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RPCPRC10 - Scheduling of Payroll Jobs

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Description

This report, which is accessed from the payroll calendar, enables you to schedule payroll jobs for an entire calendar year. The payroll calendar is called up via the menu path Human resources -> Payroll -> Tools.

The first time you call up the job scheduling function, a dialog box is displayed in which you are required to specify the country grouping. You are not, of course, required to do this if the country grouping value has already been specified in the user parameters for set/get parameter ID 'MOL' (for the country grouping).

Use the group box 'Payroll period', which is included in the selection screen for scheduling payroll jobs, to determine the periods of the specified year for which the payroll jobs must be scheduled. Please note that the start period must come after the current period.

Now specify the payroll areas that you require in the appropriate selection field.

The group box 'Number of payroll jobs' enables you to determine whether the payroll areas are processed separately or together. Choose 'Payroll areas separate' if you want to create a separate job for each of the payroll areas within the range selected. The same number of payroll jobs are then created for each period as the number of specified payroll areas. Choose 'Payroll areas together' if all of the selected payroll areas must be processed together in one single job.

The group box 'Further control' allows you to specify important data for the payroll driver. Irrespective of the payroll areas you have already selected, all other data for the payroll driver selection screen is taken from a variant that has already been created. You can specify the name of this variant in the field 'Payroll variant'.

If you have not created an appropriate variant already (F4 help), you can use the pushbutton 'Create variant' to access the payroll report selection screen directly. You can then create the required variant on this screen. Please ensure that you only save the variant and do NOT execute the payroll report. Once you have saved the variant, use the function 'Back' to return to the job scheduling selection screen.

The personnel numbers from this model variant are not used, as the jobs that have been set up always process complete payroll areas only.

Names are given to scheduled jobs in accordance with the following convention. The name consists of the text 'Payroll:', the payroll area or areas, the period, and the year. If the payroll areas must be processed separately, each name includes just one payroll area. If the payroll areas must be processed together, the payroll area specified in the parameter field 'To' is added to the name.

Example job names:

- 'Payroll: X1 12/1996' for payroll areas processed separately
- 'Payroll: X1-X3 12/1996' for payroll areas processed together

When the payroll jobs are created, new variants must be created for the payroll driver which it then uses when executed. The names of these generated variants include the prefix 'PR:' to indicate that they are used for the payroll calendar. To provide you with more detailed information, the job name is enhanced by the payroll area indicator and the year. The generated variant can be used independently of the period, for which reason the name does not include the period number.

Example of variant names for the payroll driver:

On the selection screen, payroll areas D1 to D2 are specified and 'Payroll areas separate' is chosen. Two jobs are scheduled and two variants created. The names of the generated variants are 'PR:D1 1998' and 'PR:D2 1998'.

Please take careful note of the difference between the two types of variant to which this text refers.

1. The variant that you specify on the selection screen and which is used as a model for all parameters, except for the periods and payroll areas. The payroll program is NOT executed using this variant.

2. The generated variants that are created within job scheduling and which are used for the payroll run. Their names begin with 'PR:'. The parameter values in this variant consist of those taken from the model variant and of the values selected above for the payroll areas. The payroll period is set to 'current period'.

Now specify the system start time at which the job must be executed in the field 'Start time'. In the schedule field, specify the schedule in which you want the overview of the selected payroll areas to be included. You can store as many payroll areas in one schedule as you like. Alternatively, you can determine that each payroll area has its own schedule.

Set the checkbox 'Release payroll automatically' if the personnel control record must be set to the status 'released for payroll' in accordance with the scheduled job. If you do not set this checkbox, you must set the status manually before executing the job. For this reason, this checkbox is particularly important with regard to executing the payroll program. If the personnel control record is not assigned the status 'released for payroll' before the job is started, either by the job itself or by the user, the job is executed but the payroll program is cancelled. An appropriate message is then included in the log.

The checkbox 'Access calendar' enables you to determine whether the calendar is displayed after the jobs have been scheduled. You can, of course, choose not to set this checkbox, return to the initial payroll calendar screen once you have finished scheduling the jobs, and then access the calendar from the initial screen.

Depending on the country grouping, the selection screen may also include the pushbuttons 'Date' and 'Workday'. If the selection screen for your country version does not include these pushbuttons, the payroll dates are read from the appropriate control table which means that you cannot use this screen to influence the scheduling date.

If the pushbuttons are displayed on your selection screen, use them to specify the scheduling date. You can effect scheduling either using the date or using the workday relative to the beginning of the month or the end of the month.

Scheduling using the date:
If you click on the pushbutton 'Date', the parameters required for this form of scheduling are displayed on the selection screen. The field 'Day' enables you to specify the day of the month on which the payroll run must be scheduled. You can impose a further restriction on this day parameter by using the group box 'Restrictions', in which you can determine that the payroll can only be executed on a workday in accordance with the specified factory calendar. If you set the checkbox 'Perform on workdays only', the program's execution can be brought forward to a workday or it can be postponed.

If the specified day is no longer included in the month, the last day of the month is used for scheduling.

Scheduling using the workday:
If you click on the pushbutton 'Workday', the parameters required for this form of scheduling are displayed on the selection screen. You can now schedule the payroll job for a fixed workday relative to the start of the month or the end of the month in accordance with the specified factory calendar.

Example:

If scheduling must be effected for the 3rd workday relative to the end of the month, you must enter the following:
Factory calendar 01
Workday 3
Beginning of month _
End of month x

If the 30th and 31st of a month were a weekend, the 27th of the month would constitute the scheduling day.

Execution

Once you have set all of the parameters, use the function 'Execute' to start job scheduling. A window is displayed for setting the print parameters and which also enables you to send information directly to a printer. The default setting determines that information is written to the spool.

Once all of the payroll jobs have been scheduled, a dialog box is displayed containing messages. Providing that there are no error messages which cause the program's execution to be cancelled, the window might contain a list of possible warnings and then, as the last entry, the number of scheduled jobs. Please check that this number is feasible.

Warning messages might indicate, for example, that a variant has already been created and did not, therefore, need to be regenerated, or that a job has already been scheduled and was not, therefore, created a second time. In the latter case, please check that the existing job has been defined correctly.

If the list includes error messages that refer to customizing, you can select them and then use the function Customizing to access the IMG directly. You can then solve the problems causing the errors. If you have set the parameter 'Access calendar', access is effected once the dialog box has been exited.

The function Back always takes you back to the job scheduling selection screen or to the initial payroll calendar screen.

Requirements

You must create a schedule in the customizing system, as well as the version of the payroll driver that is used for the country grouping.

Output

The scheduled jobs, which you can display in the payroll calendar and in the job overview, are the result of executing this report. Whether or not the report is executed successfully is documented by appropriate messages, as described above.

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