you can choose either permanent, Trainee, Longterm temporary, or external contractors and in the periods as per your company rule if 6months select 6 months or 3 months and press Ctrl…S and save the next screen displayscreate monitoring of tasks – the task of expiry of probation, here you can mention thereminder date before the expiry of the contract, Eg: one week before (25.08.2008) the belowscreen will appear press Ctrl…S and save the screen 13
  14. 14. 9. Create Absence QuotasThis above screen can be ignored and exist the screen by Pressing F12 14
  15. 15. These above steps completes the Hiring Action and the employee hired is assigned anemployee number.After hiring an employee the next action is maintaining the Employee. To get into thisactivity the Tcode to be mentioned is PA 30.Give the Personnel Number of the employee hiredNow the Income Tax related Infotypes have to be entered and are mandatory (Kindly collectthe Income Tax Declaration Sheet from the Employees before and so that these entries canbe done before running the payroll). These infotypes have to entered under the head DirectSelection * InfotypeDetails of Infotype (580-588) Kindly enter the following infotypes and Press F5 to create(These are all one time enteries)• 580: Previous Employment Tax Details ( If a person has joined the organization in between a Financial Year and has the Tax deducted details from his earlier employer and wants the same to be considered in our company and merged for IT Calculation the same has to be entered) 15
  16. 16. • 581 – Housing (HRA/CLA/COA) and is applicable if a person has declared payment of House Rent the amount has to be entered in the box Rent AmountEnter some amount and press Ctrl S it will take you to the screen infotype 008 to enter theHRA amt and save the IT 0008 16
  17. 17. • IT 582 : Medical Allowance and Sty as MDAAllowed Exemption Amount to be entered as 15000/- and save the entry 17
  18. 18. • 583 : Car & ConveyanceSelect Conveyance Type as No Vehicle and save the entry, if the employee is applicable. 18
  19. 19. • 584 : Income from Other Sources Sty (sub type to be selected) 0001 : House Property (If a person has declared Housing Loan details) 0002 : Other Sources (In case of any other income)Interest Limit for Housing Loan is standard Rs.1500000/- whereas the Housing LoanRepayment should be entered under deduction details for the amount given by the employee. 19
  20. 20. • 585 : Deductions under section 80If the employee contribution is their mention amount for the respective field and Save theinfotype. 20
  21. 21. • 586 : Investments under section 80C to be entered and savedEnter the amount which were it pertains to the employee respectively and save thescreen.• 587 : PF Contribution 21
  22. 22. For Bangalore employee PF Trust id is VDO1, and for Gurgaon is VDO 2 and enter thepension number tick the pension contribution box and save the screen• 588 : Other Statutory Deductions Select Sty: 0003 (Professional Tax) – Tick the Eligible for P Tax 0002 (Labour Welfare Fund Only once in a year in the month of Dec) 0001 (ESI (Employees State Insurance) 22
  23. 23. If eligible for professional tax maintain other wise not to be maintained.Press Ctrl…. S and save the screen 23
  24. 24. Contribution applies to the employee tick the contribution to LWF.Press Ctrl…. S and save the screen 24
  25. 25. Enter the ESI no……… Press Ctrl…. S and save the screenNote: that entry of Infotype 0021(Family Member/Dependents) is entered so that the a personavailing the Children Education exemption is correctly taken for IT exemptions 25
  26. 26. Sty to be selected is 2 (Child) 26
  27. 27. Enter the mandatory columns like Start Date (That should be the Start of Financial Year date01.04.2008), Child No., First Name, Last Name, and Date of Birth and on completion save theentries.This completes the pa30 action. 27
  28. 28. Relieving an EmployeeGo to main Screen and enter the (Tcode pa40) mention the Personnel No. of the personto be relieved and the Action Type to be selected is LeavingPress F8 (Execute) 28
  29. 29. Next Screen is Copy ActionMention the date of Relief (i.e. Date of Leaving) in the Start Date and save the entry. 29
  30. 30. The next step is to run the payroll and check for correctness of the salaries of eachemployee the procedure for the same is as follows :Go to Tcode : pa03Enter the payroll area of the unit for which the pay is to be run and press F6 and then you seea screen 30
  31. 31. The steps to go about is1. Release for Payroll2. Release for Correction3. Check Payroll Results4. Exit PayrollPoint 1. As mentioned above is when the salary has to be run for a particular unit and checkedPoint 2. Any corrections to be made in the data entered for an employee.Point 3. Payroll results can be checkedPoint 4. Exit Payroll is the last step wherein after the final live run of payroll is done the dataof salary for the particular and previous months cannot be altered. So we need to be carefulby exiting a payroll.However, coordinators will be only doing the test run. 31
  32. 32. Finally, once the Release for payroll is selected save and go back to the main screen andmention the Tcode as PC00_M40_CALCIn the Payroll Driver screen the entries to be made are Payroll areaCurrent Period (In the beginning of the Financial Year i.e., for the month of April 2008)The count of months in SAP is taken from 1-12 (April – March) so after the 1 st month we needto select other period and mention 2, 3 etc., followed by the year. (For e.g., 03 2008) for themonth of June 2008)Payroll Area under the head Selection to be mentioned.Under General Program ControlSchema to be mentioned as ZN00Test Run should be ticked while checking the Unit Wise payroll of any particular month.Remuneration Statement parameters:Leave it as default – No remun. statementThen Execute (Press F8) 32
  33. 33. You get the above screen wherein a selected unit’s payroll log is displayed.After checking all the output, and run the live payroll run.With the above step the payrun is complete.Use T Code: ZPAYSLIP to take the salary slip for all the employees.After the successful run of the payroll the next step is posting payroll processUse the T code PC00_M99_CIPE. 33
  34. 34. First run in the simulation run and check the document error free message.Click on document overview and note the document no. and back to the screen and removethe s and enter P for live posting 34
  35. 35. 1st Step35
  36. 36. 36
  37. 37. 2nd Step1st step Flag the Live Posting 2nd Step Post Documentrun and Post it 37
  38. 38. 38
  39. 39. General Icons and their description Icons Description Continue Enter Save Back Exit Cancel Date and preview period Goto Create Copy Change Display Delimit info type Schedule Delete Maintain overview In descending order In ascending order One level up Expand node Collapse node Display evaluation path Column configuration 39
  40. 40. Icons Description Display periods Display <-> Change Refresh Unrelated objects Icon list/Legend Insert line Delete line Replace Move… Change sequenceTransaction Codes List for taking Reports: 1. PC00_M40_PFY → Provident Fund 2. PC00_M40_F16 → FORM 16 Income tax 3. PC00_M40_F24 → Form 21 4. PC00_M40_F217 → Form 217 5. PC00_M40_GRY → Gratuity 6. PC00_M40_PTX → Professional Tax 7. PC00_M40_ESIF → Employee State Insurance 8. PC00_M40_LWF → Labour Welfare Fund 9. PC00_M99_CWTR → Wage type report 10. PC00_M99_CLSTR → Pay result.(RT table) Development Reports: 1. ZPAYSLIP → Pay slip 2. ZHR_CASH → Cash Report 3. ZHR_CASH_CHEQUE → Cash Report 4. ZHR_CHEQUE → Cheque Payment Report 5. ZHR_DELETING_PERSONNEL → Recording For Deleting Personnel Number 6. ZHR_ECS → HR_PY: ZHR_ECS ( Bank Transfer) 7. ZHR_SAL_REG → Salary Register 8. ZTAX → Income Tax Report. 40
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