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Step By Step process to create Custom Infotype

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• Go to Transaction PM01 to Create custom Infotype.
• Enter the custom Infotype number to be created. The number should be between the customer name space 9001 – 9999. This is the no. range interval to be used for the Custom Infotypes.
• See to it that the ‘Employee Infotype’ and the ‘PS Structure’ radio buttons are selected on the screen.
• Click on ‘All’ push button on the screen. A separate Dictionary window appears on the screen.
• Maintain the structure (Provide fields) which will be included in the current custom Infotype. Include all the fields that are needed in the Infotype.
• The PAKEY/PBKEY and PSHD1 structures are not required to be provided while creating the custom Infotype. They are created by the SAP automatically.
• Save and Activate the PS structure and go back to the initial screen of PM01.
• Now, click on ‘Technical Characteristics’. Infotype list screen appears.
• Click on ‘Change’ (pencil) button and select your Infotype and click on ‘Detail’ (magnifying glass) button.
• Save and come back to the PM01 initial screen.
• Click on ‘Infotype Characteristics’. Infotype list screen appears.
• Click on ‘Change’ (pencil) button and click on ‘New Entries’ button.
• Enter your Infotype number and the short text for the Infotype.
• Depending on the requirement, we will have to set the Infotype Characteristics. The best option would be to use the entries of a standard Infotype like 0000 (Actions) or 0001 (Org. Assignment) as a reference. Other way is to click on the F4 button for each parameter on the screen to understand its significance.
• Save the entries.
• Now the Infotype is created and ready to use.

Below additional information is provided for the above screen each field possible entries and its functionality.

Time constraint: A time constraint indicates whether more than one Infotype record may be available at one time. The following time constraint indicators are permissible:

1: An Infotype record must be available at all times. This record may have no time gaps. You may not delete the record last stored on the database because all records of this Infotype would otherwise be deleted.

2: Only one record may be available at one time, but time gaps are permitted.

3: Any number of records may be valid at one time, and time gaps are permitted.

Other possible time constraint indicators are as follows:

A: Only one record may ever exist for this Infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible.

View V_T582B Infotypes Which are Created Automatically controls whether the system automatically creates the Infotype record for an employee hiring or an applicant data entry action.

Infotypes with time constraint A may not be deleted.

B: Only one record may ever exist for this Infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible. Infotypes with time constraint B may be deleted.

T: The time constraint varies depending on the subtype.

Z: Refers to time management Infotypes. The time constraint for these Infotypes depends on the time constraint class defined in view V_T554S_I Absence: General Control. Collision checks are defined in view V_T554Y Time Constraint Reaction.

Maintenance permitted after leaving:

This field controls whether you can record master data after an employee has left the company. A warning tells you whether you are permitted to do so or not.

Indicator for entry of additional data:

Defines whether or not you can enter additional controlling objects for the Infotype.

Indicator: Text allowed for Infotype:

If you set this parameter, you can enter a text for Infotype records.

Indicator for access authorization (from/to date):

The Access auth. (access authorization) allows you to define the time period during which an Infotype can be accessed.

When you access Infotype data for a particular person (employee or applicant), the system reads his/her organizational assignment and the work area (Infotype, subtype and authorization level). (Also read the documentation on authorization objects HR Master data and HR Master data-extended check). Each Infotype will generally have records with different validity periods. One person may also have different organizational assignments (Organizational Assignment Infotype (0001)) over a certain time period. If different administrators (users) are responsible for these organizational assignments, this is taken into account when the authorization for a specific Infotype validity period is checked.

If you do not set this indicator (initial value), the administrator is authorized to access the Infotypes if the person had, has or will have an organizational assignment which, in accordance with the authorization profile allows him/her to access this data.

If you set this indicator (X), the authorization check depends on the current (system) date.

To simplify matters, the term ‘period of responsibility’ will be used in the following. If, during a particular period, a person has one (or more) organizational assignment(s) for which the administrator is responsible according to his/her authorization profile, then we refer to the entire validity period of this(these) organizational assignment(s) as the ‘period of responsibility’.

There are three different cases.

1. The period of responsibility begins in the future.

If the administrator has write authorization for the Infotype/subtype, this is valid for all Infotype records whose validity period is within the period of responsibility. Read authorization is valid for Infotype records which do not extend beyond the end of the period of responsibility.

2. The period of responsibility begins before the current date. Its end date is no more than a fixed number of days before the current date

In this case, write or read authorization is valid in all periods. There are no time restrictions on the authorizations of the administrator for the relevant Infotype records.

The tolerance period enables the administrator to access Infotype records that he/she was previously responsible for even if his period of responsibility has changed. You set up client-specific tolerance periods during the HR: Authorization main switch transaction.

3. The period of responsibility ends in the past. The end of the period of responsibility ends before the current date even if the tolerance period is taken into account.

In this case, the administrator does not have write authorization. Read authorization applies to Infotype records which are not valid beyond the end of the period of responsibility.

Reaction to: 1st date entered:

The three date reaction indicators control what type of databank search is carried out when no, one or two “dates” are entered on the selection screen.

Reaction to: First date entered

Allowed reaction indicators are:

3: a) Period indicator = I:

Record(s) valid on the date specified

b) Period indicator = S:

Record(s) whose key date is identical to the specified date

4: All records that were valid for at least one day between the date of entry and the CPU date.

Reaction to: 1st and 2nd dates entered:

The three date reaction indicators control what type of databank search is carried out when no, one or two “dates” are entered on the selection screen.

Reaction to: First and second dates entered

Allowed reaction indicators are:

5: All records that were valid for at least one day in the period specified.

Reaction to: No delimitation:

The three date reaction indicators control what type of databank search is carried out when no, one or two “dates” are entered on the selection screen.

Reaction to: No date specification

Reaction indicators that are allowed for no date delimitation:

1: Read all records

2: Record or records valid on CPU date

6: All records between CPU date and 31.12.9999

7: All records between 01.01.1900 and CPU date

Sort sequence of records:

Indicators for record sorting:

• ‘ ‘: in ascending order according to subtype, in descending order according to ‘from’ date of validity period

• ’1′: in descending order according to ‘from’ date of validity period, in ascending order according to subtype

• ’2′: in ascending order according to subtype, in ascending order according to ‘from’ date of validity period

• ’3′: in ascending order according to ‘from’ date of validity period, in ascending order according to subtype

Key for screen header layout

In table T582A Infotypes – Customer Specific Settings, each Infotype is assigned a header ID.

The following header IDs have been assigned:

• 00 – Initial screen of transactions PA20, PA30, PA51 and PA61

PB20, PB30, etc.

• 10 – Infotype 0000 – Actions
• Infotype 4000 – Applicant Actions
• 03 – Infotype 0001 – Organizational Assignment
• 01 – Infotype 0002 – Personal Data
• 04 – All Infotypes of Time Management
• 02 – All other Infotypes

Header IDs are assigned a header modifier, from which the structure of the respective headers is defined, as well as the HR country modifier and transaction class in table T588I Assignment of Header ID/ Country Grouping to Header modifier.

Indicator specifying when data is chosen for the IT header:

You can use the Choose Data indicator to determine which selection period will be used to select data from the various Infotypes to structure the Infotype header.

Use

• If you set the Choose Data indicator, you will use data that is valid for the start date of the current processed, or displayed, Infotype record to structure the Infotype header.
• If you do not set the Selected Data indicator, the data that is valid for the system date will be used to structure the Infotype header.

Dependencies

By using the Data selection (Data Selection Control) indicator, you can implement both the start date and the system date in the Infotype Header Data Selection Control (T588H) table independently of the info(sub)type.

You must, however, have set the Choose Data indicator beforehand.

Example

• A Basic Pay (0008) data record is valid from 01.01.1996 to 31.12.9999. The employee’s valid organizational assignment on 01.01.1996 should be displayed in the Infotype header.
• The Personal Data (0002) Infotype is valid from the employee’s birth date.
• There is no point in displaying the employee’s first valid organizational assignment since his or her birth date. Therefore, the system date is displayed for the employee’s valid organizational assignment.
• A date-dependent text field is used for a field in the Organizational Assignment Infotype (0001) in the Infotype header.
• The start date of the Organizational Assignment Infotype data record determined by the above settings is used to read this text. If more than one text is valid within the validity period of the Infotype record, the text that was valid at the start of the Infotype record is used.

Retroactive accounting relevance for payroll

When you make entries in the payroll past, the ‘Earliest Change in Master Data since Last Payroll ‘field is set in the Payroll Status Infotype (0003).

In the correction phase, when entries are made in the payroll past, the  Payroll Correction field is also set.

When corrections are made in the current period, only the ‘Payroll Correction’ indicator is set.

Infotypes that are payroll relevant but not retroactive accounting relevant should be given the following keys:

Entry in past ‘E’

Retroactive accounting payroll ‘R’

Example

‘ ‘ = Infotype is not relevant to retroactive accounting,

‘R’ = Change triggers retroactive accounting,

‘T’ = Retroactive accounting is field-dependent according to T588G.

Reaction to Entry in Payroll Past

Permissibility of entries relating to the payroll past

• SPACE (‘ ‘)

Entries which relate to past payroll periods are permitted.

This type of entry is like changing or creating a database record with a start date which lies in the last payroll period or prior to this. The system saves without displaying warning message.

• ‘X’

Entries which relate to past payroll periods are permitted. The system displays a warning message.

• ‘E’

Entries in the payroll past are not permitted. If payroll has has never been run for the employee in question, the entries are permitted.

• ‘I’

Whether or not entries in the payroll past are permitted depends on which Infotype is being processed. This entry is only suitable for certain Infotypes. If used in other Infotypes, the system does not perform a check.

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