Processing Payroll with Correction Run

Payroll Process (with correction run)

The following process steps describe the payroll process (with correction run) in general:

1. Release payroll
2. Start payroll
3. Run payroll check -- with some error results (matchcode W is set)
4. Corrections

   Payroll results are reviewed and errors are corrected by opening payroll for corrections.

   Once done, the payroll process is started again.

5. Change master data -- to fix the errors
6. Release payroll -- again which increases the run by 1
7. Start payroll -- again only for employees with corrected data (matchcode W)
8. Run payroll check -- with no errors
9. Exit payroll

To implement the individual process steps, you can use transactions that you find in the SAP Easy Access menu, such as Human Resources→Payroll→Country e.g. International. However, during payroll, you have no insight into the current status of the payroll and no other useful information. To do this, you can use the payroll control record (transaction PA03).

A payroll control record is created for each payroll area and displays the status of the payroll (released, open for corrections, exited, or ready to check). The payroll control record controls the payroll process for this specific payroll area.

A payroll control record includes the following functions:

The payroll control record provides additional information regarding the payroll. The icons at the top left of the payroll control record provide the following details regarding the current payroll run:

• Incorrect personnel numbers

  Select this icon to display a list of employees with errors to be corrected.

• List personnel numbers

  Select this icon to display a list of all employees assigned to the payroll area.

• Locked personnel numbers

  An employee's record is locked when payroll is released, than individual is skipped during payroll processing. Select this icon to view a list of locked employees.

Additional areas on the payroll control record include the following:

• Payroll period

  The payroll period section of the control record provides the exact dates of the last completed payroll.

• Run

  You can run payroll accounting several times for each payroll period and area. This can be necessary if master data has been corrected. Each payroll run in a period increments the payroll number by one. The maximum number is 99.

• Earliest retro accounting period

  The earliest retro accounting period is a mandatory field, which controls how far in the past payroll can be processed for employees assigned to the payroll area. This is one of two fields, which have an impact on retroactive payroll. The other field, which can impact retroactive adjustments is found on the Payroll Status infotype (0003) at the employee level. This is not a mandatory field and can be left blank. If dates are recorded on both the payroll control record for the payroll area and the payroll status infotype for an employee assigned to that payroll area, payroll retroactivity is processed back to the most recent date.

In a live payroll run, the system determines the payroll period. The last period to be included in a payroll run is stored in the payroll control record for each payroll area. The current payroll period is the last period to be included in a payroll run, plus one.

The payroll log has a table of contents in the form of a tree structure. You can access specific detailed information from the nodes in the tree structure. Detailed headers enable you to search successfully for errors and facilitate navigation within the log information. You can select to display or hide individual tree structure nodes.

1. To start the payroll simulation, on the SAP Easy Access screen, choose Human Resources→Payroll→Country e.g. International→Payroll→Start Payrollor use the transaction PC00_M99_CALC

   The number in the transaction after the 'M' stands for the personnel country/region grouping. In this example, the value is 99 that stands for 'International'. You access the initial screen of the payroll program.

2. Enter the following data and choose Execute:
   1. Payroll area
   2. Period
   3. Payroll schema
   4. Forced retro.accounting as of
   5. Display Log

Occasionally errors occur in payroll accounting.

How does payroll and the entire payroll process handle this? How does a clerk know that data must be corrected? How to repeat payroll only for the people whose data has been corrected?

This process is described as follows:

You can release and start the payroll.

During the payroll run, the system recognizes any errors in master data and time data. This could mean that data is missing or incorrect. Payroll can be run successfully for error-free personnel numbers. A correction indicator is assigned in the Payroll Status infotype (0003) to personnel numbers with errors (match code W). Personnel numbers with errors are listed in the payroll log. You can also call up and print these personnel numbers using the control record.

After setting the Corrections process step, you can correct the errors in the master data and time data.

Once the payroll errors have been corrected, you can repeat the payroll run. This time run payroll using the Search Help functionality (Payroll correction run: match code W). This ensures that only the personnel numbers that have a correction indicator assigned to them in the Payroll Status infotype (0003) are selected.

Payroll can only be ended when all personnel numbers have been billed without errors. This can require several runs and loops.

SAP Payroll enables you to create remuneration statements for your employees. The remuneration statement clearly lists all payments and deductions used in the payroll run for an employee.

The remuneration statement is usually created after a payroll run and before the net pay amount is transferred to the bank. To access a remuneration statement, you can use the following path in the SAP Easy Access menu:

Human Resources→Payroll→<Country e.g. International >→Payroll→Remuneration statement

Alternatively, employees can use employee self-service to view their remuneration statement.

All subsequent activities take place when the payroll run, remuneration statement, and wage and salary transfer activities are completed.