Setting Up Payroll Integration

Objective

After completing this lesson, you will be able to set up Payroll Integration

Payroll Integration

Overview

After Financial Posting has been configured and run successfully, the next step is to configure Payroll Integration. This is the process that will automatically post expense reports to the customer's SAP Payroll system once the Financial Posting process has been completed.

The Payroll Integration process must be used in conjunction with the Financial Posting process. It cannot be used on its own.

Remember that this process is enabled by Expense Group within SAP Concur. This allows customers to control which user's payroll data does and does not import automatically to SAP.

During Implementation, it is a good practice to set up Payroll Integration in three phases:

  1. Manual Import is turned on. This enables the customer to test the process on a controlled set of a few financial documents of their choosing. They can use the information gathered during this time to test specific scenarios and design any additional processes they need.
  2. Automatic Import is turned on with a frequent schedule. Once the initial testing is done, many customers turn on the automatic schedule with a very frequent schedule, such as once per hour. This helps to make sure that they always have test data to analyze.
  3. Automatic Import is turned on with their regular schedule. Once the customer is ready to go live, it is best practice to set the schedule to what they want for the long term, such as once per day.

Note

This only applies to those customers that opt to pay their employees' out-of-pocket expenses through their SAP Payroll system. This setup is not required for customers that choose to reimburse those expenses through any other means.

Process

Now, let's take a moment to review the process of setting up and running Payroll Integration. You will help the customer set up and run the integration, but they are responsible for ongoing use of the tools.

Configuring Payroll Integration

Just like in Financial Posting, you can run the process one step at a time or in one step. This demo will show how to process Payroll Integration in one step.

Steps

  1. Set Up the Import

    Navigating to the Set Up Import page.
    1. Select the appropriate connection.
    2. Select Set Up Import from the Payroll dropdown.

  2. Review the Instructions

    Reviewing the instructions and navigating to the first step.

    The left side of the Setting Up the Payroll Import window displays a high-level overview of the steps that will be completed.

    The right side displays any instructions and other information necessary to complete this screen.

    Select the Continue button.

  3. Define General Settings

    Completing the first step and navigating to the second step.
    1. Select the Employee Fields option.
    2. Select OrgUnit1 Logical System from the Relevance Filter dropdown.
    3. Select the Default Logical System button.
    4. Select the Continuebutton.

  4. Define Posting Settings

    Completing the second step and navigating to the third step.
    1. Select the Relevance Date. You can choose Today, Expense Report Start Date, Expense Report End Date, Concur Payment Processing Date, Concur User Defined Date, and Concur Submit Date.
    2. Select OrgUnit2 Company Code from the Company Code field.
    3. Select the Continue button.

  5. Define Import Scheduling

    Completing the third step and navigating to the fourth step.
    1. Select Manual Import.
    2. Select the Continue button.

    Note

    Manual Import is the recommended option during the initial testing phase. Once that testing is successfully completed, you can change it to Automatic Import.

  6. Complete the Configuration

    Reviewing the settings and completing the process.

    Review the selected options and select the Complete button.

  7. Start the Import Process

    Opening the Concur Documents page.
    1. Select the appropriate connection.
    2. Select Concur Documents from the Payroll dropdown.

  8. Import the Document

    Opening the Import Documents from Queue dialog.

    Select Feedback Loop→Step-by-Step→Import Documents from Queue.

  9. Enter a Report ID

    Completing the form and starting the process.
    1. Select Payroll Document from the Document Type dropdown.
    2. Select Single Document.
    3. Type the Report ID of an eligible expense report in the Document ID field.
    4. Select the Enter button.

    Note

    The Report ID you enter here must be for an expense report that has already completed the Financial Posting process.

  10. Run the Process

    Running the process.

    Select Start for Selected from the Feedback Loop dropdown.

  11. Review the Document

    Reviewing the status for all steps.
    1. Notice that the Document Status is set to Successful and the Acknowledgement Sent and Confirmation Sent checkboxes are both selected.
    2. Optional: Just like in Financial Posting, you can use the options in the Display dropdown to review more details about the document and process.

Result

Financial Posting has now been run for one expense report, and each step of the process is working when run as one process.

You can now change the import to run on a regular schedule to facilitate faster testing.

Set Up the Payroll Integration

Follow the simulation directions below to practice setting up Payroll Integration.

ExerciseStart Exercise

Summary

Let's Summarize What You've Learned:

  • Payroll Integration automatically posts expense reports to SAP Payroll after Financial Posting is completed.
  • The process is enabled by Expense Group and must be used with Financial Posting.
  • Implementation is recommended in three phases: Manual Import, frequent Automatic Import, and regular schedule.
  • Configuration includes setting import options, defining general and posting settings, and scheduling imports.
  • Manual Import is recommended for initial testing before switching to Automatic Import for ongoing use.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn