Organizational Data - International

This group includes the following infotypes:

Cost Distribution (Infotype 0027)

Organizational Assignment (Infotype 0001)

Reference Personnel Number (Infotype 0031)

Reference Personnel Number Priority (Infotype 0121)

Sales Data (Infotype 0900)

Cost Distribution - Infotype 0027

In the infotype Cost Distribution (0027), you can determine how costs for an employee are to be distributed to different cost centers. At any one time, you can distribute appropriate percentage costs to up to 25 different cost centers. For more information, see the following section in the PY-Payroll Accounting documentation:

Cross-Company Code Transactions

Posting Information From Master and Time Data

Subtypes are used to differentiate between costs that should be distributed. The standard system contains the following costs as subtypes:

• Subtype 01: Wage/salary
• Subtype 02: Travel expenses

Cost Distribution

By entering a value in the field Distr., you determine the costs to which the cost distribution is referring.

You determine the cost distribution by entering the following values in the lines that are numbered consecutively by the system.

• CoCd (Company code)
• BA (Business area)
• Cost ctr (Cost center)
• Prcnt. (Cost center percentage rate)

You can use the function keys to scroll down a total of three pages, insert lines, attach, or delete. The cost center that has been entered in the distributor on the single screen under number 01, is displayed on the list screen.

If you create a Cost Distribution (0027) infotype record, you must first ensure that company codes, controlling areas, and cost centers have already been set up.

Organizational Assignment - Infotype 0001

The Organizational Assignment (0001) infotype deals with the incorporation of the employee into the organizational structure and the personnel structure.

This data is very important for the authorization and control of Payroll.

Enterprise Structure

The CoCode (company code), Pers.area (personnel area), and Cost center fields cannot be maintained in this infotype. They already contain default values. You can edit these values only by carrying out a personnel action.

The value for the Leg.person (Legal person) field is determined automatically and cannot be overwritten.

Personnel Structure

The system derives the values for the EE group (Employee group) and EE subgroup (Employee subgroup) fields from the Actions (0000) infotype. These values cannot be overwritten. You can assign these values only by carrying out a personnel action.

You can overwrite the default values in the field Payr.area field.

The Organizational Assignment (0001) infotype has the time constraint 1, which means that an infotype data record must exist in the system at all times as of the date on which the employee is hired.

Country-Specific Features

• Argentina:
Infotipo Asignación organizacional (0001): Características nacionales Argentina

Reference Personnel Number - Infotype 0031

The infotype Reference Personnel Number (0031) is used to assign several personnel numbers to one employee, if the employee has different employment relationships in your company. In this case, the personnel number associated with the employee is known as a reference personnel number. This infotype establishes links between all of an employee’s reference personnel numbers.

The infotype Reference Personnel Number (0031) is used in Personnel Administration for copying information that is common to all personnel number records for an employee who has several work contracts; it is also used by Payroll.

If an employee has more than one employment relationship within your company and these employment statuses are all accounted together, you must specify the order of priority for payroll in the infotype Reference Personnel Number Priority (0121).

Reference Personnel Number

In the infotype Reference Personnel Number (0031), a list of the interrelated reference personnel numbers are stored for each reference personnel number involved.

You can enter a reference personnel number in the Actions infotype (0000) when a new employee is hired. The system will automatically update the infotype Reference Personnel Number (0031) and copy certain reference personnel number infotypes.

Certain infotypes are the same for all the personnel numbers belonging to one employee: These are:

• Personal Data (0002)
• Addresses (0006)
• Bank Details (0009)

If you edit these infotypes for a personnel number the relevant infotype records for all related personnel numbers are also pulled up.

Other infotypes that define the employee’s individual working relationship can undergo different changes for the various different personnel numbers.

• Organizational Assignment (0001)
• Basic Pay (0008)
• Country-specific infotypes for tax and social insurance

When you edit the infotypes for a personnel number the system does not call up the relevant infotype records for all related personnel numbers .

As a rule, you only need to maintain the infotype Reference Personnel Number (0031) if you want to retrospectively create a relationship between two personnel numbers that already exist, or if you want delete a link between two personnel numbers.

If you include a personnel number, all the infotypes belonging to that personnel number that can be copied will be taken on by the current personnel number.

Reference Personnel Number Priority - Infotype 0121

If an employee has more than one employment relationship within the enterprise, this employee will have a personnel number for each of these employment relationships. In this case, the personnel number associated with the employee is known as a reference personnel number. The Reference Personnel Number (0031) infotype establishes links between all of an employee’s reference personnel numbers.

By using the infotype Reference Personnel Number Priority (0121) you can determine the sequence in which an employee’s reference personnel numbers are sent to payroll accounting. The reference personnel number with the highest priority will be sent to payroll accounting first.

You can also choose a main personnel number from the many reference personnel numbers that have been entered in the infotype Reference Personnel Number Priority (0121). This can be useful, if:

1. Only certain payroll steps are to be carried out for a Reference personnel number during payroll, or

2. You only want one of the Reference personnel numbers to be considered by the report programs.

If a payroll is run for an employee who has more than one personnel number in an enterprise, it is called a multiple payroll. A multiple payroll cannot be started by the payroll driver. If an employee who has a multiple payroll enters a payroll accounting area, then the payroll run for that entire payroll accounting area has to be started using the report Scheduler (RPCALC*M).

The maintenance of infotype Reference Personnel Number (0031) is a prerequisite for the maintenance of infotype Reference Personnel Number Priority (0121).

Restrictions

The Reference Personnel Number Priority (0121) infotype has the following restrictions:

• all the personnel numbers that have been entered in infotype 0121 must be the employee’s Reference personnel numbers.
• if a main personnel number has been chosen, this personnel number must also be one of the Reference personnel numbers that has been entered in the current infotype record.
• all Reference personnel numbers must be in the same payroll accounting area.
• you can only enter a begin date for a record. This date is the first date of a payroll period.
• an infotype record for the infotypes Actions (0000) and Organizational Assignment (0001) must exist for at least one day during the validity period for a reference personnel number to be listed in the current priority.
• all the reference personnel numbers that are in the current priority must belong to the same legal person.
• The relative sequence of the reference personnel numbers in the priority cannot not be changed.

An employee has the reference personnel numbers P1, P2, P3, P4 and P5. The following records for the infotype Reference Personnel Number Priority (0121) have been created one after the other for the employee. (The priority of the reference personnel numbers in their entry sequence):

• Record A:
• Record B:
• Record C:

The following new records cannot be created:

• Record 1:

This record directly contradicts the priority assigned in record A (in record A, P1 is before P3).

• Record 2:

This record contradicts the combination in records A and B.

• Record 3:

This record contradicts the combination in records B and C.

All the above restrictions are checked when you maintain the infotype.

Current Priority

The left column contains the priority entered in the current record. Each line is identified with a number that is created by the priority. The numbers reflect the payroll sequence.

Previous Priority

The middle column contains the priority entered in the previous record. This column is only displayed if a previous record exists. By previous record, we mean an infotype record that contains the date that is one day before the begin date of the current infotype record. Each line is identified with a number which is created by the priority. This column is used to ensure that the user bears restriction 7 in mind.

Reference Personnel Number (Infotype 0031)

The right column contains all the employee’s reference personnel numbers which have been entered in the Reference Personnel Number (0031) infotype. This column is used to ensure that the user bears restriction 1 in mind.

In all three columns, the payroll accounting area is specified for all reference personnel numbers. These reference personnel numbers belong in the infotype record’s validity period. This should help the user to bear restriction 3 in mind.

In both the middle column and the right columns, the reference personnel number has a flag that has already been stored in the current priority.

All three columns are only displayed in the change, create and copy modes. In all other instances, only the left-hand column (the current priority) is displayed.

Choice of Reference Personnel Numbers

The personnel numbers that have been entered in the priority in the Reference Personnel Number (0121) infotype represent a reference personnel number subset for the employee.

In the priority, you must enter the reference personnel numbers

1. for which the payroll is to be run
2. which can be used in a retroactive calculation or a forced retroactive calculation.

Reference personnel numbers that have not been entered in the infotype Reference Personnel Number Priority (0121) will not be accounted in payroll! A check will not run to see if all the reference personnel numbers that fulfill one or both of the above criteria, have been maintained in the infotype! The end-user should be particularly careful here.

When a payroll is run, the Reference Personnel Number Priority (0121) infotype records that are valid for the payroll period concerned are read. This infotype record must contain all the reference personnel numbers that are relevant to payroll in the payroll period concerned. The overall payroll period can include several payroll periods. Any reference personnel numbers contained in this infotype record that are not relevant for payroll will not be accounted for in the payroll.

If a payroll has been started, and a (forced) retroactive calculation exists for a personnel number, then this will also be carried out simultaneously. As a result, more than one payroll period is accounted in a payroll run. In this instance, the system checks to see whether the validity period in additional records belonging to infotype 0121 intersects the overall payroll period (i.e. all the periods to be accounted). If this is the case, a check is run to see whether these infotype records contain reference personnel numbers for the employee that have not been considered. If so, then these reference personnel numbers will be checked for their relevance to payroll. If one of these reference personnel numbers does prove to be relevant for payroll, then the entire group of reference personnel numbers will be rejected by payroll.

Sales Data - Infotype 0900

Within the master data stored for the Sales and Distribution (SD) application component, the sales employee is created as a special business partner. The sales employee processes business transactions within the enterprise.

In infotype Sales Data (0900), you can administer the sales employee as an employee in the HR component. In this way, the employee data can be administered using the personnel number.

Sales data

Assign the employee to a Sales organization, a Sales office, and a Sales group.

• If you have both the SD and HR SAP components in your enterprise, only the responsible personnel administrator can create a data record in the Sales Data infotype (0900).
• If you do not implement the HR component in your enterprise, the infotype record is created for the employee in the SD component.