You are on page 1of 252

Q. Why ERP?

a) ERP stands for Enterprise Resource Planning. Enterprise Resource

Planning systems integrate all data and processes of an organization into
unified system. The key feature of an ERP system is it uses a single or unified
database to store data for the various system modules.
SAP in present scenario
On April 1, 1972 five former IBM employees founded SAP as Systemanalyse
und Programmentwicklung (Systems Analysis and Program Development) in
Mannheim, Germany. Their vision was to develop and market standard
enterprise software which would integrate all business processes. The idea
came to them through their work as systems consultants for IBM when they
noticed that client after client was developing the same, or very similar,
computer programs. The second part of their vision was that data should be
processed interactively in realtime, and the computer screen should become
the focal point of data processing.
In 1972 the SAP R/1 solution was launched. Seven years later, in 1979, SAP
launched SAP R/2. In 1981, SAP brought a completely re-designed solution to
market. With the change from R/2 to R/3 in 1992, SAP followed the trend from
mainframe computing to client-server architectures. The development of SAPs
internet strategy with redesigned the concept of business
processes (integration via Internet)


What is project?
A) Organization perform work, work generally involves either operation or projects.
It is performed by the people with limited and unlimited period and with limited
resources in order to create a unique product or services. Limited means projects
has a definite begging and definite ending. Unique means that the product or
services is different in some distinguishing way from all similar products or
services. Projects are undertaken at all levels of organization. Effecting the
changes instructures, staffing or style in organization, getting the modified
information system.

This document is structured as follows:
Section I
o It first outlines the scope of the Implementation, which was given in the
Proposal Documents by COMPANY, during the bidding stage.
o It then goes on to describe the Methodology followed during the Business
Blueprint Phase and the Methodology henceforth for the remaining portion
of the Implementation.
Section II
o Subsequently, it describes the processes and the sub-processes that form
part of the processes. As we look at each sub-process, the document also
captures the developments that need to be done to bring in the required
functionality into SAP.
Section III
o A summary of the development requirements will follow, wherein the price
elements are summarized and the overall tally will be given. This will form
the scope of developments during the Realization Phase
Section IV
o Lastly, a section on the Users Roles has been given, wherein the User Roles
and the sub-processes to which they would have access has been
determined. This is the Level I mapping of User Roles.
Section V
o This section also contains the Portals Blueprint with the Design for the same

ASAP Methodology (Phases of SAP Implementation project)

Q. What is an SAP Implementation/ ASAP Methodology?
A) ASAP stands for Accelerated SAP. Its purpose is to help design SAP
implementation in the most efficient manner possible. Its goal is to effectively
optimize time, people, quality and other resources,
using a proven methodology to implementation. ASAP focuses on tools and
training, wrapped up in a five-phase process oriented road map for guiding
implementation. A methodology should contain precise project plan. It was designed to
support the rapid and efficient implementation of R/3 systems.

ASAP is a solution from SAP to stream line customer implementation and deliver faster
business results. ASAP incorporates a step by step approach and avoids non values
added tasks. ASAP provides a baseline for business process requirement, configuration /
testing and end-user procedure / training.
ASAP methodology is tool which is used how to implement SAP project. Broadly, the
Methodology that has been followed has been the ASAP Methodology, with a few
changes to suit this particular Project.

ASAP (Accelerated SAP) Methodology has various stages:

The road map is composed of five well-known consecutive phases:
Phase 1 Project Preparation
Phase 2 Business Blueprint
Phase 3 Realization
Phase 4 Final Preparation
Phase 5 Go-Live and support.
A) Phase 1: Project Preparation
The Project began with the Project Preparation Phase, wherein the detailed Project Plan
and the Project Charter were made. This was submitted and is being followed by all
members of the client Team.

Phase 1 initiates with a retrieval of information and resources. It is an important
time to assemble the necessary components for the implementation. Some
important milestones that need to be accomplished for phase 1 include
Obtaining senior-level management/stakeholder support
identifying clear project objectives
architect an efficient decision-making process
creating an environment suitable for change and re-engineering
Building a qualified and capable project team.
One of the most important milestones with phase 1 of ASAP is the full agreement
and cooperation of the important company decision-makers - key stake holders
and others. Their backing and support is crucial for a successful implementation.

1) Creating a favorable project environment facilitating communication and team
working. Laptops and phones and communication directly with each other in order
to solve the problems quickly and ensure effective teamwork.
2) Project training what is client BBP what are the requirements, who has to do each
sub module what are the deadlines and buffer time. This training period can be
reducing consumption of waste time. Meetings and training should be carried out
continually through the implementations. It is responsibility of the consultants to
carry out on going knowledge transfer and make sure that the project team
members are fully trained in their areas. In the workshop the team members can
start being productive from day one. It is standard process for implementation of
3) Preparing goals and objectives, assigning the roles and plan for development
Clear project objectives:-
Be concise in defining what your objectives and expectations are for this venture.
Vague or unclear notions of what you hope to obtain with SAP will handicap the
implementation process. Also make sure that your expectations are reasonable
considering your company's resources. It is essential to have clearly defined
ideas, goals and project plans devised before moving forward.
An efficient decision making process:

One obstacle that often stalls implementation is a poorly constructed decision-
making process. Before embarking on this venture, individuals need to be clearly
identified. Decide now who is responsible for different decisions along the way.
From day one, the implementation decision makers and project leaders from each
area must be aware of the onus placed on them to return good decisions quickly.
Environment suitable for change and re engineering: Your team must be willing to
accept that, along with new SAP software, things are going to change, the
business will change, and information technology enabling the business will
change as well. By implementing SAP, you will essentially redesign your current
practices to model more efficient or predefined best business practices as
espoused by SAP. Resistance to this change will impede the progress of your
B) Phase 2- (BBP - Business Blueprint) (BPP - Business Process
Procedures) (BPD -- Business Process Document)
SAP has defined a business blueprint phase to help extract pertinent information
about our company that is necessary for implementation. These blueprints are in
the form of questionnaires that are designed to probe for information that
uncovers how your company does business. As such, they also serve to
document the implementation. Each business blueprint document

ssentially outlines your future business processes and business requirements.
The kinds of questions asked are germane to the particular business function, as
seen in the following sample questions:
What information do you capture on a purchase order?
What information is required to complete a purchase order?
Accelerated SAP question and answer database:
The question and answer database (QADB) is a simple although aging tool
designed to facilitate the creation and maintenance of your business blueprint.
This database stores the questions and the answers and serves as the heart of
your blue print. Customers are provided with a customer input template for each
application that collects the data. The question and answer format is standard
across applications to facilitate easier use by the project team.
Issues database

Another tool used in the blueprinting phase is the issues database. This database
stores any open concerns and pending issues that relate to the implementation.
Centrally storing this information assists in gathering and then
managing issues to resolution, so that important matters do not fall through the
cracks. You can then track the issues in database, assign them to team members,
and update the database accordingly.
Here the ASIS, TOBE and gaps analysis is explained. This the document that you will be
using to do your configuration in the realization phase.
Consisting of identifying the client current process, requirement and how SAP
provide solutions, consists of detailed documentation.
ASIS here to understand the existing business of the client. Prepare the questioner

BPO - Business processors owner is the clients employees who known about the client
business process probably a middle management guy. BPO involvement is requiring as
he may be able to tell you his requirements better. BPO can start learning with the
consultant help more about the SAP. It is good practice to ask the BPO to make flow
charts to explain business process.

TOBE Parallel you map theses processes to SAP. Once you do the business modeling will
also be make aware of the gaps between ASIS and TOBE. This is the document that you
will be using to do your configuration realization phase. During the Business Blueprint
Phase, there have been multiple discussions with the COMPANY Implementation Team as
well as the Users from the respective Development Department. Over these discussions,
a high degree of process understanding has been developed by the Implementation
Team. The processes that would form part of the client implementation. For the Business
Blueprint, the reference documents were the CLIENT Documents and the Process Maps
that were provided to the Implementation

artner by COMPANY. These documents were initially discussed with the Users and a Gaps
document was made. This Gaps document detailed the Gaps between the existing client
system and the requirements of the Users. This document, the Business Blueprint
Document, is the key deliverable of the Business Blueprint Phase. The objective of this
document is to capture the processes that have been finalized during the Business
Blueprint on the business requirements. This document would provide the way forward

during the Realization phase, where these processes will be configured in the SAP
C) Phase 3 Realization
With the completion of the business in phase 2, "functional" experts are now ready
to begin configuring SAP. The Realization phase is broken in to two parts.
Your SAP consulting team helps you configure your baseline system, called
the baseline configuration.
Your implementation project team fine-tunes that system to meet all your
business and process requirements as part of the fine tuning configuration
Realization phase Here you do the configuration in the development server. We creates
master data, formats reports etc.
The initial configuration completed during the base line configuration is based on
the information that you provided in your blueprint document. The remaining
approximately 20% of your configuration that was not tackled during the baseline
configuration is completed during the fine tuning configuration. Fine tuning usually
deals with the exceptions that are not covered in baseline configuration. This final
bit of tweaking represents the work necessary to fit your special needs. During the
Realization Phase, the Design Documents and details for the Development Requirements
will be made and used for developments. In addition, both the Implementation Team as
well as the Users will prepare Test Plans for testing various scenarios. Here where most
of the implementation work takes place.
Configuration Testing:
With the help of your SAP consulting team, you segregate your business
processes into cycles of related business flows. The cycles serve as independent
units that enable you to test specific parts of the business process. You can also
work through configuring the SAP implementation guide (IMG). A tool used to
assist you in configuring your SAP system in a step by step manner
Knowledge Transfer:
As the configuration phase comes to a close, it becomes necessary for the Project
team to be self-sufficient in their knowledge of the configuration of your

SAP system. Knowledge transfer to the configuration team tasked with system
maintenance (that is, maintenance of the business processes after Go-live) needs
to be completed at this time.In addition, the end users tasked with actually using
the system for day-to-day business purposes must be trained.
D) Phase 4 - Final Preparation:
As phase 3 merges into phase 4, you should find yourselves not only in the midst
of SAP training, but also in the midst of rigorous functional and stress testing.
Phase 4 also concentrates on the fine tuning of your configuration before Go-live
and more importantly, the migration of data from your old system or systems to
SAP. Workload testing (including peak volume, daily load, and other forms of
stress testing), and integration or functional testing are conducted to ensure the
accuracy of your data and the stability of your SAP system. Because you should
have begun testing back in phase 2, you do not have too far to go until Go-live.
Now is an important time to perform preventative maintenance checks to ensure
optimal performance at your SAP system. At the conclusion of phase 4, take time
to plan and document a Go-live strategy. Preparation for Go-live means preparing
for your end-users questions as they start actively working on the new SAP
system. The quality assurance system is where all the final testing is conducted
before moving the transports to the production environment.
In finial preparation integration testing once all the modules testing is over then the
configuration is transported to the quality server, where the testing for all the modules is
done by the client (BPO) and end users. Once it is finalized in the Quality server then
configuration is transported to production server.
Subsequently, the Users would be trained and the Client SAP System would Go-Live on
E) Phase 5 - Go-live and Support:
The Go-live milestone is itself is easy to achieve; a smooth and uneventful Go-live
is another matter altogether. Preparation is the key, including attention to what-if
scenarios related not only to the individual business processes deployed but also
to the functioning of technology underpinning these business processes and
preparation for ongoing support, including maintenance contracts and
documented processes and procedures are essential. The production system is
where all the daily business activities occurs. It is also the client that all the end
users to perform their daily job functions.

A) Full Life Cycle /End to-End Implementation projects (Described earlier)
B) Rollout Implementation Project
The term rollout project refers to the process of repeated activation of one or
more templates. In short, When the is implemented in the parent company and
wanted the sister concern company also to be a part of sap then the Rollout
Implementation is applied

C) Support Project
Once SAP project is implemented, it should be supported by the consultants in
day-to-day business. In Support projects, the support team helps the customer in
day-to-day business.

D) Upgrade / Migration Project
As we see, SAP is continuously upgrading the R/3 software. Customers are
moving from the older versions to new versions. When the customer decides to
new version, it is called SAP Migration Projects or Upgradation Projects. Now -a -
days many customers are migrating from older versions like 4.5 or 4.6B, 4.6C to
ECC 5.0 or ECC 6.0 versions.

E) Testing Projects
Objective of a SAP/ERP System Testing are to verify that the installed system
which includes the SAP software, custom code and manual procedures, executes
as specified and without error; to confirm with the users and management that the
delivered system performs in accordance with the stated system requirements;
and to ensure that the system works with other existing systems, including but not
limited to interfaces, conversions, and reports




1 What is the Organization Structure?

2 What are the Organization Unit(s)?

3 How many Departments the Head Office?

4 How many Departments of each branch?

5 What are the Jobs?

6 What are the Positions?

7 How many Positions in each department in Head Office and each Branchs

8 What are the Tasks of each the position in Head Office and Branches?

9 Whether the seating arrangement is numbered and allocated as per the positions?

10 Are there any cost center assignments to the position?

11 What is the Reporting Structure?


1 While hiring what is the data collected? Ex: Permanent Address, Date of Birth

2 How many branches are existing?

3 How many employee groups are available? Ex: Permanent, Contractors, Trainees etc.

4 Existing Personnel Numbers Should be used or new number ranges to be given.

5 What are the Personnel Actions types existing? Like Hiring, Conformation, Promotion, Transfer, .
6 What are the reasons for each action type? Like for Hiring, reason is new vacancy or in place leftemp
7 What are notice periods of both sides for different positions?

8 What is the method of confirmation for permanent and trainee employees?

9 How much details are you collecting recording family details from the new employee?

10 Are company is providing insurance for employees or employee insurance have their own insurance?

11 What the existing system of collecting the educational details is from school or last qualification?

12 Who are the authorized HR personnel? List.


1 What is your Holiday Calendar?

2 What are your work timings? and what are the working hours per day?

3 When is your weekly off?

4 What are the Break Timings?

5 Are the break timings paid or unpaid?

6 Is there any Shift System? If Yes how many Shifts?

7 Whether Shifts are fixed or rotating.

8 Are they working on Flexi timings or Normal Scheduled hours?

9 Is there any tolerance time for the late coming?

10 When does the week start? Ex: Monday to Saturday

11 What is the Leave entitlement ?Ex: CL, EL, SL

12 What are the leave rules? Like every year the leaves are get lapses or encased or carry forward?

13 Do you follow any Loss of Pay procedure?

14 Is Over Time Compensated through pay or Leave?

15 If overtime is considered is it on daily basis or weekly Eg: overtime after 48 hrs a week


1 How are Employees paid? Ex: monthly, Weekly, Fort night

2 Whether all the employees' salaries is paid on the same day or different dates?

3 What are the basic components of salary? Ex: Basic Pay, DA, HRA, Conveyance etc.

What are the Perks, Reimbursements and Allowances? Ex: Driver Allowance, Medical Allowance,

5 If allowances are paid, what is the basis?

6 What are the levels for positions maintained in each department as per the pay scales?

7 What is the type of Industry and Location for the pay scale structuring?

What are the other statutory and non statutory payments and deductions? Ex. Gratuity,

9 What are the statutory deductions? Ex PF, ESI, PT etc.

10 Whar are the statutory rules?

11 What are the other deductions? Ex: Canteen, Loan, LIC etc

12 What are the recurring payments paid every month? Ex: Uniform Allowance, monthly bonus etc.

13 What is the mode of salary payment? Ex: Cash/ Cheque/ Bank Transfer.

14 What is the Financial year?

15 From which Financial year data should be considered?

16 Is bonus or incentive paid yearly?

17 If bonus is paid, paid through the monthly salary or any mid of the month

18 What are the tax liabilities for an employee?

19 Do you follow Company loans?

20 Does salary advance exist?

21 Any company arrangements? Like accommodations, transportation, Home appliances

AlGrp Allowance Grouping
BBP Business Blueprint
CI Configurable Item
CAP Collective Agreement Provision
CLA Company Leased Accommodation
COA Company Owned Accommodation
CMPF Coal Mines Provident Fund
CMPS Coal Mines Pension Scheme
COCS Company Owned Car Scheme
EE Employee
EG Employee Group
ER Employer
EDLI Employee Deposit Linked Insurance

ESG Employee Subgroup
HRA House Rent Allowance
IMG Implementation Guide
INVAL Indirect Valuation
LTA Leave Travel Allowance
LTC Leave Travel Concession
OYCS Own Your Car Scheme
PA Personnel Area
PSA Personnel Subarea
PCR Personnel Calculation Rule
PF Provident Fund
RAPs Reimbursements, Allowances & Perks
RPFC Regional Provident Fund Commissioner
PTax Professional tax
WT Wage Type

Advantages of SAP HR/Payroll
Saving time and money, and improving information for decision-making and planning. Greater
automation, ensuring greater accuracy and time savings.
SAP is built to automatically apply policies and rules to employees data. In HRMS, this sort of
information would be entered as required, keyed in by an employee. This will invariably result in a certain
amount of inaccuracy, either through interpretation or simple error. In fact, as SAP HR/Payroll was
created, various instances were found of employees in HRMS who were receiving benefits they were not
entitled to, or who had been eligible for shift premiums but had not received them. As well, the reduced
data entry will allow time for more value-adding activities.
Improved reporting capability.
Reports are tools managers can use to analyze their operations and find opportunities for improvement.
For example, attendance reports, or workload reports .HRMS provided a limited number of standard
reports in a format which could not be manipulated for more precise analysis. Reports would be ordered,
and would typically take two days to arrive. SAP provides users direct access to thousands of
standard reports, plus the ability to easily create custom reports. Reports can be exported into Excel for
further manipulation or filtering and then uploaded back to SAP.
Improved position control.
Information related to positions includes cost centre, report to and classification, for instance. SAP
provides more position-related information than HRMS, and the information is presented in a much more
user-friendly form yourself.
Automated compensation adjustment.
Prior to the introduction of SAP, compensation adjustments were calculated manually outside HRMS and
then keyed in.
Improved employee history data.
This is essential planning information for various scenarios, for instance re-organization, or succession
planning. SAP presents this information in a much more organized, user-friendly way.
Better management of CUPE time data.
CUPE employees time is tracked for payroll purposes, and is tracked against work centers. This has
required entry of the same data into two different systems, but with SAP it will be entered once and
then shared by the HR module and the Plant Maintenance module. In addition to eliminating duplicate
effort, this integration also allows exact planning in situations where we have had to estimate.
Better budgeting.
Similarly to the CUPE time entry situation, budgeting will improve with exact planning information
replacing estimates, as information on position requirements will be




Q What is an ERP?
A) ERP stands for Enterprise Resource Planning. ERP systems integrate all data
and processes of an organization into unified system. The key feature of an ERP
system is it uses a single or unified database to store data for the various system

Q What results can be expected from an ERP Culture?
A) Reduced working capital requirements, improve customer service, improve direct
labor productivity, reduce purchase costs, reduce obsolescence, reduce overtime, having
the figures to make decisions. Having accountability throughout the organization,
improved quality of life.

Q What is SAP?
A) SAP stands for Systems Applications and Products in data processing. SAP is an
acronym for "System Application & Products" which creates a common centralized
database for all the applications running in an organization. The application has been
assembled in such a versatile way that it handles the entire functional department within
an organization. The SAP ERP application is an integrated enterprise resource planning
(ERP) software manufactured by SAP AG that targets business software requirements of
small size, midsize and large organizations in all industries and sectors. It is the successor
product to SAP R/3.
On April 1, 1972 five former IBM employees founded SAP as Systemanalyse und
Programmentwicklung (Systems Analysis and Program Development) in Mannheim,

Germany i.e Systems Applications and Products in data processing. Their vision was to
develop and market standard enterprise software which would integrate all business
processes. The second part of their vision was that data should be processed interactively
in real-time, and the computer screen should become the focal point of data processing.
Q What is SAP R/3 Architecture
Presentation Layer
SAP GUI is installed on Individual machines which acts as presentation layer
Application Layer
Business logic is executed in this layer. The application layer can be installed on one
machine, or it can be distributed among more than one system.
Database Layer
The database layer holds the data.
One R/3 system is composed of exactly one database server accessing a single
database, one or more application servers, and one or more presentation servers.
In three-tier client/server architecture the Presentation servers, Application servers
and database severs all run on separate machines.
During an implementation, there is usually one system (or one database) assigned
to development, one or more systems designated for testing, and one assigned to
In three-tier client/server architecture the Presentation servers, Application servers
and database severs all run on separate machines. For large systems this is the
most common configuration and is common in production.

Q What is Human Capital Management?
A) The acquisition, deployment, development, retention, motivation, and empowerment
of the skills, abilities, experience, and knowledge of the enterprises workforce and
includes a strategy that measures the contribution of human capital to the success of the
SAP HCM aligns HR activities with organizational objectives
Focus on leadership succession, workforce planning, and organizational change
Make HR services transparent
Less dependence on HR Executive to execute employee-centric processes
anywhere, anytime with user-friendly Employee Self Service & Manager Self
Service applications. Reduced workload on HR.

Q What is R stands for?
A) The R in SAP R/3 stands for real time data processing and number 3 relates to a 3 tier
architecture. SAP R/3 is client /server based application, utilizing a 3 tiered model.

A presentation layer or client interfaces with the user
The application layer houses all the business specific logic &
The database layer records and stores all the information about the system including
transactional & configuration data.
It creates common centralized data base for all applications running in an
The SAP system is a fully-integrated system where activities in one area generate
activities in another area
The system provides online, real-time information and one place for input of data.

Q What is Development?
A) Development means where the consultants do the Customization/Development as
per the Organization's requirement.
What is Quality Assurance?
A) Quality Assurance means where the core team members and other members test the

Q What is production?
A) Production means where the live data of the company is recorded. Users must be
trained in Quality system before they start using the Production.

Q What system Landscape?
A) Landscape is like a server system or like a layout of the servers or some may even call
it the architecture of the server. SAP is a Three System Landscape - DEV, QAS and
PROD. A Transport request will flow from Dev-> Qual ->Prod and not backwards.

Q What is a screen?
A) Screen is to Access and do setting, delete, modify. There are number of screens in
SAP. Words or characters that appear on the screen. These include field names, screen
titles, pushbuttons as well as menu names, paths, options body text, titles of graphics and
tables name of element in the system i.e reports names, program names transaction codes
and individual key words of a programming language.

Q What is Session?
A) It is a screen to learn how to work with different sessions of SAP.

Q What is real time?
A) It describes how data that has been entered into the system is available immediately
after the transaction has been saved. Everyone has access to the same data.

Q Who is client?

A) SAP systems use the client concept to allow legally and financially independent entities
to coexist in a system.
R/3 transaction provides special functions for working with clients. Note that client
names are always numeric.
Clients can be used for separating data for multiple companies or multiple divisions
or just created for testing a process or data load. A client is data separator
Clients can be created, copied and deleted.
Client 800 / 000 is called a template, other clients are defined by copying client 800
/ 000

Q What is IDES?
A) International for Educational Systems.

Q What is an ECC?
A) It is an Enterprise Central Component of version 6. ECC 6.0(Enterprise Central
Component) was launched in 2005 by SAP AG replacing R/3 Enterprise.

Q What is Password?
A) After giving the user name a password should be given for authentication and once it is
correct then only the user can go into the system screens.

Q Explain about the language?
A) You can choose your choice language.. All the messages and information on the
system will be displayed in the language chosen. Print documents, display text etc.
Q What is Transaction?
It is a screen or series of screens to create, display, or change data amphibians.

Q What is a Transaction code?
A) Transaction code is unique identifier for each transaction that allows you to get to a
transaction without going through the menu. A unique code that acts as a shortcut by
fetching the desired screen/program/function to the User. The transaction code is to be
put in the Command Field of SAP Easy Access screen.

Q What is an end user role?
A) The work is assigned to each employee or set of activities used by the employee.

Q What is integration?
A) It is a transaction that is completed in one module or process trigger transactions in
other modules. Integration means a model data has to hit other modules. Say for

example FI people will create company code, cost center, businesses area, and physical
year variant and cost allowance, these have to reflecting in HR modules. It is called
integration HR people will create wage types this wage type are linked with GL accounts
through symbolic accounts. The SAP system is a fully-integrated system where activities
in one area generate can access activities in another area.

Q What is navigation?
A) Navigate is to learn how to navigate within SAP
Q What is a menu path?
A) It is a sequence of menu selections that should be followed to get to a function or
required screen.

Q What is a data?
A) It is a piece of information, numbers or text. Information / data that has been
collected and stored in the info type.

Q What is Configuration?
A) Customization or configuration is executed by Consultant. It is a defined process of
defining the solution on SAP system based on Business Blueprints. Customization is
executed through Implementation Guide (IMG)

Q What is customizing?
A) Customizing means modifying the functionality of the system provided by SAP to meet
the needs of the company implementing it.

Q What is report?
A) Collection of data which is require by client in a specific format e.g. Time reports,
payroll reports, statutory reports. Etc. All standards reports are generate from SAP Easy
Axis Sap easy axis. Name of the employees, Birthday list of all the employees.
The scope of this course is limited to SAP system navigation and some basic features for using the system.
The SAP window is the user interface to the SAP System. The elements of a typical SAP window are
shown below:


The Menu Bar contains menu paths available for navigation from the current screen. The menu options
vary according to screen or task. On the following screen, the available options include:

Menu Edit Favorites Extras System Help

To navigate a menu path, click on the desired option on the Menu Bar in order to view more menu options for
that module area.

The standard toolbar, located just below the menu bar, contains buttons/icons for performing common
actions such as Save, Enter, Back, Exit, Cancel, etc. The toolbar also contains the Command field (see
white rectangular box in red circle below) where transaction codes can be entered.

If you are in a particular transaction and want to proceed to the next transaction without going back to the
main menu, you can enter /n followed by the transaction code in the command field, then click .
The functions that can be performed with the toolbar will be dependent upon where you are in a particular
transaction. For example, notice in the toolbar below that the Save icon is grayed out; you would
not be able to Save in this instance. Other buttons may be grayed out at any given time depending on
where you are in a particular transaction (i.e., what screen you are on).
A table summarizing the function of each button of the standard toolbar is presented on the next page. In
addition, these buttons/icons are explained in further detail later in this course.

STANDARD TOOLBAR (Buttons/Functions)
Button Name Function

Enter Confirms the data you have selected or entered on the
screen. Same function as the Enter key. Does not save
your work.

Command field Allows you to enter commands, such as transaction codes.

Save Saves your work. Same function as Save in the Edit menu.

Back Returns you to the previous screen without saving your
data. If there are required fields on the screen, these fields
must be completed first.

Exit Exits the current function without saving. Returns you to the
initial screen or main menu screen.

Cancel Exits the current task without saving. Same function as
Cancel in the Edit menu.

Print Prints data from the current screen.

Find Searches for data required in the current screen.

Find next Performs an extended search for data required in the
current screen.

First page Scrolls to the first page. Same function as the CTRL + Page
Up keys.

Previous page Scrolls to the previous page. Same function as the Page
Up key.

Next page Scrolls to the next page. Same function as the Page Down

Last page Scrolls to the last page. Same function as the CTRL + Page
Up key.

Create session Creates a new SAP session. Same function as Create
session in the System menu.

Create shortcut Allows you to create a desktop shortcut to any SAP report,
transaction, or task if you are working with a Windows 32-
bit operating system.

F1 Help Provides help on the field where the cursor is positioned.

Layout menu Allows you to customize the display options.

After logging on to SAP, the screen below is the first screen that will be displayed:

When you logon to the SAP system, you will only be able to see a few choices, as shown on the screen
below. In order to reach a specific transaction, such as hiring a new employee or entering time, you will
need to drill down to the lowest level.
Drilling down one level is achieved by clicking once on a right-pointing arrow. On the following screen
Human Resources has been highlighted because that is the area where drill-down is required in order to
reach the time entry screen.
Click on the arrow next to Human Resources

The following window shows the screen that will be displayed after drilling down two levels (by clicking
on the right pointing arrow twice), when starting from Human Resources:

Each transaction can have multiple levels. The lowest level is indicated by the cube symbol, shown below:

Drill down further, by clicking on each down arrow (as highlighted in the following figure) until you reach
the lowest level (highlighted by the red circle):

The lowest level in this case is CAT2 Time Data field, highlighted below, where the "Time Entry"
transaction can be executed.
Double click on the CAT2 field highlighted in yellow.
Clicking on the CAT2 field will take you to the following "Time Sheet Initial Screen" window:

This is the window where you will actually perform the entries required for the transaction (entering the time


A transaction code is a faster way that can be used to reach a transaction screen without using a menu path. It is
typically a four digit, alphanumeric value that identifies a transaction, such as FB60, which is used for Entering a
Vendor Invoice.

On the following screen, the Command Field has been circled in red. This is the place where you can enter the
transaction code:

Enter CAT2 (which is the transaction code), as shown below:

NOTE: If you are already in a particular transaction and want to proceed to the next transaction without
going back to the main menu, you can enter /n followed by the subsequent transaction code in the
command field, then click .

Click on the green checkmark (highlighted by the smaller red circle)

This will lead you to the Time Sheet: Initial Screen, which corresponds to the CAT2 transaction code, as shown
The navigation options in the SAP R/3 System are intended to give the user as much freedom as possible when
moving between screens and tasks. To support this, a number of standard functions (such as "Back", "Exit", and
"Cancel") are offered.
Note the green checkmark and colored arrows on the following screen (Green, yellow and red). Their functionality
is explained in this section.
The following screenshot is a blown-up version of the Standard Toolbar shown on the previous screen.

The functionality of each of these icons is explained as follows:
Green Checkmark

This icon is used as the ENTER key that allows you to continue to the next step. It is used when you require the
system to validate your field entries and then move to the next function, or screen, in a system task. This key does
NOT save the information that you enter. For that, you will have to use the SAVE icon.
Green Arrow

This icon is used as the BACK key. It is typically used to go back to the previous screen or menu level.
Yellow Arrow

This icon is used as the EXIT key. It is used when you want to exit the current menu level or system task without
saving the data.
Red X

This icon is used as the CANCEL key. It is used when you want to cancel the data you entered in the current
system task.

This icon is used as the SAVE key. It is used to save data or save changes to data in a system task.

This icon is used as the DELETE key.

This icon is used as the PRINT key.
You can use the four paging buttons to move through a long list or report.
To move:
A page up: click on the single up arrow
A page down: click on the single down arrow
To the first page: click on the up double arrows
To the last page: click on the down double arrows

You can work with multiple sessions of SAP. A session is equivalent to a window. What this feature allows is to
have two, or more, windows open at the same time. For example, you can use one window to work on the
transaction Create an invoice. Simultaneously, you can use the other window to go to another transaction to
check the address of the vendor, without closing the first window.

The following screen highlights the icon that is used to create a new session:
To create a new window:
Click on the icon highlighted by the red circle on the above screen
This will create a new window. You can switch between the two windows, the old and the new, by:
Pressing the ALT key (and keep holding it down)
Hitting the TAB key to move to the other window(s)
You can create a shortcut on your desktop in order to be able to access a transaction directly from your desktop.
While in a particular transaction, click on the Generate a Shortcut icon highlighted on the following screen:
This will cause the following pop-up window to appear:

Enter the shortcut description in the highlighted area.

Click on OK
Clicking on the OK button will place the shortcut on the desktop as shown below:

A favorite is just like a bookmark in a Browser, which enables you to reach a transaction without using a menu
path or typing in a transaction code. You can add multiple, frequently used, transactions to your list of favorites so
that you can reach your destination quickly without having to remember either the menu path or the transaction
cod. e
To add a favorite:
Navigate to the transaction code that you want to add to your favorites
On the following screen, PA20 - Display has been highlighted. This is the transaction code that we need to add to
the list of favorites.

To add the favorite, after navigating to it:
Click on Favorites on the menu bar
Click on Add
This will add the PA20 transaction code to the list of favorites, as shown below:


The Status Bar is located at the bottom of the SAP screen. It displays important system messages, such as errors
and completion of transactions, as well as other session information. The following screen shows the message
generated by the system after a purchase requisition was changed:

The circle
on the
left hand
side of the
screen indicates that the purchase requisition # has been changed.

The circle on the right hand side of the screen indicates the system information. For example, it indicates that the
TRN client 722 is currently being used.
As indicated above, the default information displayed in the right-hand portion of the status bar indicates which
client is in use. By clicking on the selection list icon (circled in red below), you have the option to select from
several other choices of data to be displayed in this area.

A pop-up window, as shown below, will be displayed. The check mark, in the left column, indicates the
information that is currently being displayed. Click on your choice to change the status bar display. In the
example below, the transaction code was selected.

The status bar will now indicate the transaction code that is currently in use.

If you want to find out the transaction code for the transaction that you are currently working on, as well as some
other details, navigate as shown on the following screen:
This will lead you to the following window:

Click on the green checkmark (next to Navigate), to return to the previous transaction

SAP allows you to create your own personalized menu (i.e., user menu).
The new SAP Easy Access user menu is the user-specific point of entry into the SAP System. You can
access the user menu by clicking on the icon as shown below:

OR by clicking Menu in the upper left corner of the screen, then User Menu from the drop-down list
(see below):

The user menu contains only those items such as transactions, reports, and Web addresses you need to
perform your daily tasks.

If a user menu has been defined by your system administrator, it appears when you log on to the system.
If you have not been assigned a user menu, or you need to access items that are not contained in your user
Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete
overview of the SAP System you are currently working with. Use the navigation area to navigate to the
items you need.
Or, contact your system administrator.
On the SAP Easy Access initial screen, you can also:
Create a favorites list consisting of the transactions, files, and Web addresses you use most frequently
Go to SAP Business Workplace, if you are using Work items
Roles are collections of activities used in business scenarios. Users access the transactions, reports, or
Web-based applications through user menus. SAP currently delivers over 1200 predefined roles. Users
can change aspects of roles they are assigned, for example, by creating their own favorites list.
When a user is assigned a role, they are assigned not only the menu, but also the authorizations they
require to access the information, ensuring that the business data is always secure. Authorization profiles
are generated according to the activities contained in the role, thus restricting the authorizations of each
user in the SAP System to only those activities.

In the Workplace, the user uses a Web browser to view and execute the required tasks and
activities. Roles can be assigned here as well.
The system administrator can tailor the user menu to the personal requirements of each user, by adding or
deleting menu entries.

When entering data, you will at times need to conduct a search to determine the appropriate data to enter in a
field. There are a few ways that this can be accomplished.
In the example below, a Personnel Number is required. If you do not know the number, a search facility is
available for this field. When your cursor is in the field, the search button will appear immediately to the right
when After clicking the search button (or pressing F4), a pop-up window similar to the example below, will be
displayed. This window provides options for conducting your search. Often, there are several tabs available,
which give different search options.
Note the three buttons in the upper right corner. The left arrow will bring the previous tab to the front, the right
arrow brings the next tab to the front, and the selection list displays a listing of all available tabs and allows you to
choose which to bring to the front.

Once you have chosen the tab that corresponds to your desired search method, enter data in the fields to limit
your search. You may complete all, some, or none of the fields. If no fields have been completed, the entire list
of possible selections will be returned. In the example below, only employees with the last name Smith will be
Click the green check mark to execute the search. To cancel and close the pop-up window, click the blue X
Sample search results are shown below. When the desired item is located (Andrew), double-click it. Or highlight
it by clicking on it once and then clicking the green check mark . If you are not satisfied with the search
results, click the blue X to close the window.

The result of either of the two methods above will be the entry field being populated with the selected data.

While conducting a field entry search, you can use an asterisk (*) as a wild card character to help expand the
search. In the example below, the vendor number search is being limited to vendors within a zip code range.
Instead of entering a complete five-digit zip code, only the first three digits were entered followed by the * wild

This will return all employees whose last name starts with the characters kh as shown below:

The wild card can be added at the beginning, middle, or end of your search term. You can also use multiple wild
cards within a search term.
To get help, navigate as shown on the following screen:
Click on System
This will display the following menu:
Click on Logoff. This will log you off the system.

You can also logoff by clicking the X button in the upper right corner of the screen.

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Switch on your computer
Sap logon icon will appear on Desk top.

Double click this SAP Logon icon

Click ecc6. This is for Connected server systems Or Individual Server system

Click Lon on

Enter client number 800.
Enter User Sapuser
Enter Passward - india123
Language EN (English)
The client number, User and Password will be given by the basis consultant
In real time, there are three servers Development server, Quality server, Production

Press enter

Choose center radio button and press enter.

This is called SAY Easy Access i.e this is also called front end screen where the authorized
user works from here, secondly even Functional consultant will do testing from here.
This is called command field in which enter transaction code
can go to required screen or go through navigation path.
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Q What is organization Management?
A) It creates required organization units. Organist ion structures in required modes and
assign organization units to cost centers assign relationship between different objects
and configure the report structure.
Organization Management (OM) is one of the fundamental HCM sub modules
OM comprises of several components, known as Objects. E.g. Organization,
Position, Person
Manages the organizational structure comprising of Organizational Plan which
shows hierarchical relationship between OM objects

An OM object is representation of a concrete or abstract real-world entity. It is
defined by its attributes and identified by a unique key
Each object is identified by an eight-digit unique ID, along with a short and long
name, validity period and can be interlinked with other through a relationship
Organization Management is the basis of defining reporting structure and
OM provides a comprehensive view of the organization in past, present & future
To execute end-to-end business scenarios, the module is integrated with other
HCM sub-modules
OM reporting structure of organization is maintained by establishing position to
position relationship will on organization unit. Incorporate employees in the
organisational structure automatically.
Q What is Plan version?
A) Plan version is client requirements/seniors in which one creates organizational plans

Q What Organization plan?
A) The organization structure is the bases for the creation of an organization plan.
Organizational plan is the structure of the organization. The organization plan is the
foundation for Organization Management. You can maintain ore than one organization
plan. The different organizational plans are called plan version. There can be upto 99
plan version but only one active plan version will used in production system.

Q What is an organization structure?
A} Organizational structure forms by creating relationship between organizational units
to other units. It is required to function efficiently. Organizational structure describes
the various organizational unites by creating their relationship between the units in an
enterprise. Objects that are created an organization structure, Organization units are
functional unites in an enterprise. According to how task are divided up within an
enterprise, these can be departments, group, or project teams. The organization
structure is defined based functional requirements. Organizational structure consists of
departments, positions, persons, task, relationships and cost center etc. Organization
Structure is representation of the reporting structure and the distribution of tasks using
organizational units for example, departments in an enterprise.

Q What is an Organization Management?
A) Organization Management is a powerful decision support tool that allows the mapping
of an organizations Business and HR processes to a reporting structure or plan and
furthermore provides crucial data when required.

Q) What are the planning OBJECTS OR BUILDING BLOCK?

A) These objects with which will frame a organizational structure also called structural
objects. Each object has object key which are very much use full for configuration.
Organizational unit O
Job C
Position S
Task T
Person P
Work centre A
Cost centre K

Q What are the ranges of infotypes in sub modules?
A) 1000-1999 Organizational management.

Q What are structures in HR?
A) Structure means group of elements/ objects. There are 6 structures in HR
Organizational structure,
Administrative structure (Enterprise & Personnel structures),
Time structure,
Payroll structure,
Wage structure

Q What is a simple maintenance?
A) If the company needs to create a huge structure, we will use simple maintenance,
because it is user friendly is it is easy to create a structure, the system automatically
relationship between the objects. It is flexible, speed and simplify.
Simple Maintenance uses a tree structure, which enables to quickly and easily create a
basic framework for organizational plan

Q What is an Organization unit?
A) It is functional unit where activities are performed. Organizational units are the units
of the company that perform functional Ex. departments, groups, project team, divisions,
and subsidiaries. It is root organization unit also called parent unit. It may be a company

Q What is a Sub Organization Unit?
A) It is dept, group and project. It is child for the organization unit.

Q What is Job?
A) It is general and is classification of work duties / function. General classification of Task
/ activities that are performed together It describes a position. Without Job, position
cannot be created. Job belongs to organization unit. Jobs like Manager, Engineer,

and Consultant etc. It is possible for many employees to have the same job
classification. There may be 20 people whose job is executive or 20 Managers

Q What is Position?
A) It is a company specific and occupied by one or more employees called holder.
Positions are used to distribute tasks to different positions to depict reporting structure.
Position is described by the job and belongs to the organization unit. You can create a
position when it is there in Job index. Position like HR Manager, Civil Engineer, Tax
Consultant etc.

Q What is a Task?
A) It is a description of an activity in order to function in an organization or performed
with in an organizational unit. Task is individual duty and responsibilities that must
undertake by an employee. "Secretarial Tasks" can contain the tasks of word processing,
filing, and making appointments. Task catalogue is to be developed which describes roles
and responsibilities associated at the job or a position level.

Q Who is Person?
A) Person is an employee who occupy / holds a position or who perform the Task in an
enterprise. Persons represent employees in the company.
Mr. Rajram - Vice President - HR
Mr. S. Agrarwal General Manager - Finance

Q What is Work Center?
A) Work center describes the physical location where work is performed. It is an object
(physical locations) where actual work takes place. Place where physical activity takes
place or employees perform activity. It mean department (HR dept), Place (Hyderabad).

Q What is Cost Center?
A) It is an object used to refer to work center activities are going in cost point of view.
Cost center is related to organizational unit or position Work center. It is created and
maintained in the Finance module.

Q What is relationship?
A) Linking between objects is called relationship. Objects are linked through relationships.
Several linked objects can represent structure. There is relationship between same
objects or with different objects in organizational plans.

Q Who is Subordinate?
A) Who reports to Chief/Senior or who works under other boss.

Q What is a reporting structure?

A) Reporting structure describes position to position relationship in SAP system.
Reporting structure is decentralized. One to multiple one o organization units. Reporting
structure is decentralized. Who reports whom? The chief is reported by the subordinates.
It describes the position hierarchy in your enterprise where different positions (persons)
will have to report to various positions according to your organizational structure.
Once a position is declared as head of organization who is the in charge of the employees
and responsible for approvals, and other workflow. Chief is the head of the Dept / Unit
etc. OM reporting structure of organization is maintained by establishing position to
position relationship with in an organization unit

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
There are three methods to create of organizational structure.
1) Simple Maintenance
2) Expert Mode
3) Organization and Staffing
Transactional codes to create, maintain and display on simple maintenance?
PPOC_OLD create organization unit
PPOM_ OLD display organization unit
PPOS_OLD change organization unit
Enter transaction code PPOC_OLD in command field and enter press will
take you to screen to create organization unit name.
Go through navigation path: Human Resources -> Organizational Management ->Export
Mode -> Simple Maintenance -> Create, Change and Display.


Here enter abbreviation
Complete name of the company
Validity period: Enter the start date and end date. It is the foundation day of the

Press enter

50006280 is the object unique number assigned by the system. Each object key has its
unique number. This is called main organization unit or parent or root organizational unit.
To create sub organizational unit Ex. Depts.
Select object org unit and press F7 OR
Move to top bar, click on Edit - create organization unit (F7)

Enter Departments names

Press enter OR click on save icon

Select the 50006280 main org. unit and click structural graphical icon OR F8.


To create jobs click or press F8
Otherwise double click Human resource department, select job

Create Job for which select 50006281 then press F9 or move to Edit

Enter the jobs with abbreviation and expand them

Press enter or click save icon
Immediately after creation job, it will not appear, it will appear at the time of creation of
position or task. On each job we can create number of positions like VP-HR, VP-FIN, VP-
MKTG etc.
Click position to create in bar OR Select HR dept press
F8 OR move to bar on top Edit

Enter job in field and press

The job displayed in position filed and specify position as HR
If want number of positions, enter number in box (Number of requested positions).

Press enter or click saving icon

Give 3 number in the box to create more assistants

Create position of one VP, one GM, one Manager, four Executives and three Assistants
Creation of Task.
Have to create Business Planning and Human Resources Planning as task for VP
Select position move to
Goto select Task maintenance

Whereas you are creating new task select task type as customer task and click F5 or
click create icon

Task number is 00000000

Enter task in abbreviation and give full name of the tasks and save it thereafter the
system itself generates the number for tasks.

Remember the abbreviations need to enter in the subsequent screens for the assignment
for the positions.
Press F3 or go back

and again go back

You have created the tasks and assign concern position
Click F8 or press task icon to enter abbreviations of tasks as BP,HRP

Press enter two times or click flag button

Enter press or press icon button

Can able to see the task under the position.
Similarly should create tasks for all the positions in HR and other positions in other
Assignment of Person/Employee
While hiring an employee by giving the above created position so that name of the hired
person / employee will be appeared under the position in the structure. This is happened
through Personnel Administration in the subsequent chapter.
Change text of the object Menu bar EditchangRename

Selection of chief
Select the position to whom we are selecting as chief or boss.
In menu bar select Edit chief position

Press enter or click saving icon.

The Key S 50012232 Vice President HR has become chief or head or boss
Reporting Structure
Then remaining positions are report to whom.

Select the higher position go to menu bar Goto Reporting structure

This elevate will in menu bar
Select higher position and click Elevate on menu bar or Shift + Ctl + F6

Select position by putting X in the box need to make him as subordinate(s) press enter or
click save icon

Do similarly for the other positions.

Configure similar reporting structures for other departments

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Export Mode
Have to create objects first and then give relationship between objects later on. Some
time for few objects, while creating object the system asks relationship between those
objects in the same screen.
To create the structure, each object has transition code

Q Explain the Export Mode Codes and its relationship?
A) The relationship text is indicated with three digit code
Abottom up
B top down

A lower level to higher level
B higher level to lower level

A002 Reports to (Sub org units are reports to org unites)
B002 is the line supervisor (Organization unit is the supervisor)

A003 Belongs to (Positions belongs to Department)
B003 Incorporates (Department incorporates positions)

A005 Subordinate (Executive reports Manager)
B005 Line supervisor (Manager is reported by executive)

A007 Describes (Job describes Position)
B007 Described by (Position is described by)

A007 Describes (Task Describes Position)
B007 Described by (Position is described by)

A008 Holder of
B008 Holder

A011 Cost Center Assignment
B011 Cost Center Assignment

In this structure the relationship creates by the systems. This structure is created with
help of Infotypes.
The important infotypes uses in Expert Mode are
1000 Object
1001 Relationships
1002 Description
1003 Department/Staff
1004 Character
1005 Planned Compensation
1006 Restrictions
1007 Vacancy

Enter PO10 in Command field and press enter

Select object row press F5 or click create icon

Enter dates in this fields

Enter abbreviation and full name of the company

Click saving icon
Come back or F3

Note done the system has created the number 50006286 for the object org unit .
Creation of Sub Org Unit
Create Sub Org Unit as similar procedure as creation of organization

In this cases, at the time of creating the sub org unit here itself can able to create
relationship therefore specify root organizational unit number 50006286 in the field of
ID of related object so the relationship between org unit and sub org units ( departments)
got created.

Save it

Note down HR dept object number 50006286.
Similarly Create other Department respectively.
Creation of Job
T Code is PO03 enter in command field and press enter

Select the object and click create

Enter the Job abbr and Name

Press enter or Click saving icon

Note done the job object number 50064133
Creation of Position

Enter PO13 in command field

Select object Press enter or press F5

Enter position abbr and name

While saving it the system ask to relate with concern Sub Org Unit. Specifiy HR dept
number 50006287 to form relationship between Department and position as
relationship is as A003 and B003 Position belongs to Dept

Save it

Note the Position number 50012245.

Linking two object like Position and Job by specifying both the Object numbers in the
respective fields therefore the relationship between them will form.

Select relationship row, press enter

Enter the relationship type in the boxes specify job number.

Save it

Creation of Task
Enter T code PO14 in the command field
Press enter

Select object row Press F5 or enter

Enter Task abbreviation and full name

Save it

Note down the task object 98000304
Now have to create relationship between Task and Position

Select relationship, Press F5 Click create icon

Enter the relationship type in the fields A007 and specify position number 50012245

Save it
To see structure of the organization structure which have been created have to go to
simple maintenance with T code PPOM_OLD.

Press enter

As we created only one department under the main org unit.
Similarly, create other depts.
Double click on sub org unit means HR dept 50006287 so can able to see position

We created only one position similarly create other position in the same department and
other departments.
Double click the position 50012245 Vice President so as to access the task.

Similarly create tasks for other position in HR department and positions of other
Q Explain infotypes from 0001 to 0030 in Organizational Management?
1000 Objects- Infotype that determines the existence of an organization object. To
Crete new objects you must define a validity period for the object, provide an
abbreviation to represent the object provide a brief description of the object.
1001 Relationship-Infotypes that defines the relationships between different objects.
Relationship between various organizational units form the organizational structure in

you enterprise . You identify the tasks that the holder of a position must perform by
creating relationship infotype records between individuals tasks and a position. If you
work in infotype maintenance you must create relationship records manually.
1002 Description - Infotype containing descriptions of organization objects. You can
describe the main area of responsibility of an organizational unit in your enterprise as
follows : Production department is responsible for materials, stock keeping, packing and
1003 - Department / Staff
1004 Character - Infotype with which you can categorize the different tasks you
maintain in your task catalog. For example, you can differentiate between tasks that
contribute directly to the products and services you company produces, and the tasks
that are administrative in nature.
1006 Restrictions Infotype with which you can identify any restriction applicable to
employees who are assign to a work center. Create restriction infotype for work center.
Has no wheel chair access, it may be unsuitable for disabled employees. Requires heavy
lifting, it may be unsuitable for woman. Exposes workers to alcohol, it may be unsuitable
for employees under 18 years of age.
1007 Vacancy Infotype with which you can identify positions that are currently vacant
or will be vacant in the future, that is they may be occupied again in the future. If your
company maintained between occupied and unoccupied positions, you must maintain
the vacancy infotype.
1008 Account assignment Features Infotype with which you defie account assignment
features for organizational unit and position. It plays a role in the assignment of cost
centers to objects.
1009- Health Examinations Infotype with which you can create prerequisites and
restricts for employees at particular work centers. You only create a Health Examinations
infotype for work centers. Use health examination subtype when a particular health
examination must be performed on a regular basis for example, if retgular eye tests or
hearing tests are required.
1010 Authorities and Restrictions Infotype with which you can define authorities and
resources for position or work centers. A position can have authority to sign contract of u

to 50000dollors, you can also use authorities to set authorizations for access to different
areas of your company. The resources, or the equipment, made available to position or
work centers laptops, special equipment, cars.
1011 Work schedule Infotype with which you can define work schedules for
organizational units, positions, or work centers.
1013 Employee group/Subgroup Infotype with which an employee group and subgroup
can be assigned to a position.
1014 Obsolete Infotype with which positions that are no longer required as a result of
reorganization but are still occupied can be flagged as obsolete.
1015 Cost planning Infotpe with which information on all cost elements that form part
of personnel costs in general can be stored.
1016 Standard Profiles Infotype with which the following objects may be assigned
authorization profiles defined by the systems
1017 PD profiles - Infotype with which structural authorizations can be created and
1018 Cost Distribution Infotype which determines how costs are to be distributed
between several cost centers.
1019 Quota Planning Infotype with which you can plan how many positions, defined
based on a particular job or how many full time equivalent you will need in the future for
a particular organizational unit. You can only carry out this planning for organizational
1027 Site Dependent info Infotype with which a calendar can be related to an
organizational unit. Days on which there is no work are defined in the colander, civic or
religious holidays.
organizational and staffing
Q What are the Transactional codes to create, maintain and display on organizational and staffing?
PPOCE create organization unit
PPOME display organization unit
PPOSE change organization unit
Navigation Path : Human Resources Organizanational Management Organizational

Plan Organizational and Staffing

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>

Q What is SPRO?
A) SAP Project Reference Object is the transaction code used to access the customizing

Q What is IMG screen?
A) Implementation Guide for R/3 customizing. IMG screen is back end screen where
functional consultants will customize the business process in SAP applications.
Implementation Guide is the main menu in which all the customization nodes are
available for Consultant to customize SAP. The scenarios would customize the SAP
multiple modules system as per the customer requirement in the IMG. In IMG we can
create multiple views like HR, MM, SD etc.

Q What is Personnel Administration?
A) The Personnel Administration module deals with data & records related to employees
from the date of hiring till the date of resignation or retirement, i.e during his services
what are the changes in the employees records will be dealt by the Personnel
Administration in the organization. Purpose of this process is to capture all the different
types of records that are to be maintained against an employee through the group of
info types in order to manage the data efficiently and effectively.

Q What is an enterprise structure?
It describes the functional locations. It have four objects Company, company code,
personnel area, personnel sub area.

Q What I a company?
A) A company is an organizational unit in Accounting which represents a business
organization according to the requirements of commercial law in a particular country.

Q What is company code?
Company Code is legal entity. It is independent firm with independent accounting unit a
company can draw up its own balance sheet. Many company codes under one company.

Q What is Personnel Area?
It is geographical location where the company operates its business for example
Hyderabad. It specifies the functional area of an enterprise. There are many personnel
areas under one company code. It is specific entity for personnel administration. It is a
subdivision of company code.

Q What is Personnel Sub Area?
A) Personal Sub Area is subdivided of Personnel area where functional activity takes place
for example Uppal, Nacharam etc. The personnel subareas could represent companys

Q What is personnel structure?
A) Personnel structure describes the employees position within the organization. It have
three object Employee Group, Employee Sub Group and Pay Roll (Country Specific)

What is Employee group?
A) Employee Group is a group of employees with a specific status having the relationship
with the company for example Active, inactive, terminated, retire etc. It describes how
the employees positioned in the organization. Classify employees into general groups for
processing pay, time and benefits. Employee group is a sub division of all employees into

What is an Employee sub group?
A) Employee Sub Group is subdivided of employee group i.e active employee sub divided
as Hourly wage earners, salaried employees, and trainees. Employee sub group whether
an employees pay is to b calculated on monthly or hourly basis.

Q What is Assignment?
A) Linking one object to another object to form structure. Once you have linked the
organizational units, you have built the framework for processing business transitions.

Q What is an employee attributes?
A) Assign one of the following statuses to those employee groups and employee
subgroups. Activity status, Employment status and training status?

Q Can you brief explain about the status?
A) Activity status: 1. Active employee 2. Retire 3. Early retiree 9 Other
Employment Status: 1 industrial workers / Hourly paid worker 2. Salaries employee
3. Civil servant 9 Other
Training Status: 1 Trainee / apprentice 2. Trained 9 Others
Q What is difference between the Master data and Personal data?
A) Master data is collecting and maintain an employees information from the date of
his joining till the date of his separation from the organization .

Q What are the tables in Organizational Management?
V_T880 Define Company, T. Code OX15
V_T001- Define Company Code, T. Code OX02
T500P Personnel Area
V_T001P Personnel Sub Area
T501 Employee Groups
T503K Employee Sub Groups
V_001_Y Assign company code to company OX16
V_T500P - Assign Personnel area to company code
V_T503Z - Assign Employee sub group to employee group.
V_503_C Define employee Attributes

Q What are the physical year variant?
A) OB37 (K4), OB29, OB62 (INT)

Q What are the transaction codes for master data?
A) Transaction codes as follows
PA10 Personnel file
PA20 Display HR master data
PA30 Maintain HR master data
PA40 Personnel event / actions
PA41 changing hiring data

Q Where changes have happen when change in actions?
An employee is transferred, promoted, etc change is made in the organization
assignment (integration between organization management to HR master data) and also
relevant changes have been made in organizational management. PLOGI PLOGI X the
activates integration between organization management & personal administration via
infotypes 0001.

Q What is different between organization reassignment and transfer in personnel

A) Organization reassignment mean, during the course of his or her employment, the
employee changes positions, cost centers, or is moved to another subsidiary, his or her
organizational assignment also change with the city. Whereas transfer means, when an
employee is transferred on one business unit/location to another and retain its identity
after the transfer .So New recruits for a new location will not be considered as a transfer.
Moving from a city to other, which by virtue are same cities will not be considered as a
transfer ie going out of the city.

Q What are reasons comes under terminations?
A) Resignation, Involuntary Retirement, Voluntary Retirement, Contract expires, Dissimal.

Q What is Reinstatement?
A) Whenever an employee is suspended for a period of time his status will be inactive,
after the completion of the period, the employee returns when he will be made active

Q What is an organization assignment?
A) The most important is the allocation of employees to the structures in their enterprise
as it is the first step in entering the personal data. You assign employee in infotype 0001
organizational assignment which will include the employee in the organizational,
enterprise and personnel structure.

Q What is search help?
A) An effective function to locate an employee or employee related data. Various options
of Search Help are available other than just searching by Personnel Number. Some of
these are Last Name-First Name, Organizational Assignment Details & Free Search

Q What is molga?
A) Is the discipline of classifying data in terms of the countries for which HCM records are

Q What is UGR?
A) Is the discipline of classifying Users in various groups according to the functionalities
that they use.

Q Info type?
A) Info type is a type of information this is store in database. It is a screen, where we
maintain information related of an employee. A group of information is being
maintained in group of infotypes called infogroup. Infotypes, known as information
types are units of human resources information formed by grouping related data fields
together. It is recognized with any four digit numeric code. An employee has many
infotypes. All the infotype have the validity period.

Info type number ranges
00000999Personnel Administration
1000---1999 Organizational Management
2000---2999 Time Management
4000---4999 Recruitment
50005999 (E-recruitment, E-Compensation) through WEB
9000---9999Customer Specific

Q What is sub type?
A) Subtypes are sub-classification of Infotypes maintain additional information. For e.g.
Infotype Address (0006) have various subtypes like, Permanent Address, Temporary
Address. Each subtype has a four-digit identification code. Not all info types will have
subtypes. Like infotypes, every subtype has own validity period

Q Where employee information and data is maintained?
A) It is maintained in Personnel Administration (0001, 0002, 0006) organizational
assignment contain position assignment, defining Job, Organization unit, and cost center.

Q What are Transaction codes for relationship, objects and number ranges?
A) OOVK - relationship codes
OOOT objects
OONR number ranges to objects

Q What is a feature?
A) Features are used to determine default values. These values suggested by the system
when info types that effect employee master data are maintained. T Code for features is
0000 Actions
0001 Organizational Assignment
0002 Personal Data
0003 Payroll Status
0006 Addresses
0007 Planned Working Time
0008 Basic Pay
0009 Bank Details

0014 Recurring Payments/Deductions
0015 Additional Payments
0016 Contract Elements
0019 Monitoring of Tasks
0021 Family Member/Dependents
0022 Education
0023 Other/Previous Employers
0024 Qualifications
0025 Appraisals
0040 Objects on Loan
0041 Date Specifications
0045 Loans
0050 Time Recording Information
0078 Loan Payments
0105 Communication
0185 Personnel IDs Numbers

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Company --------- 6 digit code
Company Code --------- 4 digit code
Personnel Area --------- 4 digit code
Personnel Sub Area ------ 4 digit code
Employee group -------- 1 digit code
Employee sub group ---- 2 digit code
Enter SPRO in the command field, press enter.

Click SAP Reference IMG

Click Enterprise structure

Click Definition Financial Accounting Define company

Define Company

Press F5 or click New Entries to get new screen, enter name of the company name & its
Address. Name of the company and company code are defined by the FI/CO consultant
in the real time project.

Fill all the fields

Save it

This screen is called Customizing request screen where it will save the total
configuration on this request number SA1K900327. This system generates number
and description will be given by the user. In this screen above in view maintenance
will appear V_T880 is the table name. All information stores in the table, all the table
have the numbers. This request number is used to transport the data from one
client to another client

Change short description with the client name

Save it or enter press

Use the help of the position field to locate your required company

Click position enter the UOL and enter press or click flag

This saves time by avoiding searching the company

To See the table click shift F1

Creation of Company Code

Execute button

Double click Edit company code Date
Edit, Copy, Delete, Check Company Code

Press F5 or click New Entries

Enter the company Code and fill details in the fields

Save it

Have to fill the company name and country abbr and region code but in real time have to
fill all the fields.

Creation of Personnel Area

Personnel Areas

Double click Personnel areas or click Choose

Press F5 or click New Entries

Save it

Creation of Personnel Sub Area

Execute Personnel Subareas

Double click create personnel subareas or select
Create personnel subareas click Choose

Press enter

Press F5 or click New Entries

Save it
Creation of Employee Group

Press F5 or click New Entries

Creation of Employee Sub Group

Executive Employee Subgroup button

Double click Define employee subgroup or select it click

Press F5 or click New entries

ASSIGNMENT linking one object/element to another object/element.
Assignment of Company code to company

Execute Assign company code to company

Click position to find out the company code

Enter company abbr UOL

Save it
Assignment of Personnel Area to Company Code

Execute Assignment of Perssonel Area to Company code

Click Position and find out your company code

Save it
Assignment of Employee Subgroup to Employee Group

Execute Assign employee subgroup to employee group

Press position to find out your employee gourp and employee sub group

Press enter
Select and click details icon

SPROPMPAORG DATA ORG ASSIGNMENT Define employee attributes

Activity status
The activity status can be set as follows:
1 = Active employee
2 = Retiree
3 = Early retiree
9 = Other
4 = Part-time work for retirees
Employment status
The employment status can be set as follows:
1 = Industrial worker/hourly paid worker
2 = Salaried employee
3 = Civil servant
9 = Other
Training status
The training status can be set as follows:
1 = Trainee/apprentice
2 = Trained
9 = Other
SPROPMPABasic SettingsMaintain number range intervals for personnel
Number Range Intervals

Click change intervals
In sap every employee can be given a 8 digit numeric number as employee ID
number as this also called as Personnel Number.
Number Range Intervals assignment are two types
1. Internal number assignment
2. External number assignment
Internal no range assignment means when we hire a person system will assign a
number form the no ranges what we have defined
External no ranges assignment means when we hire a person the user has to
choose or pick one number from the no ranges what we have created

There is 04 series, to create new range intervals click

Created 04 series with five 50000000 59999999 number ranges.
When we do not tick in the box it is called Internal number assignment
When we tick in the box it is called External number assignment

Save it
Determine Default for Number ranges
We are defaulting these 5 series no ranges through a feature called NUMKR

Ctl F2 & F3
System will assign the 5 series number ranges to the employees.
There are three admin
Payroll administration
Time administration
Personnel Administration
These administrators are defined with four digit code
SPROPMPAOrg Data AssignmentDefine Administrator

Press F5 or click New entries

Define administrator groups
Here we are defaulting these administrators through PINCH feature with the value
of 1004

SPROPMPACustomizing ProceduresActionsDefine Info groups

Double click on

Click new entries or F5, enter two digit character

Here Ref 40 is the user group and HI is Menu under which have to maintain all the
required infotypes as per the client requirement.

Double click
Enter HI in the infogroup box

Fill all the fields. User group always should be 40, Infogrmodier is Hiring, Operation is INS
for hiring and infotypes are 0000, 0001, 0002, 0006, 0007, 0008 etc. sub types based on
the client requirement

Set up Personnel Actions

Double click Define with two digit code

Employment status for active employee select 3

Special payment for active employee select 1.

Ticking boxes in personnel area, personnel subareas, employee group , employee sub
group, actions-U and Additional actions U, IG is the group menu usergroup dependency.
Under which you have maintained Infotypes.

Create Reasons for Personnel Actions
Every action there are the reasons.

Click new entries or F5 and specify the reasons for the hiring action

Save it

Change of Menu Action
This screen is very important screen as to display action on PA40 screen you have to
maintained the particular action in this screen otherwise the action will not display in PA
40 screen

Double click on
Enter always 01 only in Menu box

Click new entries or F5 and fill the fields

Save it.
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Maintain Fiscal Year Variant
Assign fiscal year variant to company code
Note: it is done by FI/CO, enter T Code OB37 in command field.

Select the company code and assign K4 or V3 in Fiscal year variant coloumn.

Save it
Maintain Chart of Accounts
Assign chart of accounts to company code
Note: it is done by FI/CO, enter T Code OB62 in command field.

Specify INT in both Chrts/accts and Cty ch /acts columns against company code.

Save it
The total Personnel Administration configuration is completed in IMG i.e back end. Now
we have to do testing. Testing will be done in the SAP easy access i.e front end.
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<><> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <
Enter PA40 in the command field, press enter then the system will display the screens in
sequential way, you have to fill the fields in each of the screen thereafter the system will
takes you to next screen one after the other.

Select the HIRING(UOL) row and click execute button.

Fill all the required fields
This is infotye - 0000 Hiring

Specify the position object number 50012232 as created in organization structure so that
particular position will get hire as VP-HR

System will assign Employee Personnel ID number
This is infotype 0001 Organizational Assignment

This is infotype 0002 Personal Data


Select Permanent Address, fill the fields
This is infotype 0006 Addresses

This is infotype 0007 Planned Working Time

This is infotype 0008 Basic Pay

Whatever infotypes you have maintained under Menu infogroup modifier will display
those infotypes only. If you need any other type information to enter in the screen you
have to enter related infotype number in infogroup screen under Menu in IMG thereafter
the related screen will get display in PA40 or PA30 to enter information.

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <>
Q What is Time Management?
A) Time Management pertaining all human processes involving time recording, leave management system,
valuation of employees work performance and absence time. Marinating time and leave data / information.

Q What are Public Holiday Class?
A) Public holidays are grouped into categories and then numbered. These categories are referred to as "public
holiday classes" that contain payment-related data
For example, an employee working on public holiday with a public class "1" is compensated at a higher
rate than when working on a day classified as public holiday class "2.
The different public holiday classes are as follows
Blank - Not a public holiday/ Full working day
1 - Ordinary public holiday
2 - Hal day working day Half-day holiday, e.g. 24.12. (Christmas Eve)
3 to 9 - Customer specific public holiday classes

Q What is Public Holiday Calendars?
The public holidays are the statutory days off that are defined according to collective agreements or
regional and internal business specifications
A public holiday when falls on a working day for an employee is considered
OFF and PAID day by the system
There are different types of public holidays
Fixed date, Fixed day from a date, Distance to Easter, Easter Sunday, Floating Public Holiday
The public holiday calendar is used in numerous SAP applications, and also plays an important role in the Human
Resources (HR) component. The public holiday calendar
Affects the definition of the organizational structure of your enterprise
Plays a central role in the scheduling process as well in generating monthly work schedules
Is important for Payroll
Public holidays are attached to Holiday calendars which in turn are attached to the Personnel
Area/Personnel Subarea combination
What are day types?
A) Day type specifies whether a day is paid or unpaid
2 - TIME OFF / Unpaid (no work no pay)
3-9 - Customer specific

Q What are the nodes used to create feature Tree?
A) The following nodes or decision operations are required to use in feature
MOLGA Country grouping
BUKRS Company Code
WERKS Personnel Area

BTRTL Personnel Sub Area
PERSG Employee Group
PERSK Employee Sub Group
PERSG Applicant group
PERSK Applicant range
ITYGR Info group
MASSAN Action type
SUBTY Subtype
MASSG Reason for action
Q What is over time?
A) Hours worked in additions to the employee's planned working time specified in the daily work schedule.

Q How many constraints are there explains clearly?
A) Time constraint 1 allows only one record to be valid for an employees infotype, with no gaps or overlap. This
constraint is used on infotypes that must be accessible at any time, screen message appears
Time constraint 2 allows in infotype record for an employee if required, but only one record can be valid.
Previous records are delimited if a new record is created and screen
Message appears.
Time constraint 3 allows an infotype to have any number of coexistent records for an employee because the
individual records dont affect each other.
Time constraint A allows only a single infortype record to exist. This record has no automatic validity period of
01/01/1800 to 12/31/9999. An infotype record with time constrain A cant be deleted.
Time constraint B is similar to time constraint A, except that infotype records can be deleted if they are assigned
Time constraint T signifies that the linotype record are constrained according to the subtype.
TC-1- No gaps & no over lapping in the record, cannot delete
TC-2- no gaps & no over lapping the record, we can delete
TC-3- gaps are allowed overlapping is there, we can delete
T.C. is a characteristics of Infotypes and subtypes in terms of periodic maintenance of data. There are 3 types
Time Constraints
Time Constraint 1 enables recording of an unique valid record for any given period. No time gaps allowed. For e.g.
Date of birth

Time Constraint 2 enables recording of atmost one record for a given period of time. No time gaps allowed. For
e.g. address
Time Constraint 3 enables recording of multiple records. Time gaps allowed. For e.g. Objects on Loan
Q What are counting classes?
A) Counting classes are used to define various counting rules for attendance / absence types.

Q What is Day Type?
A) Day type is used to determine a particular day is paid or not.
Q What is Substitution Infotype 2003?
A) Substitution is temporary replacement for an employee who is absent. Substitution is based on Position, daily
work schedule, and period work schedule, rate.
Change to the employees planned working time
Temporary replacement of an absent employee
Different cost assignment
Assigning an employee to a different position for a certain period of time
Different payment for a temporary activity based on an existing position
Q What is availability?
A) Availability is work performed outside of an employees planned working time. Fixed times, daily work
schedule, period work schedule.

Q How many types are breaks?
A) Breaks are period of time during working day when employee does not required to work . There are
four types of breaks Fixed break, Variable break, Dynamic break, Over time break.
Q What are time records types?
A) The time records types are Manually, Clock Wise, Electronicall
Q What is Time structure?
A) Time structure is one fundamental time structure is the work schedule. This data structure defines a
planned duration of working time and how this time is distributed as pattern of working days over a
specific calendar period.
Q What is Time Evaluation?
A) Time evaluation is used to evaluate the record time data. To rune TE needs master record, Attendance
/Absences planned working time.
Q What is Work Schedules?
A) Work schedules are shift schedules which must be generated for all employees, even those with a set
working time (salaried employees) or flextime. Elements of the work schedule include daily work
schedules, period work schedules, and work schedule rules. A work schedule consists of several different
elements that can be combined much like building blocks in a variety of ways to form a complete work
Q What are transitional codes create, change and display work schedule?
PT01 Create work schedule

PT02 Change work schedule
PT03 Display work schedule

What is period work schedule?
A) The sequence of daily work schedule is period work schedule it includes working hours, holidays, breaks (paid
or unpaid). It is also called horizontal pattern.
A) Defined sequence of daily work schedules
B) Work pattern that is repeated after a defined period of time
C) Period work schedule can be defined in the following ways
D) On a daily basis
E) On a weekly basis
F) On a monthly basis
G) On a annual basis
I) What are the tables name in TM
J) V_001PN Groups Personnel Sub Area for the work Schedule
K) T500Z - Group Personnel Sub Area to daily Work schedule
L) V_T550P - Define Break Schedules
M) V_T500L- Define rules for variant
N) V_550A - Define Daily work schedule
O) V-T551A Define Period Work Schedule
P) V_T553T Define Day Types
Q) T553A Define selection rules
R) T553S Define Special Rules
S) V_T508T- Define Employees Sub Group Groups
T) V_503_D - EG & ESG for ESG Groupings
U) V_001P_M - Define Groupings for public holiday colander
V) V_508A - Set work scheduled rules and work schedule
W) Q What is Daily work schedule?
X) A) Defines the number of hours an employee worked on workday. The Daily work schedule of having
start Time and End Time (working hours), Breaks (paid or unpaid). Daily work schedule is based on
internal Company policies, Collective agreements, legislative regulations etc.
Y) Q What is time data?
Z) A) Time date includes attendance (overtime ie availability time with in or outside of the office and
absence time (paid / unpaid leave) is called Time Data
BB) Q What is planned working time?
CC) A) Planned working time specifies start and end of the work. It represents the time within which
employees can clock in and clock out if actual time is recorded automatically.
EE) Q What is time type?
FF) A) Time type entry is clock in and clock out
GG) Q Explain what the daily working classes are?
HH) A) Daily working classes are : Work schedule classes = 1-9 Working days, 0 - non working days.

Q What is Positive Time Recording?
A) The Positive Time Recording is Records Actual Working Time with clock times (clock in & clock out) TM00

Q What is Negative Time Recording?
A) Negative Time Recording is Records Time Deviations to Planned Working Time without clock time TM04

Q What is core time?
A) Core time is time during which an employee must be at work.

Q What are the customizing steps for absence?
A) The steps are
Absence type /times
Attendance type / times
Absence Quota
Attendance Quota
Calendar Indicators
Deduction Rule
Counting Rule Holiday class, Day type, Counting class for PWS, DWS class
Time quota is a period during which an employee are allowed to be at work or absent depending on
certain conditions
Q What is absence type?
A) A period during an employee's planned work time in which the employee is not working for the company,
either on company premises or off-site. Absences are paid or unpaid planned working times during which the
employee has not worked. It means Record times when employees are not at work Partial-day absences with
quota deduction. Absences are times when employees are not at work for various reasons. Absences are divided
into absence types and each absence type is a sub type. Absence can be recorded with clock times or number of
hours. The absence types are as follows:
Casual leave
Earned / Privilege/annual leave
Sick leave
Maternity leave
Paternity leave
Compensatory leave / off
Medical / Accident leave additional leave
Special leave
Loss of pay
Q What is Attendances?

A) A period during which an employee is working for the company. An attendance can also be a special
attendance where the employee is not at his or her usual work center. Special attendances include
business trips and seminars. Attendances are used to record the actual hours worked by an employee
Q What is WRKHR?
A) It is input control fro working hours/ fields/weekly working days.
D/X - Working hours per day
W/X - Weekly working hours
X = weekly work days
Q Can you explain me about the Time Management features?
A) Time management features are determining default values for certain time management infotypes. They are
also used to control system processes
SCHKZ - Default Value for Shift Indicator
a. The shift indicator is suggested as a default according to employee group and subgroup in
infotype 0007, Planned Working Time. The return value of the feature is a work schedule rule that
has already been defined under customizing
TMSTA - Default Value for Time Management Status
b. Enters a default value for the Time Management status in the Planned Working Time infotype
(0007). The value is based on the employee's organizational assignment
QUOMO - Determination of quota type selection rule
The absence quota type selection based on the employee's organizational assignment is
controlled separately using the quota type selection rule group. The return value of the feature is
a two-digit numerical quota type selection rule group
WWEEK - Default Value for Working Week
A working week is proposed in the Planned Working Time infotype according to the employee's
organizational assignment. The return value of the feature is a two-character indicator which
describes the working week according to values maintained in customizing
Q What is different type of time evaluation?
A) Integration of Personnel Administration and Time Management is applied thru Infotype 0007 where the values
selected in Time Management Status Field signifies the different type of processing in time evaluation
0 - No Time Evaluation is permitted
1 - Time Evaluation should be carried out
2 - Time Evaluation is carried out only for Absence Quota generation
8 - Time Evaluation for External Services Management
9 - Time Evaluation is carried out for any deviation from Work Schedules
Q What is an absence quota?
A) Hours worked in addition to the employees planned working time. An employee is entitle for certain
absence which has a limited validity period. To manage time accounts that represents employees
absence entitlements or time credits. The time accounts contain a particular number of days or hours
during which time employees are permitted to be off work. Absence quota types are subtypes of Absence
Quotas infotypes 2006. The absence quota type of the quota from which absence is deducted. Absence
quotas are only valid for a particular validity period.

Double click


What is payroll process?
A) Payroll is a process in which the employer calculates the salaries of the employees on the basis of
number of days period in specific period.

Q Which steps make up the payroll processes?
A) Remuneration statement, payroll simulation, Release for payroll, Start Payroll, Check Payroll, Release
for correction, Exit payroll, Subsequent Activities in payroll.

Q What are the transactions codes of processes payroll?
A) Remuneration statement PC00_M40_CEDT
Payroll simulation - PC00_M40_CALA_SIMU
Release for payroll _ PC00_M99_PA03_RELEA
Start Payroll - PC00_M40_CALC
Check Payroll - PC00_M99_PA03_CHECK
Release for correction _ PC00_M99_PA03_CORR
Exit payroll PC00_M99_PA03_END
Subsequent Activities in payroll
Check payroll results PC_RESULTS

Q What is compensation?
A) Compensation is paid to an employee on the bases worked days or hours.

Q What are the features used in used in Payroll?
A) The following features are required to generate payroll.
ABKRS Default Payroll area
TRAIFF Default Pay Scale type / Area
LGMST Planned remuneration specification
ANSAL - Ansal wage type for annual salary
PFREQ Payment Frequency for annual salary
ALOAN Loan type
40LSL - Loan Wage components.
40LGR loan grouping 40 LGR feature
40 ECS Reimbursement, Allowances & Perks

Q What are standard Wage Types?

Q What are the important Earning Primary Wage types usually uses salaries?
A) MB10 Basic salary

M230 - HRA
M211 Medical allowance
M220 - Conveyance

Q What are the deduction primary wages types usually uses in salaries?

A) MF10 Employee PF contribution
MF20 Employee VPF
MLIC LIC premium
MPOO Prof. Tax

Q What are the wage types which will get yearly?
A) M210 - LTA
M200 Uniform allowance
M282 Yearly reimbursement
MLE0 Leave encashment
M215 Car maintenance reimbursement

Q What is correcting payroll results?
A) When checking the payroll result you discovered that a person did not receive enough remuneration.
Now correct that you need to go to the function.

Q What is remuneration statement?
A) Remuneration statement refers to the pay slip which the employee receives periodically.

Q What is the transaction code for payroll results to FICO?
A) PC00_M99_cipe

Q What is payroll release?
A) Run live payroll run for a payroll area or any personnel number(S). Run payroll for the current period
or any other period.

Q What is Indian infotypes?
A) Indian infotypes are country specific
580 Previous Employment Tax Details
581 Housing (HRA / CLA / COA)
582 - Exceptions
583 - Car and Conveyance
584 Income from other sources from house property subtype 001, 002
585 Section 80 Deduction (third party deduction)
586 Investment details (Sec 88) investment details through the pay roll
587 Provident Fund Contribution
588 Other statutory Deductions
589 Individual Reimbursements
590 Long term reimbursements
591 Nomination

Q Which info types groups pay scale information is stored.
A) Pay scale information is stored in infotypes 0008, 0014, 0015, 0267 etc.

Q Explain the Pay scale structure?
A) Explain pay scale structure means creation of
Pay Scale Type It is particular type of industry for which CAP applies for Ex. Chemical or Metal industry.
Pay Scale Area The Area for which CAP applies Ex. Hyderabad, Delhi etc.
Pay Scale Grade The particular Grade to which allowance applies Ex. VP, GM etc.
Pay Scale Level Levels are divided from the grade for which allowance applies VP-L1, VP-L2, VP-L3, GM-
L1, GM-L2 etc.

Q What is period parameter?
A) Period Parameter is the period on which payroll is run to group or all employees e.g. weekly, Bi
weekly, Monthly, Bi monthly, Quarterly etc. Different payroll areas have different intervals need
different parameters (start and end time)

Q What is Data modifier?
A) Data Modifier It specifies the date on which the payment is made e.g. 1st, 5th, 10th etc. Even same
period parameter but different data modifier.

Q In which Info type the PF, ESI, Ptax will stores.
A) In stores in Indian infotypes 0587 PF, 0588 ESI, PTax.

Q What is payroll area?
A) Area in which a group of employees for whom payroll is run on particular period and specific date.

Q What is pay scale structure?
A) Pay scale structure is used to calculate the correct remuneration in accordance with collective
agreement provision example type of industry, area, grade, level etc.

Q What is pay scale groupings?
A) Pay scale defines salary grades / ranges generally represent the job grades in an organization.

Q What is control record?
A) Control Record this which control records and every payroll area have control records.
Every payroll area has control record and the system is told what period the salaries is to be run. Give
one period back to current period in control record. That means we are maintaining data in sap 1

period 2008 that means 01.04.2008, so give three months back i.e. 12
period 2007 fiscal year i.e.
March 2008. Once we released the control record, the master is locked so that we cant maintain master
for released period for the past and present but can do the changes for future data.
Q What is time wage?
A) Time Wage is a type of remuneration is paid for attending work (hours / months) irrespective of
amount for produces.

Q What is valuating basic wage type?
A) Valuating basic wage type is used to value your WT, if it depends on some % of other WT. Say HRA
some 20 % of Basic

Q What is a Wage type?
A) Wage type allows for the assignment of payment and deductions. Money and time units are in the
calculation of employee remuneration. It is based on the companys requirement.. Wage types are

payroll objects used to store in payroll components which include the amount number and rate. Wage
types are permitted to be stored in pay roll infotypes only if theses added to the WT group 0008.
Transaction PU95 is used to edit WT groups. You need to assign the WT to respective employee
subgroup grouping and personnel sub area groupings.

Q What is primary wage type?
A) Primary wage type / Model wage type /Dialogue Wage type. They are Standard wage types. It starts
with Alphabetic like M,N etc.. They are used to copy and copied one is used in customizing client
requirement. These wage types can be stored values in WT through the permissible payroll infotype.
These WT entered for an employee when master data is maintained.

Q What is a secondary wage type?
A) Secondary / Technical Wage types. It starts with (slash /) - /114 HRA etc. They are not used to
copy. It is generated by the system while running payroll. The system defines their values and these
wage types are not the part of the employee data. They are generated by the system while
running payroll

Q What is customer wage type?
A) Customer / Copied Wage types are copied from the Standard / Model / Primary wage Type. It starts
with Numeric No. only 2sss, 2222, 4g66. Copied wage types are used to meet client requirements.

Q What is a payroll period?
Period one which regular payroll is run, it may weekly or monthly i.e start date and end date.

Q How you generate payroll periods?
A) Generating the payroll periods with taking considerations of period parameter, data modifier, fiscal
year, starting year, deriving payment dates. By adding number of days to start date, end date and
deduction days from the end date and execute so as to get payroll period.

Q What is recurring payments and deductions?
A) Recurring payments and deductions are additional wage elements that are necessarily used in every
payroll period,

Q What are Percentage of PF?.
A) Contributions 12 %-Employee, 12% - Employer, 1.1%-Admn charges on PF .5% on EDLI Scheme, .01%
Charges on EDLI,

Q What are the common PF forms uses by employee?
Form 5 is for new employee
Form 10 - is for left employee
From 12- is a monthly return
If no employee join or left, have to mention NIL in both the forms & enclosed to returns.
Form 19 is to withdraw amount submit after retirement, resignation etc
Form 10C is the scheme certificate shown the number of years contributions has taken before 58 years.

Q What is the default value of feature of 40 EPF?
A) EPF is 40 EPS the default value is standard -

Q What is the percentage of ESI?
A) The percentages are as follows
Employee is 1.75%
Employer is 4.75%
Employer has to pay 6.50% to the ESIC dept.

Q What are the slabs in AP Professional Tax?
A) The slabs are a follows
5001 6000 = Rs. 60/-
6001 -- 10000 = Rs. 80/-
10001 15000 = Rs. 100/-
15001 20000 = Rs. 150/-
20001 & above is Rs. 200/- each

Q What is Symbolic Account?
A) Symbolic Account is intermediate account between general ledger account and wage time while
posting wage type results symbolic account in interface between WT & GL A/c

Q What is payroll organization?
You make settings for the organization environment for payroll.

Q What is payment?
A) Remuneration which an employer pays to an employee for a particular period & date on his/her
working days or hours put in or outside the premises.

Q What is payroll?
A) Pay roll determines the remuneration run for an employee for a particular period & date for a
personnel area and personnel sub area.

Q What is indirect valuation?
A) Indirect valuation is method to calculate the eligible amounts for some of the wage types 0008, 14,15

What is remuneration statement?
A) Remuneration statement gives consolidate result of the payroll process. It gives the details about the
payment and deduction made to the employee.

Q What is Correction run?
A) A correction run occurs when payroll is repeated for the current payroll period to correct mistakes.

Q What is Recurring payment?
A) Recurring payments and deduction payments effected by the employer to employee which become
due in more than one pay roll period.

Q What is retroactive period?
A) Retroactive period refers either to an individual employee or to payroll area.

Q What are the transaction codes reports for PF?
A) PC00_M40_EPF
PC00_M40_PFE - 5, 10 3A & 6A

PC00_M40_EPL pension.

Q What are the transition codes for reports for Income Tax?
A) PC00_M40_F16

Q What are the transition codes for reports for Professional Tax?
A) PC0C_M40_PTX professional tax

Q What is the Transaction code to integrate FI & HR?
A) Transaction code is OBYE. You have post to finance people in T.Code PCOO_M99_CIPE and the output
can see in T.Code PCP0. We have to create symbolic account and link wage type and transfer the
symbolic account to GL account through OBYE.

Q What are the subtypes for ESI, Labour Fund and PTax for the infotype 0588?
A) 0001 ESI, 0002 Labour Fund, 0003-Ptax.

Q What is 40ECC?
A) It is employer Tan, Pan, GIR & employer classification code.

Q What is TDS section 80?
A) It is pension fund, medical insurance, donations to victims, interest on securities.

Q Where you enter section 80 deduction?
A) Section 80 entered in infotype 585.

Q What is section 88?
A) Section 88 is for LIC, superannuation, gratuity, mutual fund is all entered infotype 585

Q What is a PF technical wage type which is required for configuration?
/3F1 Employee minimum wage type
/3F2 VPF
/3F3 PF employee contribution
/3F4 Pension by employer
/3f7 EDLI contribution
/3F8 EDLI administration charges
/3F9 PF administration charges

Q What is off cycle payroll?
A) Office cycle payroll carry out for specific payroll activity for individual employees on any day bonus,
correcting accounting, regular payroll on demand in advance payment etc.

Q What is processing Class?
A) Processing classes helps in the processing of the wage type during the payroll run. Every processing
class has its own specifications with which each wage type is processes in different way i.e. to determine
how the wage type is to be processed based on the their processing class values. Wage type
characterizes that determine how processing is conducted during the payroll run. Maintain candidates
for WT how it is process in Input table, result table and cumulative result table.

Q How many processing classes?

A) System define classes are from 01 to 89. Custom define classes are from 90 to 97 a class for fringe
Processing Class Processing classes helps in the processing of the wage type during the payroll run.
Every processing class has its own specifications with which each wage type is processes in different way
i.e. to determine how the wage type is to be processed based on the their processing class values.
System define classes are from 01 to 89.
Custom define classes are from 90 to 97 a class for fringe benefits.

Table -T512E
PC00-M99-DLGA20 Commutation classes wise list of wage types.
SA 38 RPDLGA40 T code to see Commutation classes for each wage type

Definition: It controls particular wage type for storing what and whenever for further processing and
assign the technical wages types. They are from 1-96 system defined.
Wage types which are not cumulated
Customer created wage types
COA.CLA wage types
Expense booking wages
Monthly perks
Exempted wage types
Technical Wage types
Voluntary wages types
Processing classes which control Cumulation Classes through tickets
Only Basic and D.A
Company Payment
Third party payments
Company Loans
Company deductions
Cumulation classes which are controlled by processing classes.
Playability -0 & 10
Taxability 24,25,27,31 (tech.w/t) and 30
Cumulation classes for Basis formation.
/111 EPF Basis
/112 - ESI Basis
/113 ESI Basis nominal
/114 HRA Basis
/115 - COA/CLA basis
/116 Gratuity basis
/117 Superannuation
/118 Professional Tax basis
/119 Processional Tax basis nominal
/128 Leave Encashment basis
/132 Monthly exemptions
/133 Annual exemptions
/134 - Annual Non-perks
/135 - Form 217 2(a) for annual perks
/137 1 day salary deduction
/138 Form 217 2 (a)
/139 VPF basis

SM30- V T52D3
Definition: Evolution class evaluates how wage type performs in pay roll by using pay roll drivers. You
can create new specification on customer name.
01-17 system defined and 18-20 customer defined.
Evaluation classes are used mainly for obtaining reports:
Ex. Form 16, form 20 and Pay slip ete.
Only used for conversion
W/T assignment for form point out
W/t assignment for payroll accounting
Only used for conversion
Allowances paid
Gross salary
Section to exemptions
Income from other sources
BS wage type allocation for Bonus
Form 217 2 (a) basis.

Q Which steps make up the payroll processes?
A) Remuneration statement, payroll simulation, Release for payroll, Start Payroll, Check Payroll, Release
for correction, Exit payroll, Subsequent Activities in payroll

Q What are the PE00 starts transactions PE01, PE02, PE03
A) PE01 - Schema
PE02 Calculation Rules
PE03 Features
PE04 Create functions and operations

Q What is compensation Management?
A) Transfer compensation amount directly to employee's payment.

Q What is off cycle payroll?
A) Office cycle payroll carry out for specific payroll activity for individual employees on any day bonus,
correcting accounting, regular payroll on demand in advance payment etc.

Q What is earliest retroactive accounting period?
A) The earliest period for retroactive accounting is the payroll period furthest in the past for which you
can run retroactive accounting. This is stored in the payroll control record for the payroll area. Use The
Company determines this period. You can specify, for example, that retroactive accounting for the
previous year is not possible after a particular date in the current year

<> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> <> SPROPayroll-
IndiaBasic SettingsPayroll OrganizationDefine Period Parameters.

Execute button of Define Period Parameters

Indian Standard period parameter is 67

Execute button of Define Date Modifiers

Standard date modifier is 00

Execute button of check payroll accounting area

click execute

click execute

click create

Click execute button of check Default Payroll Area

Click flag

select all the wage types created earlier to create our new wage types

Delete all selected wage types with the delete icon

Select the create wage types and remove the flag in the Tes run and click copy and save

The wage type which have been created will reflected in the this screen otherwise will go
for new entries and create wage types

Check whether the dates are correct to be chanege

Select your wage types and double click on wage type or click detail icon

The screen is very important because you have to check up five things first if the wage
type is additional wage type should have tick mark in the box add to total in the screen,
secondly the wage type is amount wage type should take the combination of + & -, thirdly
if the wage type base wage type the module variant should be A, fourthly this wage type
has fixed amount for all the employees like Conveyance is Rs. 800, medical is Rs. 1250 as

per ACT , in such case mention Rs. 800 in Minimum amount and Maximum amount fields
and lastly have select measures from the drop down box.

As this is wage type is HRA is based on base wage type basic pay so that the moulde
variant is B in the measures is taken by the system automatically as Percent.

Enter the number between 0 to 9 as to mention in the permissibility of wage type screen

Select wage types double click so as to tick in the related boxes as number mention in the
above two screens or click the details icon

click this icon to go for next wage type for settngs

Click copy
and save

Double click on group 01

Double click on IN01
Earning to enter additional wage types of 9000 and 9001

execute button

execute button

Click create