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Infotype 0003 (Payroll Status Infotype) or TCode for the same is PU03, works as a central part for Employee’s Master Data.

This Infotype is updated automatically at backend whenever an employee is hired, or any changes are made in Master Data of an employee. In this document, I shall explain in detail how this particular infotype works.

Infotype screen is as follows:

PU031.PNG

If we go to IT0003 via PA30, then no fields are modifiable. To make it modifiable, we use TCode for the same as PU03.

Enter the Personnel Number in PU03 and Execute

PU032.PNG.

Explanation for all the fields is as below:

1. Earl.per. RA date – This date defines upto what extent the retro payroll should be run. For example, if increments needs to be given w.e.f.April 2014 in the month of October 2014, then in this field, 01.04.2014 shall be added so that the system will calculate the arrears amount accurately.

2. Accounted to – This field defines upto what month the payroll has been run. This field SHOULD NEVER BE CHANGED and kept as it is. It is very important not to make any changes. This field is changed automatically when there is a live payroll being held in the system.

3. Run Payroll Upto – Date up to which the payroll is run for the employee, even if he or she has left the company. This field is usually used whenever there is separation of the employee. Eg., if the employee gets separated in the month of July, and claims for his / her full and final settlement amount in October, then 31.10.2014 is added in this field, and payroll is successfully run even if the employee is separated. Thus at the time of separation, this field becomes very helpful.

4. Earliest MD Change – Whenever any Master Data change is made to an employee, that is relevant for the use of Payroll, then in that case this field gets automatically populated in the system.

5. Do not account after – This is the final date upto which the payroll should be run, and beyond this date, payroll will not be run.

6. Mast.data chng.bonus – This field, like the ‘Earliest master data change’ field, is set when master data is changed. The Earliest master data change bonus field is set by the master data processing and deleted by bonus payments in the payroll program as well as by unauthorized manual checks (NAMC, only for U.S.) It allows retroactive accounting of bonuses following changes in master data.

7. Earl.pers.rec.date – This is Earliest Personal recalculation date for time evaluation. This date enables to restrict the earliest retroactive accounting period for time evaluation.

8. Pers.calendar from – Specifies the date as of when you have to generate the employee calendar.

9. PDC recalculation – This field specifies the date on which the next time evaluation run should start. When time evaluation is complete, the date is set to the first day for which the report has not yet been run.

10.  Lock Personnel Number – If due to certain reasons, payroll should not be run for the particular employee, then this check box should be tick marked for the same.

Now let us see some common issues faced due to changes in master data and thereby its effect in this infotype and finally effecting payroll.

1. The most common issue is the retro payroll. Whenever there is any master data changes done in the payroll past (that are relevant for payroll processing), the following fields gets populated:

> Earl.pers. RA date

> Earliest MD change

> Mast.data chng.bonus

For eg., if we are running payroll for the month of October, and any kind of master changes relevant to payroll processing has been made in the employee’s master data w.e.f. April, then in October month while processing payroll, system will trigger retro payroll. There might be cases that it might not affect the Net Pay or any other regular components of the employee. But it may get affected in Posting to FI. If this happens, then following steps should be made:

> Delete the payroll result from TCode PU01. Here the system will show multiple line item this time. So select any one of them, and delete. Keep on clicking on “YES” and “OK” till the system gets you out of the screen. DO NOT EXECUTE AGAIN.

> Go to TCode PU03, and enter the following dates as shown in below screen:

PU033.PNG

The dates marked in red should ONLY BE CHANGED. No other dates should be changed.

> Save the entries, and run the payroll again. Check for the results followed by posting results as well. This time, you will not get any retro effect in payroll.

2. The next commonly found error is whenever we are making any master data changes relevant to Payroll, (Eg. IT0045 – Loans), we usually make changes in the existing data itself in this infotype. We do not copy the existing data to a new one everytime. While making the changes, we get the error, Eg.:

“CHANGES IN PAYROLL PAST NOT POSSIBLE (08.09.2014)”

If you are getting this error, then go to PU03, you will find the screen as below this time:

PU034.PNG

Remove the date of Earl.pers. RA date ONLY. No other date should be removed. Save your entry, and try making the above master changes again, and there would not be any error this time.

3. While exiting the payroll control record (PA03), you get the below error:

“PAYROLL HAS NOT BEEN RUN SUCCESSFULLY FOR ALL PERSONNEL NUMBERS”

For the same, in PA03 (Control record), click on the yellow arrow mark as shown below:

     PU035.PNG

You shall get the list of personnel numbers. This error does not means that payroll result for the list of Personnel numbers is wrong. Rather this means that due to some master changes in these Personnel Numbers after the payroll run, system is unable to exit the payroll.

To remove the error, select one of the personnel number form the incorrect Personnel Number list shown as above, and go to TCode PU03. Enter the personnel number and execute. The below screen, click on Delete Payroll Correction indicator as shown in below screen:

PU036.PNG

Click on the same, and save your entries.

Perform the same activity for all the incorrect Personnel Numbers.

After this, try Exiting the payroll control record for the required payroll area, error will be removed.

In the above document, I have tried to cover the most common errors / issues faced due to Payroll Status Infotype (IT0003, TCode PU03). I will update the same if I come across anyother. Hope this document is helpful for all.

Regards,

Bhagyashree

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26 Comments

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    1. Bhagyashree Naik Post author

      Thanks Sikindar.

      Report RPUTRBK0 can be use for mass upload. But this report should be well tested before updating in live client. Apart from this, LSMW can also be created for PU03 for the required fields.

      Regards,

      Bhagyashree

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  1. Ramesh Jakkula

    Thanks for the excellent document.

    When it comes to point number 3 under some common issue,before removing the error manually its always advisable to the live run through by using PC00_M40_CALC and by selecting Match code W in Search Help.

    Regards

    Ramesh

    (0) 
      1. Bhagyashree Naik Post author

        First of all, why the need came to run the payroll again?? Also, as mentioned above, this field should not have been changed. Rather you should have deleted the payroll result and re-run the payroll to avoid the error. If the result was posted to FI, then the same should have been reversed. Changing the date of this field was wrong practice.

        Regards,

        Bhagyashree

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  2. Vijay S

    Hi Bhagyashree Naik


    “PAYROLL HAS NOT BEEN RUN SUCCESSFULLY FOR ALL PERSONNEL NUMBERS”


    Point 3 As suggested by Ramesh Jakkula we can run the payroll in live through tcode – PC00_M**_CALC by selecting Match code W

    but is there a way to find out why exactly this has happened?

    i recently encountered an issue like “PAYROLL HAS NOT BEEN RUN SUCCESSFULLY FOR ALL PERSONNEL NUMBER”

    the payroll has been run for that EE in live

    since i was not able to find out exactly why i got that issue, i ran the payroll in live for that EE

    i checked the payroll results & wagetype reporter everything was the same but i do not know why i got that issue

    any suggestions please? i can use in the future

    Regards

    Rahul

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  3. Vijay S

    Hi Bhagyashree Naik

    2. Accounted to – This field defines upto what month the payroll has been run. This field SHOULD NEVER BE CHANGEDand kept as it is. It is very important not to make any changes. This field is changed automatically when there is a live payroll being held in the system.


    recently i had to remove this field in our production system because we got an error message while running the UK GB payroll schema for late leaver GRET


    ‘Not the most recent period paid to this person’


    because that EE has a negative net pay


    i found an answer in the below wesbite

    SAP HR and Payroll Error Messages


    ‘Not the most recent period paid to this person’

    This error occurs when payroll results for a later period exist for an employee. The solution is to remove the date in the “accounted to field” on IT0003 and run the schema GRET (or your customer equivalent).

    can you please let us know is this the correct method ?

    Regards

    Rahul

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  4. Rémi Corriveau

    Hello Bhagyashree,

    In our system, when we use pa30 to modify IT0003 (using the pencil), some of the fields are modifiable, and even more are modifiable when we access it through the menu Utilities > Change payroll status.

    You should also add some comments on the “Bonus info” button as it enables to see unprocessed IT0221.

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