Newsletter May 2006

Tips on deleting unwanted payroll posting data

1. What is deleted when one deletes a payroll posting run?

When a simulation document is deleted, the document lines and the index information will be deleted by the system. But the Document headers, attributes, and status history will not be deleted.
When the productive run result is deleted, the information contained in the tables will not be deleted; system only deselects the employees. A report named RPCIPQ00 can be used to delete document lines and index information of productive runs that have not been posted to FI.

2. How to delete the unwanted payroll posting data and what is the right tool to delete?

The selection of the payroll results is held in table PCALAC. As a distinct exercise, use transaction PCP0 to delete the incorrect payroll result or non-posted result.

• Set the filter to display the appropriate entries,
• Delete, in batches of 3 or 4 runs:
• Perform simulation runs for the past periods sequentially for example 2003, then for 2004 and then for 2005.

Once the unwanted information is deleted you only have data with the following two statuses in the system.

• Document Posted to Accounting
• Documents with status deleted

Simulation runs can be deleted through PCP0 or RPCIPQ00 Reorganisation utility but our experience proved that PCP0 was faster.

If a deletion job (Update) incurs an error, the run is still shown as having status deleted, but the records are not deleted. In this case the run MUST then be deleted through RPCIPQ00.

• Run the report RPCIPQ00 using transaction SA38Select Posting type PP
• Select the runs you want to delete (By Number) – Live Posting runs
• Select The Live Posting Runs Checkbox
• Check the results by checking the ‘Query before Deletion?’ option. When you are happy with the result, uncheck the option and submit the job into background. Dialogue run times can be very long!

a. What happens after deletion of unwanted posting data?

The user operating procedure must be changed. The Payroll user must first run the posting runs in simulation. Once they are happy with the result, run the productive posting run and post the documents. When the documents are successfully posted to Finance, delete the simulation runs using PCP0. If the user has occasion to delete a productive run, the re-organisation program RPCIPQ00 must be run directly after the deletion to re-organise the records.

Back to Newsletter 05/2006