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Sap Infotype 2002 Cost Assignment And Cost

Configuration of Personnel Actions and events

In part one of this blog, I discussed personnel actions in SAP HCM and talked about their purpose and how to maximize their impact on your data and reporting. In this second part of the series, I share some step-by-step tips for configuring actions and reasons in your system.

Creating an Action

Routine personnel procedures within master data administration, including hiring, terminations, and reassignments, are referred to as personnel actions. Each one contains a sequential set of infotypes related to the action, which is referred to as an info group. As you probably already know, the SAP HCM and Payroll-related data for your employees is stored in infotypes, see sample below. 

Infotype #

Infotype Name

Sample Fields on the Infotype

0001

Organizational Assignment

Job title, position title, cost center, payroll area

0002

Personal Data

Name, Social Security number, date of birth, nationality

0006

Address Data

Street address, city, state, zip

0008

Basic Pay

Annual salary, hourly rate, pay grade, wage type, wage type amount

 

The purpose of actions is that each infotype relevant to the employee event is sequentially presented so that all of the necessary data can be entered. This means you do not have to go to each infotype to enter the information manually. The action also assigns the statuses relevant to the event; for example, it sets the employment status to 3 for a new hire, indicating the employee is active.

Step 1 – Create a User Group Dependency for the Info Group

To create an action, navigate to the IMG (the menu path Implementation Guide for R/3 Customizing>Personnel management>Personnel administration>Customizing procedures>Actions.) You are prompted with a dialog box with three items, the first of which is User group dependency on menus and info groups. Double-click this option. There are five columns for each line in the table described in the table below.

Column Name

Short Description

Infotype menu

Infotype menu number that will be used for your info group.

Text

Description of the infotype menu.

User group dependency

Marking this box makes this infotype menu user-group dependent (you can make different actions available to different groups of users). Do this by creating the UGR parameter in the system settings (System>User Profile>Own data>Parameters).

Reaction

If you have not maintained the parameter UGR in the user defaults, you can indicate that you want the system to have a reaction (warning, error, etc.).

Reference user group

If parameter UGR is not set in the user defaults, enter the reference user group to be used for the menu layout.

 

Step 2 – Create an Info Group

Next you need to create a group of infotypes that you would like bundled together for your action. This bundle is called an info group. Define info groups is the third action item in the list in the Action section of the IMG.

On this screen, enter the list of infotypes in the order you wish them to appear during the action. There are eight columns for each line in the table described in the table below.

Column Name

Short Description

User group

Enter the user group number for which this info group will be available.

Info group modifier

Allows you to store the contents of variable key T588D-IGMOD according to the company code, personnel area, employee group or subgroup, action type, and reason for action.

Number

Sequence number for the presentation of the infotype in the action.

Operation

Determines what operation the system uses when presenting the new infotype. See additional information in paragraph below.

Infotype

Infotype number you want to present in the action

Infotype screen control

Used to assign several infotype texts to one infotype. These infotype texts must be assigned to different screens.

Infotype Text

Column populates automatically with the name of the infotype associated with the number in the infotype column.

Subtype

Here you can specify a particular subtype of the infotype. For example, infotype 0006 can have several different subtypes for different addresses. If your main address infotype is 1, you can specify subtype 1 in this column to ensure that you get the correct subtype.

 

Step 3 – Create a User Group Dependency for the Info Group

Creating an info group is relatively simple. Having an understanding of which operation is best for each action takes a little thought. The options include:

  • INS (best for new hires): creates a new infotype and presents it if none exists for the employee
  • COP: looks to see if the employee who is undergoing the event already has the infotype and makes a copy of it
  • INSS: inserts a new record for the employee regardless of whether one existed in the past
  • LIS9 (best for terminations): delimits (puts an end date on) the employee's current record
  • DIS: displays the most current infotype
  • DEL: deletes the most current infotype
  • EDQ: locks or unlocks it
  • MOD: presents the current infotype for changes

Creating info groups for new hires (initial entry) is probably the easiest. An initial entry new hire does not already have records in SAP, so an info group for that person would contain only the INS operation. That configuration consists of a simple list of the infotypes on which you want to store new hire data and the INS operation for each.

Termination actions are different. You do not use the INS operator because you do not want to insert blank records. Rather, you use the LIS9 for many of the infotypes, because you want to delimit them as part of the termination. The delimit operator ensures, for example, that their benefit plans are terminated.

You will want to use the COP operator for some infotypes in the termination action. In those cases you may want to preserve the employee data as it was, but keep it updated to the new event. You never want to delimit infotype 0 or 1, as these should always exist until 12/31/9999. For organizational changes or personnel status change actions, use the COP operator as you want to make a copy of their previous infotype in order to ensure that history is maintained appropriately.

Step 4 – Create the Personnel Action

Now that you have created the infotype menu (step 1) and the info group (step 2), all you need to do is to tie them together with the action. Go to the IMG (menu path Implementation Guide for R/3 Customizing>Personnel management>Personnel administration>Customizing procedures>Actions>Setup personnel actions). Upon execution, you are prompted with a dialog box with three items. Double-click on the second, Personnel action types. Each line in the table has 16 columns described in the table below. 

Column Name

Short Description

Action type

Two-digit number assigned to the action

Name of action type

Description of the action (hiring, termination, etc.)

Function character for action

The options are 1= First hiring, 7=First hiring and transfer of data from the recruitment module, and 0=all other action types

Customer-specific status

If your company takes advantage of the customer-specific statuses, you can preset what you want that status to be.

Employment status

Sets the status that you want the employee to be changed to. The options are 0: Not with company, 1: With company, but inactive, 2: With company, but as retiree and 3: Active in company

Special payment status

Sets the special payment status you want the employee to be changed to. The three options are 0: Special payment: no entitlement

1: Special payment: standard wage type, and 2: Special payment: special wage type

Action sequence feature

System checks whether the features of this action match the features of the previous action. The feature entered here controls performance of this check. Examples include MSN20 for withdrawal, MSN21 for reentry, and MSN32 for early retirement/retirement.

Input field for personnel action

These four checkboxes allow you to control organizational assignment data input options in the initial screen of the Personnel Actions infotype (PA40) and in the Actions infotype (0000). If indicator PA is set, the personnel area field is ready for input on the initial screen of the Personnel Actions transaction (PA40), or of the Actions infotype (0000). You can then control the input options for the position (P), employee group (EG), and employee subgroup (ES) fields if you have integration turned on.

Infotype group number

Enter the number of the info group from Step 2.

Update infotype 0000

Creates an infotype 0000 during the action. Leaving this checkbox blank ensures no infotype 0000 is created during your action.

Update infotype 0302

U0302 defines whether the personnel action type is stored in the Additional Actions infotype (0302).

Country reassignment action

Describes whether the type of personnel action indicates a country reassignment. A personnel action indicated as a country reassignment is not a true personnel action. It is not stored in the Actions infotype (0000), and no infotype group is processed.

 

Step 5 – Create Reasons for Your Action

Now that an action has been created, you need to create reasons associated with the event. Go to IMG menu path Implementation Guide for R/3 Customizing>Personnel management>Personnel administration>Customizing procedures>Actions>Create reasons for personnel actions. Each line in the table has 4 columns described in the table below.

Column Name

Short Description

Action number

Corresponds to the action created in Step 3 (i.e., Hiring action 01 and Family Status Change action 60)

Name of action type

Displays description of the action created in Step 3.

Action reason

Create a number for your reason that corresponds to your action.

Action reason description

Create the text that corresponds to the action reason, See Figure 4.

 

Step 6 – Add Your New Action to the Action Menu

Now that you have created an action and its associated reason codes, you add that action to the action menu (transaction PA40) via IMG menu path Implementation Guide for R/3 Customizing>Personnel management>Personnel administration>Customizing procedures>Actions>Create action menu. Upon execution, you will see a dialog box with two options, the first of which you saw in Step 1. Double-click the second option, Action menu. You are prompted to enter the action menu number 01. You'll see the screen that contains four columns as described in the table below.

Column Name

Short Description

User group

Menu setup for a menu-guided or system-guided transaction in table T588B or infotype setup for a menu in table T588D can be defined according to the user's needs.

Number

Enter a sequential number that determines in what order the actions are output on the actions screen (PA40)

Action number

Corresponds to the action created in Step 3 (i.e., Hiring action 01 and Family Status Change action 60)

Action description

Displays the description of the action created in Step 3.

 

Tip number 1!

When you are creating your action menu, use two-digit numbers with intervals of 10 between them for the sequential numbers in column 2. These numbers determine the order in which actions are presented on the screen. If on your initial configuration you number them 10, 20, 30, 40, you can always return and insert new actions in the middle of the existing sequence – i.e., 15, 25, 35, 36, 37.

 Tip number 2!

Changes made to an infotype or infotype fields often affect field entries in other infotypes. For example, if you change an employee's work schedule on infotype 0007 - Planned Working Time, it may impact some fields on infotype 0008 - Basic Pay. You can set up dynamic personnel actions in the system settings to handle these. For more information on dynamic actions see the article, "Unleash the Power of Dynamic Actions: Tips and Tricks to Get the Best Results," by Rehan Zaidi, in the July 2003 issue of HR Expert.

 Visit my other blogs"A Quick Fix to Employee Status that can improve Your HCM Reporting"and"How to design your HR Actions better to improve HCM Reporting".

 

If you have only ever worked with one SAP system, you may not realize that there are some basic settings/switches that underscore and drive how SAP behaves.  I recently worked with a client that had been jumping through hoops to make SAP behave differently for years.  A simple switch in Table T77S0 was able to fundamental change SAP to simply work as required preventing hours of repeated manual work and customizations.

Below are the most common switches in table T77S0 that I have found handy in my experience in Organizational Management and Personnel Administration, along with the SAP definitions and my personal recommendations. 
By no means is this a comprehensive list, however hopefully at least one on here there that will challenge the way you think about how SAP can work.

PPOM Switches

PPOM CCODE

Maintain Cost Distribution (IT1018) Using Company Code

In infotype 1018 (Cost Distribution), cost centers are maintained as standard by entering the cost center and controlling area. However, restrictions may arise if cost accounting is activated in Controlling for multiple company codes. If this is the case, the system only allows data to be posted to the cost center’s company code. You cannot post data to any company code for the controlling area.

Switch PPOM CCODE allows you to change the standard behavior:

  • If the switch is set (PPOM CCODE = X), the cost center is maintained in infotype 1018 according to the company code and controlling area entered. In the case of cost accounting for multiple company codes, you can enter any company code (that belongs to the cost center’s controlling area).
  • If the switch is not set (PPOM CCODE 0 ‘ ‘), the standard behavior applies.

PPOM EXTCK

In the Simple maintenance view, you can use the entry PPOM EXTCK to determine, when delimiting or deleting an organizational unit or a position, whether:

  • the system should generate an error message pointing out that the subordinate objects must first be moved, deleted or delimited
    • For this option, enter the value ‘X’.
    • direct modification of the assignment of subordinate objects should  be possible
      • For this option, enter the value ‘ ‘.

This setting affects the following relationships:

  • Organizational unit
    • Organizational unit
    • Position
    • Cost center
    • Position
      • Person
      • User
      • Business partner

PPOM INHIC

Obligatory Inheritance of Company Code

This entry enables you to determine if a company code must be passed from organizational units to lower-level positions.

  • If the inheritance should be obligatory, enter the value ‘X’.
  • If the inheritance should not be obligatory (meaning it can be assigned at the positions level if different) enter the value ‘ ‘.

NOTE: It is not recommended to set obligatory inheritance of Company Code unless only 1 Company Code will be used for all positions.

PPOM   INHIH

PPOM: Obligatory Inheritance of Contr. Area

This entry enables you to determine if a controlling area must be passed from organizational units to lower-level positions.

  • If the inheritance should be obligatory, enter the value ‘X’.
  • If the inheritance should not be obligatory (meaning it can be assigned at the positions level if different) enter the value ‘ ‘.

Note: It is not recommended to set obligatory inheritance of Controlling Area unless only 1 Controlling Area will be used for all positions.

PPOM INHS

This entry enables you to determine that account assignment features   (controlling area, company code, and business area) are passed from organizational units to lower-level positions.

  • In the standard system, inheritance is deactivated (value ‘ ‘).
  • If you want to activate inheritance, enter the value ‘X’.

It is recommended to activate inheritance.

PPOM LEPER

In the Simple maintenance view, you can use the entry PPOM LEPER to specify:

  • that all chiefs in an organizational unit should be displayed.
    • For this option, enter the value ‘X’.
    •   that only the current (key date) chief or the next future chief of  an organizational unit should be displayed
      • For this option, enter the value ‘ ‘.

PLOGI Switches

PLOGI BSPAY

Integration switch for planned compensation – basic pay

The “PLOGI BSPAY” entry activates integration between planned compensation and basic pay.

If integration is active, planned compensation data (type, area, group, level) is transferred as defaults to the appropriate infotype field when a basic pay record is created.

Input values:

  • ‘X’ Integration active
  • ‘ ‘ Integration deactivated

PLOGI COSTD

The PLOGI COSTD entry enables you to activate integration between Organizational Management and Personnel Administration for cost distribution.

To activate integration, enter the value “X”.

PLOGI COSTI

Integration switch for cost center accounting

The entry “PLOGI COSTI” activates integration between cost planning and cost center accounting. If integration is active, a check is carried out to see if the G/L accounts and cost types exist in CO. A plan scenario can only be released if integration is active.

Input values:

  • ‘X’ Integration active
  • ‘ ‘ Integration not active

PLOGI EVCCC

Master Data Action for Change of Company Code

This entry enables you to determine the action that is executed next for all of the employees who have changed company code and are flagged in table T77INT.  See the documentation on ‘PLOGI EVENB’.

PLOGI EVENB

Enhanced Integration (‘X’=on, Space=off)

Setting the ‘PLOGI EVENB’ switch to ‘X’ enables you to move a person, position or organizational unit within an organizational structure, when these changes lead to a change in company code for the person(s) concerned.

The personnel numbers of the person(s) concerned are locked in Personnel Administration. The only personnel action you can now carry out for these personnel numbers is “Organizational Change”. You must carry out this action before you can make further changes to the infotypes for the person(s) concerned. Technically, the lock is caused by an entry in table T77INT.    Note that this switch only works when the ‘PLOGI ORGA’ switch is switched to ‘X’.

Further notes:  If you do not set the ‘PLOGI EVENB’ switch, you cannot move a person when the move involves a change of company code, and an error message appears.

PLOGI ORGA

Integration Switch: Organizational Management/HR Master Data

The entry PLOGI ORGA activates integration between Organizational Management and Personnel Administration using the “Organizational Assignment” infotype (0001).

Active Integration allows you to:

  • transfer changes made to Organizational Management objects (organizational units, jobs, positions, cost centers), that are relevant to integration, to Personnel Administration
  •  transfer changes made to the organizational assignment of employees  (IT 0001) from Personnel Administration to Organizational Management
  • Options are
    •   ‘X’ for ON
    •  ‘ ‘ for OFF

In addition, you must specify the integration plan version in the entry  PLOGI PLOGI.

PLOGI PLOGI

Integration Plan Version

Using this entry you determine the active integrated plan version for the Organizational Management, Personnel Development, Personnel Cost   Planning, Personnel Shift Planning, and Training and Event Management components.

If this entry is ‘ ‘ (switch = “off”), integration is deactivated. When you determine a plan version, integration is activated within this plan  version for all persons that correspond to the ‘PLOGI’ feature.

Note: To activate integration between Organizational Management and Personnel Administration using the “Organizational Assignment” infotype (0001), you must enter ‘X’ in “PLOGI ORGA”.

PLOGI PRELU

Integration: Update Online or Batch Input

If the value entered here is ‘BTCI’ and integration has been activated (see PLOGI PLOGI), you prevent changes made in Organizational Management from being written directly to Personnel Administration (“Organizational Assignment” infotype 0001). The personnel numbers affected by the change are simply collected so that they can be written to the batch input at a later stage. See also the documentation on report RHINTE30.

  • If the value entered here is ‘ ‘ or ‘0’, the change will be transferred immediately.
  •  If the value entered here is a numeric value, the system checks to find  out how many personnel numbers are affected by a change made in Organizational Management. If the number of personnel numbers is larger than the numeric value entered, the system proceeds as for the entry  ‘BTCI’, otherwise as for ‘ ‘ or ‘0’.

PLOGI SPLIT

Integration: New Infotype 0001 Record When Description Is Changed

If the value entered is ‘X’ and you change the description of positions, jobs or organizational units, new infotype 0001 records for the personnel numbers concerned are created on the date of the change(s).

This means that the system will always display the up-to-date descriptions of named objects, both in Personnel Administration transactions and in reports on persons.

If the description of an object is changed on a particular date (as of Release 4.5, this is done in Organizational Management by copying a record from infotype 1000, “object”), the system first establishes which personnel numbers are affected by this, and marks them internally. Then, you should use report RHINTE30 (parameter “Open Personnel Numbers Only”) to create a batch input session. After this session has been processed, new infotype 0001 records for the person(s) concerned are created.  If the field PLOGI SPLIT is blank, the system only creates new infotype 0001 records if the assignment itself (that is, the number of the position, job or organizational unit) changes.

PLOGI TEXTC

Integration: Transfer Short Text of Job

This entry specifies whether the short text or the long text of a job should be transferred from Personnel Planning to Personnel Administration.

  • ‘X’:  Transfer short text of job to Personnel Administration
  • ‘ ‘:  Transfer long text of job to Personnel Administration

A text that has been transferred to Personnel Administration in this way is displayed in the Organizational Assignment infotype (0001) of the  affected persons.

If Personnel Administration and Personnel Planning are integrated, the switch has the following meaning:

When these switches are active (value = ‘X’), the text of the PA object is transferred to the Object ID field of the PD object when report  RHINTE00 is run and, if necessary, the text is shortened to 12 characters. If these switches are not activated (value = ‘ ‘), the object ID of the PD object is transferred to the Object ID field when report RHINTE00 is run.   See RHINTE00.

PLOGI TEXTO

Integration: Transfer Short Text of Organizational Unit

This entry specifies whether the short text or the long text of an organizational unit is to be transferred from Personnel Planning to Personnel Administration.

  • ‘X’:  Transfer short text of org.unit to Personnel Administration
  • ‘ ‘:  Transfer long text of org.unit to Personnel Administration

A text that has been transferred to Personnel Administration in this way  is displayed in the Organizational Assignment infotype (0001) of the affected persons.

If Personnel Administration and Personnel Planning are integrated, the switch has the following meaning:

When these switches are active (value = ‘X’), the text of the PA object is transferred to the Object ID field of the PD object when RHINTE00 is run. If necessary, the text is shortened to 12 characters. If these switches are not active (value = ‘ ‘), the object ID of the PD object is transferred to the Object ID field when RHINTE00 is run.  See RHINTE00.

PLOGI TEXTS

Integration: Transfer Short Text of Position

This entry specifies whether the short text or the long text of a position should be transferred from Personnel Planning to Personnel Administration.

  • ‘X’:  Transfer short text of position to Personnel Administration
  •  ‘ ‘: Transfer long text of position to Personnel Administration

A text that has been transferred to Personnel Administration in this way is displayed in the Organizational Assignment infotype (0001) of the affected persons.

If Personnel Administration and Personnel Planning are integrated, the switch has the following meaning:

When these switches are active (value = ‘X’), the text of the PA object is transferred to the Object ID field of the PD object when RHINTE00 is run. If necessary, the text is shortened to 12 characters. If these switches are not active (value = ‘ ‘), the object ID of the PD object is transferred to the Object ID field when RHINTE00 is run.  See RHINTE00.

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