Book Image

SAP HCM - A Complete Tutorial

By : Ganesh Karthik S
Book Image

SAP HCM - A Complete Tutorial

By: Ganesh Karthik S

Overview of this book

Table of Contents (19 chapters)
SAP HCM – A Complete Tutorial
About the Author
About the Reviewers

Daily transactional codes

On a daily basis, an end user needs to access the T-code to perform daily transactions. All the T-code is entered in a command field. A command field is a space designed by SAP for entering T-codes. There are multiple ways to enter a T-code; we will gradually learn about the different approaches.

The first approach is to enter the T-code in the command field, as shown in the following screenshot:

Second, the T-codes can be accessed via SAP Easy Access. By double-clicking on a node, the associated application is called and the start of application message is populated at the bottom of the screen. SAP Easy Access is the first screen you see when you log on. The following screenshot shows the SAP Easy Access window:


We don't have to remember any T-codes. SAP has given a functionality to store the T-codes by adding it under Favorites.

To add a T-code to Favorites, navigate to Favorites | Insert transaction, as shown in the following screenshot, or simply press Ctrl + Shift + F4 and then enter the T-code that we wish to add as favorite:

There are different ways to call a technical screen using a T-code. They are shown in the following table:



/n+T-code, for example, /nPA20

If we wish to call the technical screen in the same session, we may use the /n+T-code function.

/o+T-code, for example, /oFS01

If we wish to call the screen in a different session, we may use the /n+T-code function.

Frequently used T-codes

Let's look closely at the important or frequently used T-codes for administration or transactional purposes.

The Recruitment submodule

The following are the essential T-codes in the Recruitment submodule:




This T-code is used for initial data entry. It performs actions similar to the PB40 T-code. The mandatory fields ought to be filled by the user to proceed to the next infotype.


This T-code is used for display purposes only.


This T-code is used to make changes to an applicant's data, for example, changing a wrongly entered date of birth or incorrect address.


This T-code provides the functionality to bulk process an applicants' data. Multiple applicants can be processed at the same time unlike the PB30 T-code, which processes every applicant's data individually. Applicants' IDs along with their names are fetched using this T-code for easy processing.


This T-code is useful when listing applicants based on their advertising medium for bulk processing. It helps to filter applicants based on a particular advertising channel such as a portal.


It's used to maintain the advertisements used by the client to process an applicants' data.


All the vacant positions can be listed using this T-code. If positions are not flagged as vacant in the Organizational Management (OM) submodule, they can be maintained via this T-code.


A recruitment medium, such as job portal sites, that is linked with an advertisement medium is evaluated using this T-code.


This is an important T-code to transfer an applicant to employee. Applicant gets converted to an employee using this T-code. The integration between Recruitment and Personnel Administration submodules come into picture.


To confirm whether an applicant has been transferred to employee, PBA8 needs to be executed. The system throws a message that processing has been carried out successfully for the applicants.

After PBA8 T-code is executed, we will see a message similar to the one shown in the following screenshot:

The Organization Management submodule

We will cover some of the important T-codes used to design and develop the organization structure in the following table:




This T-code is used to create an organizational structure. It is a graphically supported interface with icons to easily differentiate between object types such as org unit and position.


SAP provides multiple interfaces to create a structure. This T-code is one such interface that is pretty simple and easy to use.


This is also referred to as the Expert Mode, because one needs to know the object types like SPOCK, where S represents position, O represents organization unit, and relationships A/B, where A is the bottom-up approach and B is the top-down approach, in depth to work in this interface.


This T-code is used to build structures using object types individually based on SPOCK. This is used to create an Org unit; this T-code creates the object type O, organization unit.


This is used to create the position object type.


This T-code is used to create the job object type.


This is an action-based T-code that helps infotypes get populated one after another. All of the infotypes such as 1000-object, 1001-relationships, and 1002-description can be created using this interface.


Tasks, which are the day-to-day activities performed by the personnel, can be maintained using this T-code.

The Personnel Administration submodule

The Personnel Administration submodule deals with everything related to the master data of employees. Some of the frequently used T-codes are listed as follows:




The master data of an employee is displayed using this T-code.


The master data is maintained via this T-code. Employee details such as address and date of birth can be edited using this T-code.


Personnel actions are performed using this T-code. Personnel actions such as hiring and promotions, known as the action type, are executed for employees.


This T-code, known as the fast entry for action solution, helps a company maintain large amount of data. The information captured using this solution is highly accurate.


This T-code, known as the fast entry functionality, allows the maintenance of master data for multiple employees at the same time. For example, the recurring payments and deduction (0014) infotype can be maintained for multiple employees.

The usage of the PA70 T-code is shown in the following screenshot. Multiple employees can be entered, and the corresponding wage type, amount, currency, and so on can be provided for these employees. Using this functionality saves the administrator's time.

The Time Management submodule

The Time Management submodule is used to capture the time an employee has spent at their work place or make a note of their absenteeism. The important T-codes that maintain time data are covered in the following table:




The work schedule of the employee is created using this T-code. The work schedule is simply the duration of work, say, for instance, 9 a.m. to 6 p.m.


The time manager's workplace action allows us to have multiple views such as one-day view and multiday view. It is used to administer and manage time.


This T-code is used to change a shift plan for the employee.


This T-code, known as maintain time data, is used to maintain time data for the employees. Only time-related infotypes such as Absences, Attendances, and Overtime are maintained via this T-code.


This T-code, known as the fast entry time data action, is used to capture multiple employees' time-related data.


This T-code, known as quota overview, is used to display the quota entitlements and leave balances of an employee.


The attendance check T-code is used to create a list of employees who are absent, along with their reasons and the attendance time.


This T-code is used for time evaluation. It is a program that evaluates the time data of employee. Also, the wage types are processed using this program.


Time evaluation messages are displayed using this T-code.


Time evaluation results can be accessed via this T-code.


Using this T-code, data entry profile is created. Data entry profiles are maintained for employees to capture their daily working hours, absence, and so on.


This T-code is used to transfer data to target components such as PS, HR, and CO.

The Payroll Accounting submodule

The gross and net calculations of wages are performed using this submodule. We will cover all the important T-codes that are used on a daily basis in the following table:




This T-code can be used to change the payroll status of an employee if necessary. It lets us change the master data that already exists, for example, locking a personnel's number.

One must exercise caution when working on this T-code. It's a sensitive T-code because it is related to an employee's pay. Also, time data for the employees is controlled using this T-code.


The control record is accessed via this T-code. The control record has key characteristics of how a payroll is processed. This T-code is normally not authorized by administrators.


This is the T-code used for the simulation run of a payroll. The test is automatically flagged when this T-code is executed.


A live payroll run can be performed using this T-code. The test flag is still available to be used if required.


This T-code is used normally by end users to release the control record. Master data and time data is normally locked when this T-code is executed. Changes cannot be made when this T-code is executed.


This T-code is used to make any changes to the master data or time data. The status has to be reverted to "release" to run a payroll for the payroll period.


Once all the activities are performed for the payroll period, the control record must be exited in order to proceed for the subsequent periods.


The remuneration statement or payslip can be displayed using this T-code.


The payslip is designed using this T-code. The payments, deductions, and net can be designed using this T-code.


The data medium exchange for banks can be achieved using this tool.


The off-cycle payroll or on-demand payroll, as it's called in SAP, is used to make payments or deductions in a nonregular pay period such as in the middle of the payroll period.


The payroll results are posted to the finance department using this T-code.


The payroll posting runs are displayed using this T-code. The release of posting documents is controlled using this T-code.


The completeness check is performed using this T-code. We can find the pay results that are not posted using this T-code.


The wage type maintenance tool is useful when creating wage type or pay components such as housing, dearness allowance.


The schema, which is the warehouse of logic, is accessed and/or maintained via this T-code.


The Personnel Calculation Rule is accessed via this T-code. The PCR is used to perform small calculations.


The function and operations used can be accessed via this T-code. The documentation of most of these functions and operations can also be accessed via this T-code.


This shows the wage types used and their process class and cummulation class assignment. The wage type used in a payroll is analyzed using this T-code.


The wage type mapped to general ledgers for FICO integration can be analyzed using this T-code


Country-specific payroll can be accessed via this T-code.


Payroll of all the countries, such as Europe, Americas, and so on, can be accessed via this T-code.


The payroll results of the employee can be analyzed via this T-code. The following screenshot shows how the payroll results are shown when the T-code is executed.


The "XX" part in PCXX denotes the country grouping. For example, its 10 for USA, 01 for Germany, and so on. SAP has localized country-specific payroll solution, and hence, each country has a specific number. The country-specific settings are enabled using MOLGA, which is a technical name for the country, and it needs to be activated. It is the foundation of the SAP HCM solution.

It's always 99 for Offcyle run for any country grouping. It's the same for posting as well.

The following screenshot shows the output of the PC_Payresult T-code:

The Talent Management submodule

The Talent Management module deals with assessing the performance of the employees, such as feedback from supervisors, peers, and so on. We will explore all the T-codes used in this submodule. They are described in the following table:




This is used to create an appraisal template that can be filled by the respective persons, based on the Key Result Areas (KRA) such as attendance, certification, and performance.


Career and succession planning for an entire org unit can be performed via this T-code.


Career planning for a person can be performed via this T-code. The qualifications and preferences can be checked, based on which suitable persons can be shortlisted.


Succession planning can be performed via this T-code. The successor for a particular position can be determined using this T-code. Different object types such as position and job can be used to plan the successor.


The form of appraisals is accessed via this T-code. The possible combination of appraiser and appraisee is determined based on the evaluation path.


This T-code is used to evaluate the appraisal template based on different statuses such as "in preparation" and "completed".


This is used to create an appraisal template that can be filled in by the respective persons based on the KRAs such as attendance, certification, and performance. The appraisers and appraisee allowed can be defined.


The integration check-related switches can be accessed via this T-code.


Once the created appraisal template is released, we would be able to find the template in this T-code.

The Training and Event Management submodule

The Training and Event Management submodule caters to the company's need of bridging the gap between supply and demand. This submodule caters to identifying the right skill that needs to be provided to carry out the task successfully. Let's take a look at the important T-codes and their functionalities in the following table:




The necessary master data needs to be set up before using the Training and Event Management submodule. The cost item T-code is used to determine and represent the cost incurred for a business event.


The address or physical location is maintained using this T-code.


The business event location is set up using this T-code, for example, Training Center, Atlanta.


This function lets you change/display external organizers such as your company.


The instructor who doesn't belong to the system, in other words, whose master data is not maintained, is captured using this function.


The business event group such as the language course is set up using this function.


The business event type is used to capture the delivery method, cost, capacity, and so on.


This function lets you maintain the exact date on which the event is scheduled to take place. It has the start and end dates of events.


This function lets you enroll attendees for business events and, at the same time, store the relevant billing and activity allocation data.


The internal activity allocation for settling the fees of external instructors and also of the employees who had attended an event can be settled using this function.

The Travel Management submodule

The Travel Management submodule offers functionalities such as creating different travel expense types, processing business trip data, taking care of approvals, and entering the travel trip data into the system. Let's focus on the important T-codes related to this submodule, shown in the following table:




This T-code allows you to create a travel request, book rooms, hotel, and so on.


The travel expense functionality allows you to track the status, settlement status, amount, and so on.


The mass approval of any number of trips is performed via this function.


The expected travel expenses cannot be determined until a trip is approved. In order to proceed further, the trip needs to be settled, and this function helps to meet the purpose.


The posting run is performed using this function. The travel expenses that need to be settled are collected as transfer documents for posting to accounting.


The trip transfer documents are posted to FI/CO using this function.