Infotypes
IMG: Personnel Administration
Customizing Procedures
Key fields to note when modifying an infotype are:
- Time Constraints
- Sub types obligatory
- Text allowed
- Retro Accounting Relevant
- Screen
- Available for Recruitment
- Assign infotypes to countries
- Infotype, subtype (* or 0010), country grouping (08)
- Permitted, not permitted or warning (radio buttons)
It is useful to place the infotype number in the text. E.g. Organisation Assignment becomes “Organisation Assignment – 0001” or “0001 – Organisation Assignment”
The reason for this is that it helps users get to know the infotype number as well as their names. Some users will prefer to work with the numbers or the text but it generally makes it much more efficient if users get to work with both. It may seem like a lot for users to remember, but users will tend to use certain infotypes far more frequently than others and tend to remember all the details about these quite easily.
Infotype Menus
Menus and user groups - you can have different ones for different user groups in your company. User dependency must be ticked in this case.
Reference - default user group which is used if the user does not have the UGR parameter set in his/her user parameters.
User group set to infotype with sequence of infotypes to display. - It is worthwhile configuring only 10 infotypes per tab otherwise you have to scroll down to the 11th one - it is hidden from the initial view.
Actions
As is the case with infotype menus, you can set up actions to behave differently for different sets of users. This you can do so by using different user groups.
Menu, infogroup modifier, infogroup, user group - It is good practice to ensure that the Action Type and Infogroup have the same name. This makes it generally easier to track and modify during the configuration set up and for ongoing maintenance.
Always make sure that the flag to update infotype 0000 (U0000) is ticked, unless of course you specifically don’t want to update infotype 0000.
Action Menu
As with other pieces of configuration in PA, the user group used in this area is crucial to the way in which the system is configured.
Dynamic Actions
If you want to edit the whole of the dynamic action table – use table T588Z in table maintenance. Use this when you start the configuration for the dynamic action and you need to view other examples of dynamic actions against other infotypes.
If you wish to edit a dynamic action for a specific infotype, you can use the view V_T588Z. Once you click on the “maintain” button, you are asked to enter the infotype you wish to use. This then restricts the number of entries to that infotype only.
You may need to find an example of a similar dynamic action and would like to search through the whole table. On certain versions of SAP, the “find” and “find next” buttons are greyed out. A simple work around is to click on the print icon and this then takes you to an overview screen of the dynamic actions table. You will now be able to make use of the “find” and “find next” buttons. Once you have found the relevant piece that you wish to copy, just make a note of it or copy it onto the clipboard and click on the green “back” arrow to be taken back to the maintain table screen.
If you wish to select a piece of text in SAP it is often not possible if you are not in a particular field or table view. Use the Ctrl + Y buttons to highlight a piece of text which you can then copy onto the clip board.
When you first start configuring your dynamic action – you may find that it doesn’t work 100% (he he). If the dynamic action is not being called at all, then simply comment out your plausibility checks. Once you have the dynamic action correctly bringing up the infotype screen, then you can take off the comments and turn the plausibility checks back on – one at a time.
In addition if your dynamic action is to work during an action, then don’t put on the TCODE = ‘PA40’ plausibility check until you are happy that it is working to your satisfaction – otherwise you could be creating a lot of new starters.
When maintaining dynamic actions make sure that you always put in a comment or two at the start of the dynamic action, so that you will have an idea of what it is supposed to do when you come back to modify it in 6 months time.
It is important to provide gaps in the numbering between different dynamic actions. A gap of 10 lines is the minimum you will need to have between dynamic actions. Remember this is not MS Excel where you can just easily insert a row. All of the rows in a dynamic action table are numbered and it is a real pain to insert rows. It is good practice to leave bigger gaps if you can. Use even or odd numbers for you lines of configuration. Even better use every 3rd line.
If you are wanting the dynamic action to look at multiple values for the same field on a plausibility check, make use of the “/X” at the end of each line for all of the values.
You may wish the dynamic action to take place in the background and not be visible to the user. It is good practice to only put the “/D” in at the very end once you have thoroughly tested your dynamic action.
Remember that if you find that your dynamic action is not meeting your requirements, you can always get your dynamic action to call a user programme which will be far more flexible than the functionality offered by standard dynamic actions.
Transfer Org Assignment from PA to PD (Report RHINTE00)
You can use the report RHINTE00 to update the Org Mgt data from PA records. It is possible for a data migration exercise to update the employees PA data without updating the necessary information in Org Mgt. This report will allow you to make the necessary updates.
Choose the employees and the necessary objects to create. Run it in Test mode first. Click on the Selection icon. This creates a batch input session which you then need to run.
All of the RHINTE... programs are quite useful in maintaining the integration between PA and OM. See the reports section to get an idea of all the RHINTE programs and their use.
Unsure of a table name
If you can only remember part of a table name or the text relating to a table name - then go to table maintenance viatransaction code SM30 and click on the pull-down (F4). The first 500 entries (defaulted) are shown. Click on the down arrow found above the list and fill in the search variables. Remember to use the wildcard * as a search variable. Remember that some searches in SAP are case sensitive, so if you are unsure as to whether the first letter is uppercase of lowercase, just leave that letter out of your search parameters.
Can't find the IMG path for a configuration item
If you are unsure of the table name, go to the screen holding the data. Right-click the field and then click on the Technical Info icon. Double-click on the Structure field - you should be able to see which "check table" is associated with the field.
If you know the table that has to be configured, go to table maintenance area (SM30/SM31) and click on the "customising" icon - after inserting the table name. This takes you to the IMG and to the step where the actual piece of configuration is carried out. You can select a project or just choose the skip option if you are unsure.
Employee Group and Personnel Sub-Area Groupings
It is wise to check the overall view on the tables summarising the above groupings. You should easily see whether any values have been omitted. This is good practice once you have created any new groups or areas.
Personnel Sub-Area: Complete View - V_001P_ALL
Employee Group/Sub Group: Complete View - V_503_ALL
Personnel Number Selection in PA
When entering the personnel number in any of the PA... transaction codes, you can use the following shortcuts in the personnel number field. Each of the letters corresponds with a different search help. There are normally only 4 that get defaulted as search helps for PA. To get to see the others choose any of the letters e.g. =h. and hit enter. You will be given an output of possible values. Click on the white/yellow icon with small lines to see all the possible search methods. Each letter corresponds to a different search method. The first one on the list corresponds to "a", the second to "b" etc etc.
- =a.900 offers any employees whose personnel number begins with 900
- =n.smi offers any employees whose surnames begin with smi
- =n.smith.ca offers any employees whose surname is Smith and whose first name begins with Ca.
- =g.1980 offers any employees born in 1980
- =k.xxx offers any employees in personnel area xxx
- =r.xxx offers any applicants with applicant number xxx
Loan Types
Standard SAP only allows you to link a loan type to payroll areas with the same period parameter. So if you have different period parameters, you may have to create more loan types. You can modify the standard SAP program RPCERL00 to get around this problem.
Infotype Input: Default or Customising
Feature DFINF controls this input. The feature has either a X or a blank returned against each infotype listed. The X ensures that a new infotype created, uses the customised settings, whilst a blank entry implies that certain values are defaulted from the infotype copied. The infotypes for which this feature can be used are:
- Actions (0000) - treated differently to the remaining infotypes
- Organizational Assignment (0001)
- Planned Working Time (0007)
- Basic Pay (0008)
- DUEVO (0020)
- C.Pay: Funds Procedure (0189)
- C.Pay: Assignment (0192)
- DA/DS Statistics DK (0204)
- Time Sheet Defaults (0315)
Intotype Name Modifications
If you wish to change the name of an infotype, you can do so using the following path. In the IMG follow the path:
Personnel Management
The required table is T582A. The changes will result in a warning message "Please do not make any changes: This is SAP data". You can, however, save the changes.
Fast Entry of Data
You can access the fast entry screen for data input using transaction code PA70. The menu path is:
Personnel Administration
You can enter data using the fast entry screens for the following infotypes:
- Recurring Payments and Deductions (0014)
- Additional Payments (0015)
- Notifications (128)
- Company Car Unavailability (225)
- Absences (2001)
- Attendances (2002)
- Substitutions (2003)
- Availability (2004)
- Overtime (2005)
- Absence Quotas
- Atttendance Quotas
- Employee Remuneration Information (2010)
When entering the data, you can choose one of 4 methods to select the data:
- Entering the personnel numbers in the fast entry screen
- Manual pre-selection
- Pre-select using the report RPLFST00 which offers the usual SAP standard selection screen
- Pre-selection using Ad Hoc Query
- You can save the records directly or save them as a batch input session. The number of records should indicate which method you use. Having chosen the batch input method, you would need to use transaction code SM35 to progress the batch input session.
You can create the entries with or without a proposal. Creating entries without a proposal will result in you having to type in all the required data (amount, number and rate) for each individual employee. If you use the create with proposal option, you enter the start and end dates, the wage type and the amount, number and rate. On the next screen, you will notice that the data you entered, has been populated on each row for all the personnel numbers selected.
You can also use the fast entry screen to delete, change and lock any number of records.
Payroll results held in PA Infotypes
You can hold payroll results in infotypes 402. You can either create entries in table T52IF which will then allow infotype 402 to be updated for each employee after the payroll run. Alternatively you can run the report RPABRI00 to the write the payroll data to the infotype. Should you wish to delete the payroll results from this infotype, you can do so using report RPABRIDD.
Before you can populate these infotypes, you need to carry out some config. Look in the IMG under the menu path:
Personnel Admin
Define Evaluation Results: The evaluation wage type is the name of the field - note it is not the actual wage type. The cumulation can be either M (Monthly cumulation), Q (Quarterly cumulation) and Y (Annual cumulation). If you are wanting to save the results on IT 0402 then you can leave this blank. These 3 values probably relate to infotypes 0458 (Accounting infotype), 0459 (Quarterly Cumulation) and 0460 (Annual cumulation). The text you enter in the field "Evaluation WTT Text" will be seen on the infotype. Choose either an amount or a number for the wage type.
Assign Wage Types: In this screen you do much the same as in the first step. In addition you need to link the different wage types to your evaluation wage type. You can also tick the checkbox to indicate that the wage type's sign should change.
Set Up Payroll Accounting Infotypes: Highlight the wage type where you would like the results to appear - usually 402 to start with. Click on the evaluation assignment icon. Create your entry in the table that appears. Go back to the previous screen, select the infotype and click on the generate icon. You will notice the tick on the "generated" column once this has been done. The infotype should also be active. If you are doing this for the first time, you will need to tick the "acitve" box once you have generated the infotype.
Set Up Assignment for Payroll: Ensure your infotype exists in this table if you wish to have the infotype updated during the course of a payroll run. If you don't have any data in this table, you can still run the report RPABRI00 to manually populate the infotypes.
Customers often find the use of these wagetypes as being quite limiting because of the way in which they treat retros. There are numerous OSS notes on these wagetypes and the limitations associated with them.
Delete Personnel Numbers
If you wish to delete one employee at a time you can do so using transaction code PU00. If you wish to delete more than one at a time, you can use the report RPUDELPN. Unfortunately, you can only choose single numbers or a range of numbers. There are not further selection screens as is the case on most standard reports. You would have to enhance the report so that it could do this.
Delete an Infotype for an Employee
If Sometimes you might not be able to delete an infotype for an employee using the delete button on the infotype screen. Another way of doing this is to use the "delete personnel number" from the main screen of PA30. Once all the Infotypes are brought up you can just select the appropriate infotypes and delete those.
Change of entry date for an employee
SAP has functionality to deal with this. It is relatively straightforward if the employee has no payroll results.
Use transaction code PA41. Type in the correct employee ID and click on the "execute" button. Once in the screen, you can scroll through the events for the employee and select the one you need to correct. Once you've found the correct action then you can click on the "execute info group" button.
If the employee does have payroll results then OSS note 41523, spells out what you need to do.
The actual entry date might be before the entered date - for example in the previous month. In this case, you can change the entry date. You must first delete the field 'Process up to' in infotype 0003 (Payroll Status) using the auxiliary function 'Change payroll status'. The payroll results should NOT be deleted. Now with the auxiliary function 'Change date of entry' ('Correct Actions') change the date of entry into a date in the past. The valid date of the available infotypes is changed automatically. Retroactive payroll run is initialized on the earlier date of entry and the payroll results are corrected.
The actual entry date is after the entered date, for example on the 15th instead of the 1st of a month and also in the following month. In this case, you CANNOT change the date of entry. Payroll accounting would not perform retroactive accounting on the incorrect entry date. Carry out the customising and source code changes, specified in the OSS note.
Payroll Areas and ABKRS
If you have old redundant payroll areas which hold no employees - then it is wise to take them out of the ABKRS feature, which assigns an employee to a payroll area. You can also restrict users via security profiles where users can only make changes against certain payroll area.
Remember that you cannot use Personnel Sub-Area as a selection criteria in the feature ABKRS, because the feature gets called at the start of infotype 0001 (Organisation Assignment) and at that point, the personnel sub-area has not yet been entered by the user. If you do want to use personnel sub-area you will need to modify the structure of the feature and/or possibly modify the user exits available to you.
Removing Multiple Infotypes from a Set of Employees
If you wish to delete one or more infotypes from a number of employees, you can do so quite effectively using the program RPUREOPN. Enter the employee numbers and the infotypes and sub-types. In the sub-type field you need to enter the infotype name as well - e.g. sub-type 00149035 for sub-type 9035 on IT 0014.
Employee Photographs
Please see the appropriate documents elsewhere in the SDS Knowledgebase on working with employee photos in SAPversion 4.6 or in SAP version 4.7.
IT Screen Modifications
Wanting to change the input characteristics for a particular screen on an infotype. You can do so using the menu path in the IMG:
Personnel Management
Each screen is linked to a module pool, which has the naming convention MPnnnn00 where nnnn is the infotype number. It is possible that your screen is not in this table T588M - click on new to add it. Each module pool has a screen and an alternative screen. Some screens are dependent on features and variable keys for the feature. The feature has the same name as the infotype and has the letter P in front. Usually the features are used in cases where countries have different requirements.
Double-click on an entry to see the configuration behind the screen. All the possible fields for the infotype are listed.
The fields can have different statuses. The field can be set to the following status:
Std - the field characteristics correspond to the standard setting
RF - the field is a required field - which means that data has to be entered
OF - the field is an optional field - data may be entered
Outp - the field is output only and is not available for input
Hide - the field is hidden from view and therefore won't be seen on the infotype screen
Init - the screen field is hidden. In addition, the corresponding field content is initialized when you create or copy an infotype record.
Remember that when you go into the table don’t be concerned if the entry that you are expecting is not there. This is normal for certain entries. SAP inserts most of the commonly used values in the table. Just create a new entry to be inserted into the table. You will then be able to modify the entries for that particular screen.
Generally, the screens are controlled by a feature. The feature is named Pnnnn – where nnnn is the infotype number. The variable key in the feature could either be an “A” for PA, a “B” for Recruitment or the country grouping for your particular country.
Screen Modifications for Infotype 0027 - Cost Distribution - to allow more than 8 entries
If you need to be able to hold more than 8 splits for cost centres on this infotype then you need to activate the screen number 2500. Change the feature P0027 to return a variable key of 01 for your employees and make sure that the screen 2500 is set as the main or alternative screen. This will allow the users to enter more than 8 cost centre splits.
Audit Report
To enable this functionality go to the IMG
Personnel Management
Company Car Data
The SAP standard infotypes which hold data for cars are as follows:
- 0442 Company Cars GB
- 0225 Comp. Car Unavail. GB
- 0442 Company Cars (global)
- 0473 Hire Car Preference
Appraisal Criteria
The max number of criteria on IT 0025 is 6. If you wish to use more than 6 then you can use the Japanese screen version (with JP in title) - you would need to change the configuration in for the screen modifications - table T588M. Alternatively you could use this one as a template for creating your own customer-specific infotype.
Another option is to change the time constraint on the inftotype which will allow more than 1 instance of the infotype in the same time period.
This infotype is used less and less as customers switch over to entering appraisals on infotype 0024 (where the integration between PA and PD is turned on for this infotype)
Multiple Personnel Numbers
It is possible to store an employee's old personnel number on IT 0031. This is useful for reference purposes if you are migrating to SAP from an old legacy system.
Program to Update Salary Increases>
To carry out an increase in a group of employee's salaries, you need to run the report RPTIUM00. This program looks at all employees' IT0008, and if there is any of them with a salary increase date within the selection period, a new IT0008 will be created according to their pay scale group via BDC.
Screen Headers
Screen headers are relatively straight forward as long as you follow a few simple rules.
It makes things a lot easier and simpler to configure and keep track of at a later date, if you make sure that the Screen Header and Header Modifier have the same number.
Remember to regenerate the screen headers after making any changes.
Default Personnel Sub-Area from Personnel Area
You can create a personnel sub-area as " " (blank) - with the required name. This would effectively default in this object without having to type it in each time. This is quite useful if the majority of your workforce are in 1 particular personnel sub-area. Not always the best option - but something to remember for that particular instance when it might work for your organisation.
You could also write a very simple ABAP on the user exit in enhancement PBAS0001 (transaction code SMOD) to default any values.
You could also use the position details to default in certain attributes.
Name Formats
To configure the Name Format on IT 0002 do the following:
follow the IMG path:
Personnel Management
All you need to do is modify or add on to the SAP standard entries.
Copy the above entries.
Format needs to be 01 Prefix needs to be 0002 Name Form: Use the next number i.e. 02 as would be the case in the screen print above. Sequence: Start with 01 and advance Field name: refers to the field names found on IT 0002.
The table opposite shows the fields and their long texts. Conversion: Generally leave as blank - see help for specific entries. |
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Once the new name format has been configured, go back and change the required employees.
Notice that once you change the name format for an employee, it will change the employees header infotypes on the initial screen for maintain and display master data.
Any new employees when taken on, will have the latest saved name format. That would be fine if you configured it before data take-on. What would happen if the customer decided to change the name format once employees had been taken on.
One could write a CATT procedure or write an ABAP program to update the records.
You can also assign the name format to different programs. The IMG path is the step below the name format configuration path.
Displaying Master Data
if you need to view an employees master data record use the "display master data" option (PA20) rather than the maintain option (PA30). Using PA30 will stop another user from updating the record.
Mail sent after change made to an Infotype
It is possible to trigger notifications from any infotype field. The mail can go to one of the administrators defined in infotype 0001. If this does not meet your requirements then you can create a dynamic action which calls a feature which has been created. You can copy the SAP standard feature M001 which is used. The feature then calls an ABAP routine which creates the mail. For more information, see the standard documentation that is associated with the feature M001.
Feature M0001 and M0002 are used in PA (and Recruitment) to let a user know when data for a particular infotype has changed. The features allow you to control who gets sent the email, under what conditions and what is contained in the mail.
The feature is set off with the assistance of a dynamic action. Search through the dynamic action table T588Z to see SAP standard examples of M0001 being used.
You can configure up to 3 users or user groups using the standard features RCNEW, RCIEV, RCOLD. These features are used to assign the user name or user group name – you can copy these features to create your own if you have more than 4 user groups.
You also need to configure the IDTEXT field where the message it assigned. For example, "MAIL_FOR_IT0001_UserA" could be your text message that you want relayed to the users for group A and this has to be assigned here.
You then need to create a standard text for the mail connection. This is then used by the feature and pushed through to the user. The attributes for the standard text are as follows:
Text Name: MAIL_FOR_I0001_UserA
Text ID: PAMA
Language: EN
Here is some sample text that can be used:
Request for processing records for &P0001-ENAME& :
&P0001-UNAME& has just modified the Personnel Administrator assignment for &P0001-PERNR& - &P0001-ENAME& , effective from &P0001-BEGDA&.
You can obviously change the above message to suit your requirements. Standard texts can be created using transaction code SO10.
MD Overview of all Infotypes for an Employee
Wanting a quick way to see what infotypes are held for a particular employee?
Run the report RPDINF01 and key in the personnel number. Choose a range of infotypes - don't leave this blank otherwise all the infotypes in the system are processed.
Click on the "brief overview" icon to get a summary list of infotype records for the employee.
Object Manager - Modifications
Wishing to modify the search area on the left hand side of the screen (object manager)
You might want to add certain search fields such as "find by"
The configuration for this is held in the IMG under: Personnel Management > Global Settings > Settings for Object Manager. All the information that you require is in this node.
The object manager can easily be turned off if you do not prefer to have it on all the time. The setting is using the menu path: Settings Show Object Manager or Hide Object Manager
