Legacy Data Transfer - FAQ

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SAP Note

Header Data

Symptom

Frequently asked questions on legacy data transfer functionality

Other Terms

Legacy data transfer, INLK, Pre go-live

Reason and Prerequisites

Solution

This note addresses the following issues

l Answers to some of the most common queries related to legacy data transfer.

l Refererence Note : 506128 for Legacy Data Transfer.

l Clarifications on the restriction imposed due by legacy data Transfer process.

Some of the schema/rule customization for legacy data transfer.

Q: What is INLK and Who should use it?

A: INLK is a payroll schema which can be used to transfer payroll results from non-SAP system toSAP payroll system. This schema is useful for customers who plan to go live in the middle of thefinancial year. This schema is used to transfer thevalues needed for the annual reports and tax computation fromlegacy system. The schema assumes that no prior payroll resultsexists for the employees in the SAP payroll system. The schemamakes use of the data as created in the payroll accounts tableT558B and T558C for transferring the payroll results.

Q: Where are the files stored? How can these files be uploaded for Legacy Data Transfer?

A: When executing the standard form "HINUULK0", the system displays a pop-up window wherein you canchoose to upload either 558b.txt or 558c.txt file. If you have selected both the check boxesavailable on the Upload Payroll Results tables section of the program, the system uploads both files

into the corresponding tables in the SAP system, irrespective of the name that you specify.Note that this is possible only if the files 558b.txt and 558c.txt are saved in C:\ drive with theextension as ".TXT"

Q: What is the recommended filename to be used for data legacy transfer?

A: The Standard Template provided by SAP for legacy data upload must contain 558B.txt and 558C.txtas filename.Correct filename:View: T558B (Payroll Periods) should be 558BView: T558C (Old Wage Types) should be 558C

Q: What is the aim of schema INLK?

A: The payroll schema INLK aims at facilitating the generation ofannual reports and tax computations. During legacy upload, the schema assigs appropriate split indicators for the wage types

entred through table T558C. The rules of the schema also try to evaluate approximate values for certain required wage types.

Q: Does the legacy transfer process support retrospective(commonly referred to asretro) processing ?

A: The earliest retrospective date for payments or deductionsin legacy upload process is limited to the start date of the go-live period. Retro processing beyond the go-live period isnot allowed.

563491 - Legacy data transfer - FAQ

Version 3 Validity: 10.12.2012 - active Language English

Released On 12.12.2012 04:42:03

Release Status Released for Customer

Component PY-IN India

Priority Recommendations / Additional InfoCategory FAQ



Q: Where to find the information?

A: Information regarding legacy data transfer process can be foundat media centre in SAP service market place for India -'service.sap.com\hrin'. You can download the documents from this web site to access the updated versions.

Q: What utilities are provided for data uploading?

A: Report program 'HINUULK0' and excel template 'HR TemplatePayroll.xls' are provided to assist in handling data during legacy data transfer. The excel template has two sheets '558b' and '558c'. Data to be uploaded into the payroll accounts tables T558B and T558C have to be entred through the respective sheets of the template. The macro provided in the template enables you to save data as tab delimited local files 558B.txt

and 558C.txt on your system. The report program makes use of these files to upload the data into SAP system. Table T588b has header details in 558b.txt format, whereas table T558c does not have header

details. Example: Table T558b contains header details as below:1: Cl.2: Pers.No.3: Sequence number4: Payroll type5: Payroll Identifier6: Pay date7: PerPa8: PayY PP9: FOR-period start date10: FOR-period end date

Q: What date format should be used while uploading data?

A: The Standard Template provided by SAP for legacy data upload must contain date in the formatYYYYMMDD.Note that special characters are not supported in any of the 558b.txt or 558c.txt files.Correct Date Format:View: T558B (Payroll Periods) should have YYYYMMDD.View: T558C (Old Wage Types) should have YYYYMMDD.Q: Which are the number fields in Table T558B and T558C?

A: Table: T558B 1: Number - Must always start from 01, 02, 03, and so on.2: Sequence number - Must always start from 01, 02, 03, and so on3: Payroll Period - Depends upon the payroll period. For example, if the financial year is fromApril to March, then April - 01, May - 02 , June - 03 ,July - 04 and so on.

Example 1: If an employee joins the organization in the month of June, then, the number fields entry

into file 558B.txt should be as follows:1: Number - 012: Sequence number - 013: Payroll Period - 03

Example 2: If an employee joins the organization in the period of April, then, the number fieldsentry into file 558B.txt should be as follows:1: Number - 012: Sequence number - 013: Payroll Period - 01

Table:T558C1: Number - Must always start from 01, 02, 03, and so on.Note that for a specified employee, the number fields in 558B.txt and 558C.txt files must be samefor a particular period.

Example 1: If an employee joins the organization in the month of June, then, the number fields entry

into file 558C.txt should be as follows:1: Number - 01 (same as in Table T558B)

Example 2: If an employee joins the organization in the month of April, then, the number fieldsentry into file 558C.txt should be as follows:1: Number - 01(Same as in Table T558B)

Q: What reports are supported by legacy data transfer process?

A: The annual legal reports like Form16 , Form24 , Form12BA ,Annual PF report - Form3A and Form6A , Annual Pension Report -Form7 and Form8 are supported. Monthly reports for the pre go-live periods are not supported.

Q: What is the recommended wage type used for the Form 24Q reporting?

A: Form 24Q quarterly reporting will be consistent for the quarters in which go live has happened.Kindly ensure that the challan mapping has been done properly before the report is being executed.For all Quarters Wage types to be used for Form 24Q reporting are as follows

Monthly Taxable IncomeMonthly Tax payable + Voluntary Tax PayableMonthly Surcharge + Voluntary SurchargeMonthly Education Cess + Monthly Higher Education CessTotal Tax deductibleIncome Tax

Q: How to process loan data for pre go-live periods?



A: The loan data can be transferred for the legacy period usingThe payment type 'Transfer loan balance'. Please refer to the note 360011. Also refer to the SAP on-line help at the following path'Payroll->Payroll Other Countries->Deductions->Loans->

Company Loans' for additional information on loan infotype 0045.

For the payroll run of the go-live period, to considerthe perk values for all the loan types imported from legacy, you can have a wage type which has the consolidated perk value. The wage type characteristics of this wage type should be such that its gets cumulated into /127- Annual perk. You need to

take care that this cumulation into /127 continues even in the subsequent payroll periods of the financial year.

Q: What is the behavior of Professional tax reporting in case of Mid-year go-live?

A: Professional Tax reporting is not supported for pre go-live periods.Post go-live, Professional tax reporting will be available for periods where payroll has beenexecuted.Example: Legacy data has been uploaded for April, May and June. Payroll is executed via SAP systemfor July, August and September. In this case, when you execute the Professional tax report, theresults will be displayed based on data for July, August and September.

Q: What schema customization are required?

A: Payroll schema INLK has rules which are defined for model wagetypes provided by SAP. These rules need to be redefined for customer specific wage types. To do this, copy the standard rule and modify it according to your requirements. Make a copy of the schema INLK in customer name range and substitute the

standard rule with your rule. Given below are the list of rules which might have to be modified at customer end.

Rule DescriptionINKD Rule defined for TPD - model wage type MLICINK3 Rule defined for PF - standard wage types /3F1and /3F2INKA Rule defined for standard wage type /3F1INKB Rule defined for standard wage type /3F3INKC Rule defined for standard wage type /3F4INKE Rule defined for CEA - model wage type M260and M270INKO Rule defined for CCO - model wage type M220INKR Rule defined for HRA - model wage type M230

Q: Execution of payroll schema with driver program HINCALC0resuls in error?

A: Ensure the following

1) The control records for the relevant payroll areas are created 2) The payroll periods for all relevant payroll areas are

generated 3) The customization w.r.t to the wage type characteristics

are present 4) Certain rules in the schema are based on model wage types

provided by SAP. Verify that the rules are modified/redefined for customer specific wage types

5) The data entred in tables T558B and T558C are correct 6) That you are using the latest version of the schema INLK

Q: How and when to use Challan Mapping?

A: As per the Income Tax laws, it is mandatory for corporate deductors to furnish their TDS returnsin electronic form on a quarterly basis with effect from financial year 2005-2006.For Mid quarter go-live:

Example: In case of 3rd quarter, if the go-live is from November then the details will be displayedbased on data for November and December.

Q: What is the relevance of HRA Wage Type (/3R*) in data legacy transfer?

A: The value of HRA Wage Type is based on the options selected in the Housing Infotype(0581). /3R1, /3R2 etc. is passed through the Legacy Data Transfer method and the same is consideredin subsequent period if needed.

Q: How to upload data for split periods?

A: There are two possibilities

1) The legacy system provides data relevant for individual splits in the period

Under such circumstances, its recommended that values entered in table T558C are as per the split. Use the date field of the table to assign the values to the repspective part periods. The following schema customization should be done in order to avoid any built in default proration.

i) Comment the step for rule INK2 in the schema. ii) Comment the step for rule INKO in the schema.

iii) Comment the step for rule INKQ in the schema. iv) Modify the rule INKR defined for *//114 as below

VarKey NL T Operation Operation Operation Operation Operation D ADDWT * TABLE IHRAVARGBACCOM

*



1 D VARGBMETRO 1 * ELIMI * RESET R ADDWT /3R4AMT=S M230ADDWT /3R2 1 1 ELIMI * RESET R ADDWT /3R3AMT=S M230ADDWT /3R1

2) The legacy system doesn't provide you details of split, but provides only consolidated values for the period.

Note that even under such circumstances, the statutory deductions like PF and profession tax etc..have to entered for the split values. The schema INLK will be able to prorate other relevant wage types. The values thus calculated are approximations.

Q: Housing exemption/perk in go-live period doesn't consider thepre go-live periods?

A: The schema INLK generates only relevant wage types during thelegacy data transfer process. The wage types thus generated are based on the status of the infotype record while transferring the payroll results. Its mandatory that housing infotype record is available while transferring the legacy payroll results for the system to consider the exemption/perk in go-live periods.

Q: You are going for a Mid-year Go-Live. You have uploaded thedata for the pre-go live periods using INLK schema makinguse of the data as the created in the payroll accounts table

T558B,T558C.You find that payroll clusters have been correctly wagetypes /3F1, /3F2, /3F3, /3P1, /3E1 etc.

However, when you generate the statutory reports like Form 3A, 6A, 7 & 10, the reports doesnot display data for pre-go live periods. A: The Statutory reports like Form 3A, 6A, 7 & 10 work based on the country-specific split

indicators. The country-specificsplit indicators gets populated ONLY if you maintain the 'Key date' in view Table T558C.

The Payroll Function TRANS (Transfer of wage types from T558C to IT) checks for this key date while generating the country-specific split indicators. Customers are recommendedto set key date, re-run the payroll with INLK Payroll Schemaand check for CNTR1.

Validity

References

This document refers to:

SAP Notes

This document is referenced by:

SAP Notes (1)

Software Component From Rel. To Rel. And Subsequent

HR-IN 10 10

SAP_HR 46C 46C

470 470

506128 Legacy data transfer

506128 Legacy data transfer

Legacy Data Transfer - FAQ

Documents

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