Someone asked me the other day how the PDC Recalculation date on the Payroll Status (infotype 3) record is set. After giving an explanation, I searched for some additional documentation to provide as well. Although I found quite a bit of information about the infotype, it all seemed to focus on the payroll section. If the time evaluation section was mentioned at all, the descriptions did not elaborate much more than the F1 help. This document is intended to provide a little bit more in-depth explanation along with some examples.
PDC Recalculation Date
One reason that this date can be a bit confusing is that it serves 2 purposes. In the payroll section, there are separate dates for ‘Accounted To’ and ‘Master Data Change’, but because of the differences in the way that time evaluation processes, one date can be used. These will be illustrated in the following 2 sections.
As you notice in the screenshots below, the PDC date is gray. It is intended to be set by the system and not by the user. Time evaluation can be processed from an earlier date by using the ‘Forced recalculation’ date in the time evaluation report RPTIME00 (transaction code PT60) at processing time. The start date should not be moved forward since changed data will not be accounted in the results.
When time evaluation processes, the field is updated to reflect the date that the next time evaluation run should begin. In the example below, time evaluation and payroll have just been processed for this employee through 7/14/2013. Notice that the PDC recalculation date stores the next date to process rather than the last date processed. The next time evaluation run will begin processing on 7/15/2013.
Master Data Change
The PDC date is also reset if there is a change to the employee’s data that will affect time processing.
Using the example above, the same employee entered time for 6/30/2013, the PDC date would change from 7/15/2013 back to 6/30/2013. Even though time evaluation has already processed for that time period, it will have to be re-calculated from that date to account for the change. In this case, the payroll MD Change date is also set because payroll also needs to re-process when time is entered.
Changes to the employee record, such as an organizational reassignment will also reset this date. A complete list of changes which will trigger time and payroll to recalculate can be found in the IMG (Personnel Management > Personnel Administration > Customizing Procedures). It is generally recommended to not change these settings since the delivered system is set to account for any changes that might change time or payroll results.
PDC Error Indicator
In case there are employees who error out of time evaluation and the process cannot continue, the PDC error indicator is set. These are often called ‘red’ errors or ‘hard’ errors.
SAP delivers a standard Time Evaluation Messages report (t-code PT_ERL00) to identify the errors. This report should be included in in your payroll processing steps to ensure that these errors are cleared before payroll is processed. The report will show all types of messages including informational, so your variants should be set up to display the most critical errors first.
Earliest Personal Recalculation Date
The Earliest Personal Recalculation date for time evaluation works the same way as payroll. The date is not set by the system, but can be manually set to ensure that time does not recalculate prior to a certain date. The Earliest Recalculation date for payroll is typically set annually once the prior year has been closed to avoid any unintentional re-calculations. I generally recommend that the Earliest Recalculation date for time is kept in sync with the payroll date. If the earliest recalculation date for time is earlier than the recalculation date for payroll, then there may be discrepancies between the time and payroll results, which makes it more difficult to troubleshoot.
Alternative: Configuring the Earliest Recalculation Date
To avoid confusion, there is no configuration required for the Earliest Recalculation date on infotype 3 discussed above. The following paragraph describes an alternative method of setting the date.
In configuration*, there is a setting for the earliest recalculation date for time evaluation. This is similar to setting the earliest recalculation date on the payroll control record. This is a good place to set the go live date, but there are a couple of reasons why this is not typically used on an on-going basis.
- Configuration – Since it is a configuration table, it must be transported, so it is not a quick change.
- Grouping – The date is set by groups (ie. company code or personnel area) and not individual employees. If the year 2012 is closed out and the earliest recalculation date is set to 1/1/2013. There may be a case where a retro-active change needs to be made for one employee back to 2012. Using this method, retro-active accounting would have to be opened for all employees in that group. A change may be entered for another employee during that time, and an unexpected retro-calculation would occur.
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