Entering New Employee Data

Objective

After completing this lesson, you will be able to record information for new employees in the SAP system

Company Structure

To be able to hire employees for your company, you first need to understand the structure of your company.

Your company has different departments, such as sales and purchasing. Each department has employees working in it. These employees hold a variety of positions such as managing director, sales director (one per location), internal sales persons, and purchasers.

Human Resource Data

Your company needs to hire external sales persons.

All the information related to employees in your company is stored in the SAP S/4HANA system. Your company uses master data, time management, payroll, and organizational management to process all information related to these employees.

Employee Information

All the information about a new employee is stored in the HR master data infotypes. This master data is entered into the SAP system.

HR Master Data Infotypes of a New Employee: Additional Information

In addition to the employee’s personal data, the HR master data infotypes include the following information about an employee:

  • Organizational assignment
  • Workplace data
  • Salary amount and type
  • Working time data

To retain the data of a newly hired employee, you can take the details from the employee’s files where all the information about the employee is maintained. You can use a hiring action to input this data to the SAP system.

Note

The master data in SAP Human Capital Management (HCM) is maintained in infotypes. Each infotype stores related information. For example, the Basic pay infotype stores pay elements.

Personnel Actions

You use a personnel action to transfer an employee’s hiring data into the SAP system. A Personnel action is a transaction that helps you record the HR processes such as hiring, promotion, transfer, and termination.

To enter the employee’s data, you use the Personnel Administration menu to access the Personnel Actions screen. You then call the hiring action and enter the new employee’s data. This function automatically takes you through all the infotypes you need to hire an employee.

After you enter all the relevant data for a particular infotype and save your entries, the system automatically takes you to the next input screen. When you complete the hiring action, the system takes you back to the initial Personnel Action screen.

Entry Screens for Hiring

When you are hiring an employee, you use infotypes for a hiring action. The most important infotypes used in a hiring action include the following:

International Infotypes

  • Actions (Infotype 0000)
  • Organizational Assignment (Infotype 0001)
  • Personal data (Infotype 0002)
  • Addresses (Infotype 0006)
  • Planned Working Time (Infotype 0007)
  • Basic Pay (Infotype 0008)
  • Bank Details (Infotype 0009)

Country-Specific Infotypes

  • Tax data

How to Record New Employee Information

DemoStart Demo
DemoStart Demo
DemoStart Demo

Use the Hiring HR305 personnel action to hire the new sales employee.

Steps

  1. On the Personnel Actions screen, use the personnel number 305991## (## is your group number) for the new employee, and choose the start date.

    In the Hiring HR305Action type hire your employee to work in the personnel area CABB . Assign the new employee to the employee group: Active (1) and to the employee subgroup: Salaried employees (X0).

    1. On the SAP Easy Access screen, choose Human Resources→Personnel Management→Administration→HR Master Data .

    2. Choose Personnel Actions .

    3. Select the Hiring HR305 personnel action.

    4. Before you execute the Hiring HR305 personnel action, make the following entries on the Personnel Actions screen:

      • Enter Personnel number as 305991##
      • Choose Start date as First of the month

    5. Select the Hiring HR305 personnel action.

    6. Choose Personnel Area as CABB .

    7. Choose Employee group as 1 ( active ) and Employee subgroup as Salaried employee(X0) .

    8. On the menu path, select HR Master Data , choose Execute .

  2. On the Create Actions (infotype 0000) screen, use the structure search tool to search for the ## (## - Sales Representative position for the employee).

    1. On the Create Actions screen under Organizational Assignment , choose Position→Structure search→Org. Units Training Group→Training International→Sales All→Sales Department 1 choose the ## - Sales representative , choose Continue , and save the infotype to proceed to the Create Organizational Assignment screen.

      Hint

      If the system prompts you to delimit the vacancy of the sales representative position set it to default date.

  3. Check the data proposed on the Create Organizational Assignment (infotype 0001) screen, select the entry 0001 in the Subarea .

    1. Choose Subarea , select 0001 Sales dept .

    2. Choose the Continue pushbutton.

    3. Save your entries.

  4. Enter fictional data on the Create Personal Data (infotype 0002) screen and save the data.

    Hint

    If you enter data on partners or children, a dynamic action may require you to enter additional data in the system. If this is the case, fill out the required entries and continue with the hiring action.

    1. Enter fictional data for all the required fields on the Create Personal Data (infotype 0002) screen.

    2. Save your entries.

  5. Similarly, enter fictional data on the Create Addresses ( infotype 0006) screen  and save the data.

    1. Enter fictional data for all the required fields on the Create Addresses (infotype 0006) screen.

    2. Save your address.

  6. Enter fictional data, if required, for all the required fields on the Create Bank Details (infotype 0009) screen and save the data.

    If you choose Bank transfer (U) as the method of payment, you must also enter the bank details. This is not necessary for payment by the Check (C) method. Save the data.

    1. Enter fictional data for all the required fields on the Create Bank Details (infotype 0009) screen.

    2. Save your entries.

  7. Select the work schedule rule NORM on the Create Planned Working Time (infotype 0007) screen, and save the data.

    1. Choose the Work schedule rule as Norm . Choose enter.

    2. Save your entries.

  8. Select the pay scale group E01 and level 01 on the Create Basic Pay (infotype 0008) screen, and save the data.

    1. Choose Pay scale group as E01, level 01.

    2. Save the data.

Result

Record New Employee Information

ExerciseStart Exercise
ExerciseStart Exercise
ExerciseStart Exercise

Business Example

The Caliber ’A’ Bicycle Company (CABB) is famous for its quality products. The demand for its products is so high that you have to hire a new sales representative for Sales Department 1.

Use the Hiring HR Master Data PA personnel action to hire the new sales employee for Sales Department 1.

Steps

  1. On the Personnel Actions screen, use the personnel number 305991## (## is your group number) for the new employee, and choose the start date as first day of the current month.

    In the Hiring HR Master Data PAAction type, with reason for action Z3 - New Hiring, hire your employee to work in the Personnel area CABB. Assign the new employee to the employee group: Active (1) and to the Employee subgroup: Salaried employees (X0).

    1. On the SAP Easy Access screen, choose Human Resources→Personnel Management→Administration→HR Master Data .

    2. Choose Personnel Actions.

    3. Select the Hiring HR Master Data PA personnel action.

    4. Before you execute the Hiring HR Master Data PA personnel action, make the following entries on the Personnel Actions screen:

      • As Personnel number, enter 305991##.
      • As Start date, choose the first day of the month.

    5. Select the Hiring HR Master Data PA personnel action.

    6. Choose CABB as Personnel Area.

    7. Choose Employee group as 1 (active) and Employee subgroup as Salaried employee (X0).

    8. On the menu path, select HR Master Data, and choose Execute.

  2. On the Create Actions (infotype 0000) screen, use the structure search tool to search for the ## Sales Representative position for the employee).

    1. On the Create Actions screen, under Organizational Assignment, choose Position→Structure search→Org. Units Training Group→Training International→Sales All→Sales Department 1 choose the ## -Sales representative, choose Continue, and save the infotype to proceed to the Create Organizational Assignment screen.

      Hint

      If the system prompts you to delimit the vacancy of the sales representative position set it to default date.

      Note

      You must add an action reason "Z3" in Infotype 0000.

  3. Check the data which is proposed on the Create Organizational Assignment (infotype 0001) screen and select entry 0001 in the Subarea.

    1. Choose Subarea, select 0001 Sales dept.

    2. Choose the Continue pushbutton.

    3. Save your entries.

  4. Enter fictional data on the Create Personal Data (infotype 0002) screen and save the data.

    Hint

    If you enter data on partners or children, a dynamic action may require you to enter additional data in the system. If this is the case, fill out the required entries and continue with the hiring action.

    1. Enter fictional data for all the required fields on the Create Personal Data (infotype 0002) screen.

    2. Save your entries.

  5. Similarly, enter fictional data on the Create Addresses (infotype 0006) screen and choose the subtype 1 Permanent residence from the popup menu. Save the data.

    1. Enter fictional data for all the required fields on the Create Addresses (infotype 0006 subtype 1) screen by using the adress type Permanent residence.

    2. Save your address.

  6. Enter fictional data, if required, for all the required fields on the Create Bank Details (infotype 0009) screen and save the data.

    If you choose Bank transfer (U) as the method of payment, you must also enter the bank details. This is not necessary for payment by the Check (C) method. Save the data.

    1. Enter fictional data for all the required fields on the Create Bank Details (infotype 0009) screen. You can search for Citibank in the Bank key field. Enter a bank account number and use the function Propose IBAN to generate an IBAN key. Check and confirm the IBAN key.

    2. Save your entries.

  7. Accept the work schedule rule NORM on the Create Planned Working Time (infotype 0007) screen, and save the data.

    1. Choose the Work schedule rule as Norm. Choose enter.

    2. Save your entries.

  8. Select the Pay scale group E01 and level 01 on the Create Basic Pay (infotype 0008) screen, and save the data.

    1. Choose Pay scale group as E01, level 01.

    2. Save the data.

  9. You can control the relationship between the person and the position using the transaction PPOSE.

Learning

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