Salary information in SAP

Introduction Salary information in SAP is brought across from the payroll system, PSE, through an interface process. All the details are brought across line by line by employee in the format: post number (a 5 digit number), employee number (a 7 digit number) and a series of Xs. For security reasons the employee name is not shown, instead the name appears as the series of Xs. The notes below show how to obtain this employee information in SAP when reporting on cost centres, project codes, internal orders or profit centres.

Obtaining salary information for a cost centre code Transaction: KSB1 or Menu Path: Accounting Controlling Cost Center Accounting Information system Reports for Cost Center Accounting Line items Cost Centers: Actual Line Items

This will take you to the Display Actual Cost Line Items for Cost Centers: Initial Screen.

When in this screen complete the parameters as appropriate. In this example the cost centre 69PRAA01 was chosen, with GL account 200501, for the month of April 2005. The display variant /SALARY INFO was selected. Click the execute button to generate the report.

Salary information in SAP

An extract from this report showing key payroll information is displayed below.

Explanation of key salary information fields Document header text: This tells you which month the salary information relates to. In this example it is the April payroll. Name: This is a very useful field. The first five digit number e.g. 40857, is the employee post number. The seven digit number e.g. 0070500 is the employees unique payroll number. The Xs are the employees name blanked out for security reasons. DocT: This is the document type. The main salary information from the payroll will have a document type of SJ. Any manual salary corrections (journals) actioned through the payroll will have a document type of SC. Obtaining salary information for a project code Transaction: CJI3 or Menu Path: Accounting Project System Information system Financials Line items Actual Costs/Revenues Select database profile 000000000001

This will take you to the Display Project Actual Cost Line Items screen

Salary information in SAP

When in this screen complete the parameters as appropriate. In this example the project code RIBOR0007 was chosen, with GL account 200301 to 200390, for the month of July 2002. The display variant SALARY INFO was selected. Click the execute button to generate the report. An extract from this report showing key payroll information is displayed.

Explanation of key salary information fields The document header text, name and DocT fields are the same as those for cost centres described above.

Salary information in SAP

Obtaining salary information for an internal order code Transaction: KOB1 or Menu Path: Accounting Controlling Internal Orders Information System Reports for Internal Orders Line items Orders: Actual Line Items

This will take you to the Display Actual Cost Line Items for Orders: Initial Screen. When in this screen complete the parameters as appropriate. In this example the internal order code SS970020 was chosen, with GL account 201101 to 201190, for the month of August 1999. The display variant SALARY INFO was selected.

Click the execute button to generate the report. An extract from this report showing key payroll information is displayed below.

Salary information in SAP

Explanation of key salary information fields The document header text and name fields are the same as those for cost centres described above. DocTyp is the same as DocT. (Internal Orders are rarely used to pay employee salaries). Obtaining salary information for a profit centre code Transaction: KE5Z or Menu Path: Accounting Controlling Profit Center Accounting Information System Reports for Profit Center Accounting Line items Profit Center: Actual Line Items

These transactions will take you to the EC- PCA: Actual Line Items screen, as shown below.

Salary information in SAP

When in this screen complete the parameters as appropriate. In this example the profit centre code 69PRAA01 was chosen, with GL account 200501 to 201190, for the month of April 2005. The display variant SALARY INFO was selected. Click the execute button to generate the report. An extract from this report showing key payroll information is displayed below.

Explanation of key salary information fields Text: This is a very useful field. The first five digit number e.g. 20491, is the employee post number. The seven digit number e.g. 9071232.is the employees unique payroll number. The Xs are the employees name blanked out for security reasons. Blank field: The field without a title containing the word INTERFACEPAY indicates that the entry came from the interface between the payroll system and SAP.