For almost all SAP-Payroll implementations, legacy data transfer is a challenge and when coupled with the situation of mid-year go-live, the scenario gets complicated. Hence, in this blogpost i shall try to provide an overview of the process focusing on the necessary configuration and legacy payroll run process. In my example i shall be using SAP-Payroll International ( XX ) to make it generic as far as possible.
Let us consider an example when for a particular client the financial year starts and April every year and the payroll project go live is scheduled for December in any particular year. The payroll frequency is monthly and client wants legacy payroll to update the PCL2 cluster from April of that year.
So it is needed to run legacy payroll in SAP from April to November of that year and then from December it shall be live SAP Payroll run with the implemented settings.
Hence, the primary requisite shall be the payroll specific employee master data which needs to be loaded into the system with start data preceding the legacy payroll run start.
Legacy Data for updating Payroll Cluster (PCL2) shall come from table T558B and T558D_LEG.
T558B is the primary table that stores data about the payroll runs (e.g. regular, off-cycle) –i.e. mainly period information for the different payroll runs by which the employer wishes to store payroll data for an employee before the go-live and from the start of the financial year (i.e. payment already done till go-live via legacy / existing Payroll system) . In our example, since the go-live in in Dec’17, the legacy payroll data shall mean payments made from April ’17 till Nov’17.
Above pic. Depicts a typical legacy data entered for an Employee.
- Every payroll run should have a unique sequence and data should be entered in ascending order of payroll periods. i.e. period 4 data must not be stored after period 5 data.
- Any offycle which falls under a particular payroll period should be placed after the regular run for that period after after the payment date.
- For a regular payment, we need to enter:
- Personnel Number
- Sequence Number
- Payroll Type (as blank )
- Payment date for the payroll period
- Period Parameter
- Payroll period
- Start date for the Payroll period
- End Date for the Payroll Period
- Sequence Number ( same as the earlier )
For an off-cycle payment, we need to enter:
- Personnel Number
- Sequence following a regular payroll run
- Payroll Type ( as A for bonus payment )
- Payment date for the off-cycle payment
- Sequence Number ( same as earlier )
T558D contains information about the wage types by means of which the employer wishes store information about the means of payment already done. Entries in this table is dependent on T558B with regards to the payroll period data stored there.
Maintenance View : V_T558D_LEG
For every sequence ( which in linked to the sequence maintained in table T558B) , we shall need to enter the personnel number and enter the wage types as well as the corresponding amounts. As we can see, if a sequence is for a regular payment ( as per T558B), the end date for the payroll period is reflected. For off-cycle, the type of run ( i.e. A for bonus payment ) is shown.
PCL2 (Payroll Cluster)
CRT (after sequential run 7)
With regards to loading of data in the tables, the tables : T558B, V_T558D_LEG can be maintained via SM30 transaction ( manually ) or there can be an upload program created for the purpose to automate the load. We can proceed based on how client wants to proceed.
To prevent any retro during the first live RUN, the PCR ( payroll Control Record ) can be set to the 1st day of that month in which the live payroll is going to be RUN.
So this is a an overview of loading legacy payroll data and running the legacy payroll. Hope this blogpost can be useful for many of us who shall be doing legacy payroll loads and runs in future.