Printing remuneration statement (Pay slips) using HR

Forms
Purpose

An HR-Form often functions as an enterprise's business card, which means it requires an

Tasks involved:

• Selecting data for HR forms

Example:

The requirement of our client is to print a Remuneration Statement (Pay slip) using HR Forms,
which looks like the screen shot below:

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Go to the transaction PE51. The initial screen appears as the one below:

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In the above screen shot the country grouping is a unique indicator for a country that is used in
the Human Resources components of the R/3 System. The form name is the HR form which we
have to develop. In our case the standard form IN01 is copied to ZN02. For each HR form we
have some sub objects as we see in the screen shot above.

• Attributes
• Background
• Single fields
• Window
• Line layout
• Cumulative ID’s
• Text Modules
• Rules
• Documentation

Attributes

The attributes are technical characteristics, like form name, form size, form class, as well as
administrative information on the form, like the person who changed the form last, when the
change took place, and so on. The system automatically sets the administrative information.

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Background

The form background contains information that is printed in the same position in the form and
does not vary. For example, the company’s address, Logo of the company and others.

The form background is set up using lines. You must define all lines in a form. This means that
lines containing only individual fields or windows need to be defined as blank lines on the form
background. In our case, once the form IN01 is copied to ZN02. Go to the change mode of the
form ZN02. The screen would look like the one below. Remove / Add the extra lines as per the
requirement.

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Use page up / page down and forward / backward buttons to view the rest of the page. After
making changes to the form as per required, it would look like the one below

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Text Modules

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These are the individual fixed texts that have to appear on the form. These can be the description
of the fields, which appear on the pay slip like Name, ID, Pay period etc… For creating the text
modules, from the initial screen of PE51, select the radio button text modules and click on
change. Add each of them as shown below.

Single Fields

These contain information that is always printed in the same position but can vary. For example,
on the pay slip the Employee ID, name, department, Location, Bank Account number and so on
will change from employee to employee. So these are to be kept in single fields. The text
modules created above should also be placed using the single fields. Placing a field on the form
is simple. From the initial screen of PE51, select the radio button Single field and click on change.
Now place the cursor at the position where you want to add a single field. For example, if you
want to add the text module ‘Name’ on the form. Place the cursor at that position and double click
at that position. You can find a pop-up as follows:

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Select the radio button Text Module, take the F4 help and select the text, which you want to
place. You can specify the output length of it if required.

Now if you have to place a field from the table P0001 against the text ‘Name’. Follow the same
procedure. But in the pop-up select the radio button Table field and give the table name and field
to consider as in the screen shot below.

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In the same way, as per required place the other fields also on the form. Finally it would
appear like the one below:

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Window

An HR form can contain more than one window. A window is a particular area within a form.

Information in a window is only printed on the form if there is a value in the data record at the

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time of evaluation. The quantity of information can vary, depending on whether or not the required
information exists at the time of the evaluation. For example, values for a wage type may exist in
the payroll result for one personnel number but not for other. If the information was printed in a
individual field, the form would therefore be printed with gaps. To avoid this, this type of
information is usually printed in a window.

In order to align the windows on the form, from the initial screen of PE51, select the radio button
Window and click on change. Right Click on the form and select the option window overview. And
set the positions as required. After setting the window positions it would look like the one below:

After positioning the windows, double click on each window to see the window group which
comes as a pop-up as this:

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The above screen shot is for the Window 1 i.e., Earnings window. If you double Click on Group –
01, we can see the different fields, which have to be populated in this window. For the Earnings
window the following fields are added. The user can add additional fields or can remove
unnecessary fields from this. The screen shot of these fields would look like the one below:

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Follow the same procedure for rest of the windows too.

The report ‘HINCEDT0’ can be executed to see the output of this R/3 form. The output of this
would look like this.

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This R/3 form is being used by smart form ‘HR_ESS_PAYSLIP_TO_PDF’ to convert the output in
PDF format. The standard smart form ‘HR_ESS_PAYSLIP_TO_PDF’ is copied to
‘ZHR_ESS_PAYSLIP_TO_PDF’ and the main window is adjusted so that the data in the form
gets fixed into it properly. To see the output of PDF form ‘ZHR_ESS_PAYSLIP_TO_PDF’, use
transaction ‘PZ11_PDF’. You can only execute this transaction from SE93 since it’s an Easy web
transaction. Finally, the output in the PDF format would be as follows:

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Note:

The prerequisites to achieve this scenario:

• The form ZN02 created above should be attached to the report ‘HINCEDT0’.
• HR master data should be maintained in the system.
• If we want to report on the payroll Results then we should make sure that the Payroll
should be completed successfully.
• One should know which data is required to create the form, and also must know which
SAP
• System tables are used to store the data.
• If the data is stored in customer tables or info types, it means data is maintained in the
metadata.

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