LegacyDataTransfer (1)

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Legacy data transfer

© 2002 SAP Labs India Pvt Ltd

Legacy Data Transfer for

Payroll India





Copyright

©Copyright 2002 SAP AG. All rights reserved. No part of this documentation may be reproduced or transmitted in any form or for any

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Contents

General Overview......................................................... 2

Glossary of Terms ....................................................... 3

Introduction.................................................................. 4

Go Live Strategies .............................................................................................................. 4

Scope of the document ............................................... 6

What is provided.......................................................... 6

What it can do? ............................................................ 6

Configuration Considerations.................................... 7

Payroll Control Record................................................................................................7

Payroll Periods ............................................................................................................7

Payroll results load...................................................... 7

Prerequisites.......................................................................................................................8

Preparation......................................................................................................................... 9

How to use the programs (HINUULK0) ..............................................................................9

1. Plan the Order of Data Loads .................................................................................9

2. Determine your Data Management Strategy.........................................................10

3. Populate the Spreadsheets...................................................................................10

4. Convert the Spreadsheets to Text Format ............................................................10

Loading the Tables...........................................................................................................10

How Much to Load ....................................................................................................11

Pay Period Definition ........................................................................................................11

Wage Types .....................................................................................................................12 Processing the Table Data ...............................................................................................14

Verifying the Table Data...................................................................................................16

Post-Conversion Processing ............................................................................................16

Examples..........................................................................................................................16

Scenario 1: Payroll Load - Company A .....................................................................16




© 2002 SAP Labs India Pvt Ltd. 2

General OverviewSAP provides with tools that simplify the process of converting payroll data from legacy systems

into SAP. The tools include data load programs driven by Excel spreadsheet templates. Thetools are designed for users and those customers who plan to implement SAP Payroll India

during the middle of the financial year.For companies with very large numbers of employees and complex data mapping requirements,the conversion process may require some customization.

The following graphic provides an overview of the Data Conversion process.

! SAP AG

R

Data Conversion - General Process

T558C.txt

T558B. txt

ABAP PROGRAMS

SAP Interface

Tables

DATA

R

Data from the legacy system is placed in spreadsheet templates; the spreadsheet is converted to

text format via a macro; the ABAP programs read in the text files and loads data into SAP. The

data is further formatted as payroll results and stored in the SAP cluster.





Some important icons to note throughout this guide include the following:

This icon helps you identify

Note

a note. Notes contain important information likespecial considerations or exceptions.

Example

an example. Examples help clarify concepts orprocedures.

How to do it

a procedure. Procedures show you how toperform a task in the system.

Caution

a caution. Cautions help you avoid errors, forexample, those that could lead to data loss.

Reference:

Documentation of IMG Node ‘Legacy Data Transfer’ under Payroll India

Documentation of schema INLK

OSS Note number 506128, 71359

Glossary of Terms

Pre-go-live: This term refers to the periods for which payroll results are available in the legacy

system and need to be transferred to SAP system.

Go-live: This term refers to the period from which payroll processing starts happening in the

SAP system. The word ‘production run’ is used as synonym to this .

Split: This term refers to the part period of a payroll period.

For example: For a period (say April) if there are two basic pay records (in basic payinfotype 0008) existing as

Pay component Amount Period

Basic pay 5000 valid till 20th

of April

Basic pay 7000 valid from 21st of April onwards.

Then the remuneration is calculated or reduced for the exact periods as

Pay component Amount Period

Basic pay 5000*(20/30) valid till 20th

of AprilBasic pay 7000*(10/30) valid from 21

st of April onwards.

With reference to the above example, when payroll is being processed for the month of

April, the SAP system identifies the independent values for each partial period of the payroll period. This distinction of wage types values within a payroll period is referred to

as a split. The payroll result for this period also store these individual values.





IntroductionThe Indian tax laws prescribe that the year for the computation of taxable salary and other

income and the income tax thereon are defined as 1st April to 31

st March. This therefore imposes

a restriction on companies that salaries be cumulated in this period and the taxes computed

accordingly. Further, taxes paid by the employee in each month in this period impact thefollowing month’s taxes.

Go Live Strategies

The impact on payroll accounting systems due to the aforesaid requirement is that you either

a) Go-live with payroll implementation in the month of AprilOr

b) Go-live in any subsequent month of the tax year but with effect from the month of

April.

Option (a) imposes a constraint of this exercise being restricted to merely one month in the year

and in case this is missed, hold back the exercise and attempt the go-live only in the beginning of

the next tax year.

Option (b) has two approach methods

Method I

For the months from April preceding the actual go-live month, run SAP Payroll in exactly the

same manner that it would have, if it had been run in each past month, and match the results with

the existing legacy system.

Advantages

1. Since the results will be made to match with the past results, any retrospective runs, in thefuture, can be carried out for all changes, from the month of April.

Disadvantages

1. The configuration for each and every policy, that is, master data, pay scale structures,

absences and leave have to match with not the policy chosen to go live with SAP, but thatwhich existed when payroll was run on the legacy. In case there has been a decision to use a

different policy on SAP as against what existed on the legacy, then there are bound to bedifferences between the results existing on the legacy system and the results generated onSAP.

2. Every entry for every employee for every month on the SAP generated cluster result has to

match with the legacy data as existed when the payroll was run on the legacy.

3. All master data for every employee that has an impact on the payroll result and can bechanged retrospectively, has to be made to match not as is the latest change but as existed





when payroll was run for that month. Each month the master data has to be changed and the

payroll for that month run before comparing and matching the payroll results.

Method II

Create the results, in the SAP Payroll, for the months from April till the month preceding the

actual go-live on SAP, by transferring the actual results from the legacy system.

Advantages

1. The final payroll results as exist on the legacy system will be uploaded into the SAP payrollcluster using a specific schema designed for this purpose. These final payroll results will only

be the actual payments to and deductions (statutory or non-statutory including third party

deductions) from the employee and the contributions made by the employer to externalagencies.

2. This specific schema will compute any intermediate wage types that are required for payroll

processing. Certain intermediate wage types, if available on the legacy system, will be

accepted as inputs but their absence will mean that the system computed results be usedinstead.

3. Master data relating to the employee can be maintained at one go as is relevant at the time of

going live without the need to maintain every change each month.4. The configuration as needs to exist on the SAP system at the time of going live can be

maintained at one go without needing to be maintained differently for the pre-go live dates

and the post go-live period.5. The data for each payment, deduction and employer contribution component does not have to

be matched with the legacy, as the data is itself sourced from the legacy system and uploaded

as such.6. The annual computation of income tax and annual reporting is facilitated.

Disadvantages

1. The earliest retrospective date for payments or deductions is limited to the start date of the

month in which the first live (productive) payroll run takes place on SAP. However,

adjustments to these payments or deductions can be captured in specific wage typesmanually. Certain changes for the financial year, in the past, that is, between April and the

date of actual go-live can be managed. Example, change in the accommodation type cannot

be carried out or payment of arrears from April cannot be computed by the standard retrofunctionality. However, changes to tax declarations for the whole financial year or

exemptions to HRA based on rent receipts dating back to April of the current year can be

captured with the appropriate configuration.

2. Monthly statutory reports for the past when the payroll was run on the legacy system cannot be generated from the SAP payroll system. Only those reports that pertain to the post go-live

periods or the annual reports that include the pre go-live periods can be generated from the

SAP system.





Scope of the documentThis document deals with Method II, its scope, the tools and components available to enable this

solution; the steps involved in this and certain Dos and Don’ts therein.

What is provided

• Excel Spreadsheet templates that drive the load programs for conversion of legacy data

• Data load programs to facilitate data transfer into SAP.

• Standard executable schema INLK to format the legacy data into SAP payroll cluster.

What it can do?The central accounting function in this personnel calculation schema INLK is the function

TRANS, which reads wage type information from the table Payroll Account Transfer (T558C)

for the periods from T558B, and transfers them to the internal table (IT). After further processing

of the wage types in the personnel calculation schema, the results table (RT) can be completed

and imported.The function TRANS, while creating the wage types in IT, assigns relevant country specific split

indicator (CNTR1, CNTR2, CNTR3) details for wage types. This provides the flexibility of

capturing the configuration for Provident Fund, Professional Tax, ESI and LWF, thus enablingthe generation of reports.

While transferring the results from the legacy it can happen that the results you import are

incorrect. In this case you need to execute the payroll driver with a variant of INLK that has program type AUS. This will enable you to update the incorrect payroll results imported into

SAP.

The schema processes for wage types:

1) Whose year-to-date values are required for payroll processing in the go-live period

example, Tax paidOr

2) Which are required for generating statutory reports, example,: PF Basis

These wage types when not entered in T558C are approximated in this process. When entered,

the values are retained as it is.

Note The values of the payroll constants configured in views V_T511K and V_T511P

will be used in this process.

Caution The final results for a period available in the legacy system (equivalent to 'A'

results of the standard SAP system) should be converted.





Type of results Description‘A’ Current Results‘P’ Previous Results‘O’ Old Results

Caution The rules of the INLK schema are for the standard wage types provided by SAP,and hence have to be copied and modified for the customer equivalent wage types.

Configuration ConsiderationsThe entire configuration with respect to India Payroll has to be done before starting the load

process.

Payroll Control Record

The Payroll Control Record must be set for retro-calculation only from the go live date.

Caution When you hire an employee on the SAP system, an infotype 0003 Payroll

Status infotype record in the background. In this infotype, the “Earliest MDChange” field will be filled with the start date of the employee’s infotype 0000record. When payroll is run, the system will attempt to retro-calculate payrollback to this date. If you are loading historical data, this may involve payperiods for which SAP is not the appropriate system. To avoid this scenario,please read and apply OSS Note 71359.

Payroll Periods

The Payroll Periods must be set up from the earliest hire date to the present.

Payroll results loadThis load process consists of direct table loads that enable you to load payroll results data intoSAP. Once these tables have been populated, the payroll driver HINCALC0 is run with SAP

schema INLK to convert the table entries to payroll results clusters. This load process utilizes

the following tables grouped in the file: HR Template - Payroll.xls • T558B Payroll Periods

• T558C Wage Types

The following elements are all used in the Payroll Results load process.

• Spreadsheet Template "HR Template Payroll Load.xls"

• A Conversion program (HINUULK0) to load the spreadsheet template data into SAP.

• SAP Tables used for payroll data conversion purposes only.





• Payroll driver HINCALC0 with Schema INLK - This standard SAP schema is used forconverting the table entries into SAP payroll period results that are stored in the relevant

payroll cluster tables.

Prerequisites

Some prerequisites are assumed to be completed prior to loading Payroll YTD data.

• The first go live run is expected to run for all employees for whom data has been

transferred. This ensures creation of some of the wage types, which are required bystatutory reports (Form 24 etc). Once employees (either active or inactive/terminated) are

loaded into the relevant PA master data infotypes. For inactive employees, the Run

payroll up to date on infotype 0003 Payroll Status must be set to the last day of go live period.

• Employee records for infotypes following infotypes must be valid from the beginningdate of the first pay period to be loaded into SAP.

Infotype Description0000 Actions

0001 Organizational Assignment0002 Personal Data

0007 Planned Working Time

0008 Basic Pay0009 Bank Details

0021 Family/Related Person (all sub types)

0580 Previous Employment Tax Details0581 Housing (HRA / CLA / COA)

0582 Exemptions (all sub types)

0583 Car & Conveyance

0584 Income From Other Sources (all sub types)0585 Section 80 Deductions

0586 Investment Details (Sec88)

0587 Provident Fund Contribution0588 Other Statutory Deductions (all sub types)

0589 Individual Reimbursements

0590 Long term reimbursements

All other infotypes may be valid from the go-live date only.

• Payroll periods are generated for all payroll areas.

• Payroll Control records must exist for all payroll areas.

• Make electronic copies of the spreadsheet template "HR Template - Payroll.xls" for each

set of Payroll Areas and Periods you are going to load. Do this by doing a "Save As",

and renaming the files to correspond to the respective Payroll Areas and Periods.





Preparation

Prior to loading Payroll Results data into SAP, it is important to properly identify which should be the initial go-live payroll period to be run in SAP. This simplifies the results load process,

and also provides a clear break between legacy systems and SAP

We have provided the following template to assist you in the process of determining the

appropriate period to load payroll results data. Complete the Payroll Area Table provided(Payroll Area Table.doc) as indicated in the directions following. Fill out one table for each

Payroll Area to determine the Go Live date and the necessary Payroll Periods to load.

A. Payroll Area _______________________

B. Is Go Live at the beginning of a financial year?

C. Yes ❏ No ❏

D. N/A Last completed Period on Legacy?Period ___________

E.

N/A

Last Paydate in last completed Period

Paydate ___________

F. N/A Remaining periods prior to Go Live DatePayroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________Payroll Period # ________

Payroll Period # ________Payroll Period # ________

G. N/A Go Live Period # ________

Dates____________ - ____________

How to use the programs (HINUULK0)Before running the programs, the following steps must be completed.

1. Plan the Order of Data Loads

Plan your data conversion strategy. It is recommended to load one Payroll Area at a time into the

payroll conversion tables in SAP. This will avoid confusion and errors later.





2. Determine your Data Management Strategy

Determine how many employees/records will be loaded into the system at one time. It is

suggested to divide data into smaller groups to shorten processing times. With more employeesyou may have more complex configuration and more opportunities for data entry errors and thus

a more complicated data load. Breaking the data into smaller groups can help mitigate this risk.

3. Populate the Spreadsheets

It is recommended that the spreadsheet templates be copied by doing a "Save As", so the original

templates are always available. See the Data Entry Requirements section on handling thespreadsheets for other information.

4. Convert the Spreadsheets to Text Format

Each spreadsheet file has a "Save for Transfer" button on the first worksheet. Using this button

will save all worksheets to separate tab-delimited text files in the directory you designate. Do

not attempt to save the files in text format on your own.

Caution When saving text files to your local hard drive, the total path name must notbe any longer than 128 characters or the program will not be able to read thefull path or filename.

You can cancel from this function if this button is selected in error. Using this button multiple

times will replace the existing text files in the designated directory. You will not receive a

message or warning about replacing existing files – the macro will simply replace the files.

Loading the Tables

With respect to loading payroll results data into the spreadsheet templates, and subsequently into

the relevant SAP tables, the following general rules are recommended. These guidelines shouldassist in the processing to the degree that they will help organize the data in each step of the

process, and will assist in problem resolution.





How Much to Load

For each Payroll Area, load data one Payroll Period at a time. While it is possible to load

multiple pay periods at one time, this process will simplify the correction process if any problems are found or encountered with the data. In addition, viewing the data in the tables will

be much clearer.

Example A company has a Monthly Payroll Area and it is determined that Payroll

Periods 1, 2 and 3 will be loaded. Three separate Loads will be executed:Payroll period 1, Payroll period 2, and Payroll period 3.

Pay Period Definition

The first task in the Payroll YTD load is to define the periods for which payroll results will be

loaded for each employee. The entries in table T558B identify the pay periods for regular payroll and bonus runs for each personnel number for which results are to be transferred.

Following is a simplified example of this table:





At least one entry is required for every employee number.

• The sequence number field indicates the chronological sequence of payroll runs to beloaded for the employee. Each regular payroll period or bonus run must have a unique

sequence number chronologically defined.

• The pay type column will accept the values ' ' (regular payroll run), 'A' (bonus run).

• For payroll types ‘A’ additional required fields are the PayID and PayDate fields.

• For all types, entries must be made in all remaining fields.

The Sequence Number field for all table entries may be set to "1" when loading data and

converting to payroll result clusters one Payroll Period at a time. In this case, you will be

required to delete all the table entries after each conversion to the payroll result clusters. This

approach will make data management and error corrections easier, by allowing you to deal withthe data in "chunks" rather than everything at once. For companies with large employee

populations, the number of table entries can grow quite large, making data management difficult.

If entries are not deleted after each conversion to payroll result clusters, or if you wish to loadmore than one pay period at a time, you will be required to set different sequence numbers for

each period for a payroll area.

Wage Types

The second step is to define which wage types need to be loaded. For each payroll period defined

in T558B in the last step, create corresponding wage type entries in T558C. Following is asimplified example of this table:





At least one entry should be defined for every employee number and sequence numbercombinations loaded into table T558B.

• PerNo and Number fields must match the value defined in T558B table.

• Field CGrp is the country-grouping field. For India this value is "40".

• Wage types to be loaded are validated against the wage type table T512W and mustexist prior to loading this table.

• Entry in the Date field is optional. If you do not enter a specific value, the systempositions the wage type on the last split period defined in table T558B that is associatedwith the sequence number.

• Each wage type must be loaded with a Rate, Number or Amount value. The field tochoose will depend solely on the type of wage type to be loaded. Generally, year-to-dateresults will require an Amount value.





Example In the above printscreen, periods to be loaded correspond to the preceding

T558B printscreen. For each period defined, wage type is loaded for eachemployee for country grouping 40.

Payroll results should include all payments made to the employee in the current year. As

mentioned previously, it is generally recommended to load one pay period at a time (that is, onesequence number at a time) to ease data management issues. In this case, you will be required todelete all the table entries after each conversion to the payroll result clusters. If entries are not

deleted after each conversion to payroll result clusters, or if you wish to load more than one pay

period at a time, you will be required to set different sequence numbers for each period for a payroll area.

Refer to note number 506128 for wage type data to be loaded for the payroll period preceding

the productive payroll run. These wage types will contain individual payroll period results up tothe first productive payroll run in SAP. In terms of processing the data, you will start with the

period marking the beginning of the financial year. For all the periods identified for the pre go-

live the actual period results are loaded. Year-to-date results will be calculated by SAP as each period is converted into the payroll result clusters (assuming the wage types are configured to

accumulate in table T54C3).

Example The company has a monthly payroll that is paid at the end of each period.

They will go live in December 2001. The payroll results will be created for thelast payroll periods from the beginning of the financial year (starting 1st of April) to capture the last YTD results.

Processing the Table Data

Once the Payroll Results data has successfully been loaded into the payroll results tables, it must be converted into SAP payroll result clusters. This is accomplished by running the Payrollcalculation program HINCALC0 with a special results transfer schema INLK.





The Payroll driver HINCALC0 is run with schema INLK for the appropriate Payroll Area and

pay period to generate the payroll result clusters. The schema INLK is used specifically to

transfer payroll accounts data from a non-SAP system to the SAP payroll result clusters.Caution

The Payroll Area and period entered on the payroll program selection screenshould coincide with the earliest payroll period defined in table T558B. If nomatching record is found, no employees will be processed. However, settinga pay period does not mean that the period will be the only one processed. Ifmore than one pay period is defined in table T558B, then all pay periods willbe loaded.





Again, before execution of this schema, the following pre-conditions must be met:• Master data for the employee for whom results are to be transferred is converted.

Infotypes 0000, 0001, 0002, 0006, 0007 and 0008 must exist.

• Data from non-SAP system is entered into table T558B, T558C by the conversion

programs.

• It is assumed that the employee has no prior payroll results in SAP.

Verifying the Table Data

After running the INLK schema, a new payroll result will be created with the following payroll

result cluster tables populated:

1. The WPBP table is populated the appropriate organizational and work schedule informationobtained from the relevant infotypes.

2. The wage types entered in view T558C are populated into table RT with correct WPBP and

CNTR (country specific indicators) split.

3. The CRT table is cumulated for all regular wage types that are configured for cumulation.

Upon completion of the conversion process, verify the data was loaded accurately. You may run

the Payroll Cluster program HINCLSTR to examine data for any individual employee. If data isaccurate, you may delete the data in the SAP Payroll Tables (T558B and T558C) and go on to

load any remaining payroll results.

If data is not accurate for a given employee, you may delete the result via SAP providedtransaction and re-execute the load process.

Post-Conversion Processing

After processing the payroll results tables and converting the data into the relevant payroll result

clusters, additional processing is necessary to prepare your SAP system for a productive payrollrun.

• Set the Earliest Retro Recalculation date, the Earliest MD Change date, and the Master DataChange Bonus date to the Go Live Date for each employee loaded. The Go Live date is the

first date of the first pay period to be run for that employee in SAP. The SAP standard

program RPUCRR00 can be used to reset the "Earliest Master Data Change" field to blank.

Examples

Scenario 1: Payroll Load - Company A

Company A has a Monthly Payroll Area. They wish to go live the beginning of December 2001.

The paydates for the Monthly Periods are the 25th

of every period. The following are the PayrollArea Tables completed for Company A.

EXAMPLE: COMPANY A - MONTHLY PAYROLL AREA (IN)

A. Payroll Area ____ Monthly _______





B. Is Go Live at the beginning of a Financial year?

C. Yes! No!

D. N/A Last completed Period on Legacy?Period _____08______

E. N/A

Last Paydate in last completed PeriodPaydate _____25

th Nov_2001_____

F.

N/A

Remaining periods prior to Go Live DatePayroll Period # _1_______Payroll Period # _2_______Payroll Period # _3_______Payroll Period # _4_______Payroll Period # _5_______Payroll Period # _6_______Payroll Period # _7_______Payroll Period # _8_______

G. N/A Go Live Period # _9_______

Dates 01.12.2001- 31.12.2001

The Company wants to go live at the start of December 2001 for a monthly payroll. They wish

to do this to simplify the load process.

Pay dates for scenario - Monthly Payroll Area:

Period 1 = Apr 1 – Apr 30 Paydate = Apr 25.Period 2 = May 1 – May 31 Paydate = Mar 25.

Period 3 = June 1 – June 30 Paydate = June 25.

Period 4 = July 1 – July 31 Paydate = July 25.Period 5 = Aug 1 – Aug 31 Paydate = Aug 25.

Period 6 = Sep 1 – Sep 30 Paydate = Sep 25.

Period 7 = Oct 1 – Oct 31 Paydate = Oct 25.Period 8 = Nov 1 – Nov 30 Paydate = Nov 25.

This company will load period 01 to 08 and would run period 09 as their first live period in SAP.

Documents

LegacyDataTransfer (1)