When a payroll implementation involves a mid-year year-to-date conversion, a common requirement is to prevent retro over that Year to Date (YTD) load result.  The requirement may arise from having conversion-only wage types, not wanting to post the result, and/or converting results that do not include all the technical wage types that typically show up in a live payroll run.  This is often achieved by two well-known methods:

1)  Setting infotype 0003’s Earliest Personal Retroactive date for each personnel number

2) Setting the payroll control record’s Earliest Retroactive Accounting Period.  

However, there are scenarios where these methods might not be as foolproof as we like.  For example, if you have a phased or rolling implementation with multiple mid-year conversions, it is unwieldy to maintain different IT0003 retroactive dates, and there is no single period that will work for the entire payroll area on the payroll control record.  You also might just want a fallback just in case IT0003’s Earliest Personal Retro date is accidentally deleted.  Here is a schema-rules based way to make sure your payroll does not retro over YTD load results.

The basic idea is to load a wage type into the YTD load that will trigger an error if it is processed in retro.  The following configuration is straightforward and simple to implement:

1) Create a “Do not retro over me” wage type.

Create a statement wage type such as model wage type MJ70 (Statement wage type) which has no gross or net effect.

2) Create a rule to error if the wage type is processed during retro.

Early in the standard US payroll schema, subschema UPR0 reads the previous result of the current period. Therefore, if retro did occur over the YTD load result, the wage types in that sequence number will first be encountered in this subschema.  After the previous result is read, our rule looks for the special wage type and errors if it is found.

Put rule Z999 in a copy of subschema UPR0:

ZPR0 is used in place of UPR0:

3) Load the special wage type in each YTD load result.

Add the special wage type to each employee’s sequence number in T558C.  If employees have multiple sequence numbers (multi-company or multiple results loaded), at minimum, the last seqnr (latest date) needs to contain the “Do not retro over me” wage type.  The wage type will then be loaded along with the other wage types when the YTD load schema is executed.

If retro over the YTD result inadvertently occurs, the log displays this error:

You can then change your IT0003 date to prevent the retro.


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