Employee Business Partner Integration [PDF]

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SAP S/4HANA Cookbook Employee Business Partner Integration as of SAP S/4HANA 1809 FPS02

TABLE OF CONTENTS DOCUMENT INFORMATION ........................................................................................................................... 4 1

PURPOSE AND SCOPE OF THE DOCUMENT ............................................................................... 5

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CONTEXT AND MOTIVATION ......................................................................................................... 5

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BUSINESS IMPACT .......................................................................................................................... 5

4 SOLUTION IMPACT ......................................................................................................................... 8 4.1 Conversion from SAP ERP to SAP S/4HANA ............................................................................... 8 4.1.1 Data Models regarding Business Partner Synchronization and their differences within SAP ERP and SAP S/4HANA ................................................................................................................................... 9 4.1.1.1 Data model within SAP ERP.............................................................................................................. 9 4.1.1.2 Data model in SAP ERP after CVI ................................................................................................... 10 4.1.1.3 Data model within SAP S/4HANA after employee synchronization ................................................ 15 4.2 Integration Scenarios for Human Resources ............................................................................. 21 4.2.1 SAP SuccessFactors Employee Central ..................................................................................... 22 4.2.2 Running SAP ERP HCM on-premise on the same instance with SAP S/4HANA .................... 22 4.2.2.1 Direct Synchronization ..................................................................................................................... 22 4.2.3 Running SAP ERP HCM on a separate instance integrated via ALE with SAP S/4HANA ...... 22 4.2.3.1 Direct Synchronization after ALE distribution .................................................................................. 23 4.3 Integration scenarios without active HR Integration ................................................................. 23 4.3.1 Fiori App: Maintain Employees .................................................................................................... 23 4.3.2 Mass Maintenance via report RFS4BPU_IMPORT_BUSINESS_USER ..................................... 23 5 CONFIGURATION .......................................................................................................................... 24 5.1 Synchronization in general ........................................................................................................... 24 5.1.1 Activating the HR integration and number range assignment to employee business partners– transaction OO_CENTRAL_PERSON ......................................................................................... 24 5.1.1.1 HRALX HRAC – Activate HR Integration ........................................................................................ 24 5.1.1.2 HRALX PBPON – Integration Employee/BP Activated ................................................................... 24 5.1.1.3 HRALX PNUMB – Business Partner Number Assignment (Employee) .......................................... 25 5.1.1.4 HRALX PSUBG – Business Partner Subgroup (Employee) ........................................................... 26 5.1.1.5 HRALX VMODE – Mode Employee Creditor ............................................................................ 26 5.1.2 Customizing related to Business Partner ................................................................................... 27 5.1.2.1 Define Number Ranges ................................................................................................................... 27 5.1.2.2 Number Ranges and Groupings ...................................................................................................... 27 5.1.2.3 Define Number Ranges for Supplier Master Records ..................................................................... 28 5.1.2.4 Define Number Assignment for Direction BP to Vendor .................................................................. 29 5.1.2.5 Set BP Role Category for Direction BP to Vendor .......................................................................... 30 5.1.2.6 Define Transactions ......................................................................................................................... 30 5.1.2.7 Define Address Types ..................................................................................................................... 31 5.1.2.8 Assign Transaction to Address Types ............................................................................................. 31 5.1.2.9 Define Identification Categories ....................................................................................................... 31 5.1.2.10 Define Identification Types .......................................................................................................... 32 5.2 Vendor Integration ......................................................................................................................... 34 5.3 BAdIs............................................................................................................................................... 34 5.3.1 CVI_MAP_TITLE ............................................................................................................................. 34 5.3.2 CVI_CUSTOM_MAPPER ................................................................................................................ 35 5.3.3 BUPA_INBOUND ............................................................................................................................ 35

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5.3.4

BADI_FITV_VENDOR_SYNC ......................................................................................................... 35

6 6.1.1 6.1.2 6.1.2.1 6.1.3 6.1.3.1

EMPLOYEE BUSINESS PARTNER SYNCHRONIZATION........................................................... 35 Active vs inactive employees ....................................................................................................... 35 Initial Synchronization .................................................................................................................. 35 Performance .................................................................................................................................... 36 Delta Synchronization ................................................................................................................... 36 Performance .................................................................................................................................... 37

7 (EEWA) 7.1 7.1.1 7.1.2

BUSINESS USER MANAGEMENT (BUM) INCLUDING EMPLOYEE WORKPLACE ADDRESS 38 Configuration ................................................................................................................................. 39 Maintenance View TBZ_V_EEWA_SRC ....................................................................................... 39 Transaction SUCOMP .................................................................................................................... 40

8 8.1 8.2

ADDITIONAL INFORMATION ........................................................................................................ 41 SAP Notes....................................................................................................................................... 41 Other documentation .................................................................................................................... 43

9 FAQ ................................................................................................................................................. 44 9.1 On which system does the synchronization report need to be executed – on the SAP S/4HANA system or in the SAP HCM system? ........................................................................................... 44 9.2 Can report HRALXSYNC still be used in SAP S/4HANA? ......................................................... 44 9.3 Is it necessary to convert all employees?................................................................................... 44 9.4 What happens if not all employees receive a business partner with the Employee role or if the synchronization report is not executed during the (business) downtime of the SAP S/4HANA conversion process? ..................................................................................................................................... 44 9.5 HR is run on a separate system: Due to business requirements and data privacy reasons certain data such as private address should not be stored in the employee master data of the SAP S/4HANA system. Which options are available? ........................................................................................ 44 9.6 Is the integration to the role Customer supported by the synchronization report?............... 44 9.7 How to replace an incorrect user assignment to Employee/BP after the synchronization was already executed? ......................................................................................................................................... 44 10

GLOSSARY ..................................................................................................................................... 45

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LIST OF FIGURES .......................................................................................................................... 46

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DOCUMENT INFORMATION

Version

Changes

Date

20Q2

Initial Version

2020/Q2

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PURPOSE AND SCOPE OF THE DOCUMENT This document is intended as guidance on the topic of employee to business partner synchronization which is an important part in SAP S/4HANA that affects most SAP customers moving to SAP S/4HANA. The document only describes the employee to business partner synchronization for SAP S/4HANA onpremise. Although the option is mentioned to run SAP S/4HANA without an active HR integration, the focus is only on an active HR integration.

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CONTEXT AND MOTIVATION As the Business Partner is a leading object within SAP S/4HANA, a business partner must be assigned to each employee. Please refer to SAP Notes 2340095 – S4TWL – Conversion of Employees to Business Partners and 2265093 – S4TWL - Business Partner Approach. The lifecycle of the employee related data, such as name and e-mail, is integrated with the Business User Management in SAP S/4HANA. Furthermore, the business partner as Master Data Service is essential for the Intelligent Enterprise Suite even beyond SAP S/4HANA. Functional usage examples for the new set up in SAP S/4HANA are: • Travel Management: Supplier/Vendor for managing Travel Expenses • Customer Service Management (embedded CRM) • Responsibility Management • Self-Services for Employees • Manufacturing • Transportation Management

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BUSINESS IMPACT When starting the conversion project from SAP ERP to SAP S/4HANA, the Customer/Vendor Integration (CVI) needs to be considered as it is a prerequisite. During CVI, a business partner is created for each vendor. Please refer to the corresponding available SAP Notes and SAP S/4HANA Simplification Items. In addition, the SAP S/4HANA Cookbook for Customer Vendor Integration is a helpful resource which is available via SAP Note 2713963 - FAQ: CVI - Customer Vendor Integration for system conversion to S/4HANA.

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Preparation and steps (high level) for HR BP Synchronization in a SAP S/4HANA project:

Current system should support new target data model in SAP S/4HANA

Run SAP S/4HANA test conversion cycles and fix errors in prod and test systems

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Technical Conversion to SAP S/4HANA

Schedule and run daily/delta HR BP sync

SAP ERP

Review and familiarize with the Simplification items for SAP S/4HANA and evaluate impact to the business processes and current system usage

CVI preparation, execution and follow-up activities

Execute corresponding customizing steps in SAP S/4HANA dev system

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3

5

Business Downtime

4

System Conversion

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1. Import the relevant customizing for SAP S/4HANA and execute necessary customizing in prod. system 2. Run initial employee synchronization (employee – BP – Business User Assignment) 3. Clean up errors

SAP S/4HANA

Monitor sync job and clean up errors

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1. Review and familiarize with the Simplification items for SAP S/4HANA and evaluate impact to the business processes and current system usage With regards to employee and Business Partner synchronization the following topics should be evaluated early in the project: • Type of system to be converted to SAP S/4HANA Depending on the processes that are run on the system, it might be required to have an active HR integration in place as some applications in SAP S/4HANA on-premise still use personnel numbers (PERNRs) and therefore require the so-called HR Mini Master in the HCM tables (PAxxxx, etc.). If an SAP ERP system is converted to SAP S/4HANA often an integration to the HR system is already in place. This means, the employee master data is either distributed from the HR system (HCM on-premise, SAP SuccessFactors Employee Central or non-SAP) to this system or SAP HCM on-premise is running on the same instance and therefore for both cases corresponding customizing exists. This data will then be used in SAP S/4HANA for the synchronization into the Employee and Vendor role of the Business Partner. • User Management and workplace address With SAP S/4HANA Business User Management is introduced and the employee synchronization report is now taking care of the business user management set up and populating data into the business user. Please refer to the corresponding Simplification Items and available SAP Notes in this area. • Vendors The biggest part will be covered by the CVI project stream, but it is helpful to start early with getting an overview for which processes employee vendors are used.

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The most common business process for employee vendors is travel expenses. However, it could be that additional processes are in place which use employee vendors. Assessing and improving the data quality helps to avoid challenges and issues during the CVI conversion and later during the employee synchronization. Business Partners with role Employee (BUP003) Collecting information which processes are using business partners in ERP in the role Employee (BUP003), and how they are created (manually, distributed from another system or via report HRALXSYNC) supports evaluating the corresponding changes with SAP S/4HANA. Example processes that use the Business Partners in the Employee role in SAP ERP are: Credit Management and Management of Change.

2. Ensure that the current system supports the new target data model in SAP S/4HANA • Make yourself familiar with the differences between the data model in SAP ERP, before and after CVI is activated and the data model within SAP S/4HANA. • HR should be the leading system for employee master data. If this is run in a separate system and HR integration is required, ensure that the employee master data needed for the business processes is distributed properly. • If HR integration is active, check how the CP (Central Person) object is created in the to be converted system. It is an important object within SAP HCM on-premise (and therefore also in the employee mini master data in SAP S/4HANA). According to SAP Best Practices this should be distributed from the SAP HCM on-premise system together with the personnel number (or personnel numbers if concurrent and/or global employment is used) among other data, if SAP HCM on-premise on a separate instance is in use. • The employee synchronization report can only link users and business partners for Business User Management, if the user ID is stored in infotype 0105 (Communication) subtype 0001 (System username (SY-UNAME)) of the corresponding personnel number (PERNR, object P). It will detect if the same user ID is assigned to multiple personnel numbers and give a corresponding error. Therefore, ensure that the system user ID is assigned max. once to a personnel number. It is not required that every person has a system user and therefore an entry in infotype 0105 subtype 0001. However, all persons that are required to work with the to be converted system, need the Business User Management in place, if all new features should be used. • Execute data cleansing activities for vendors and HR mini master data o Within SAP ERP it could be the case that several vendors exist for the same personnel number. S/4HANA considers this during the synchronization as conflicting scenario. Therefore, a personnel number should only have one vendor. o In some cases, the synchronization report in SAP S/4HANA detects inconsistencies in the HR mini master data and close alignment with the HR team is needed to support the synchronization activities. Depending on the set up, so-called “housekeeping” reports might support cleansing activities in SAP HCM on-premise early in the project and the reports can be executed any time: ▪ RPU_CHECK_TIMECONSTRAINT_S1 (only relevant if SAP HCM on-premise runs integrated with ERP/SAP S/4HANA) identifies overlapping of infotype 0000 and 0001, which is not allowed due to time constraint 1 for those infotypes example: identifies also inconsistent PERNRs as it reports infotype 0000 records without existing infotype 0001 records (e.g. can occur when hiring action is aborted) ▪ RPUSCNTC checks and identifies time constraint violations of infotypes with time constraint 1

3. CVI preparation, execution and follow-up activities • Please refer to the CVI cookbook that is available via SAP Note 2713963 - FAQ: CVI Customer Vendor Integration for system conversion to S/4HANA • Align on the data model that should be used in SAP S/4HANA (please refer to the chapter explaining the data model)

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Align number ranges and consumption of number ranges for vendors and business partners If Business Partners and employees should have the same number, please have a look at KBA 2792166 – Same number for BP and employee

4. Execute necessary customizing steps in the SAP S/4HANA dev system; implement necessary changes • Please refer to chapter “Configuration” regarding customizing

5. Run SAP S/4HANA test conversion cycles • No check report exists within SAP ERP to evaluate the master data before the synchronization. Therefore, potential master data issues regarding the synchronization to the business partner, workplace address, etc. will be encountered once the employee synchronization report will be run for the first time in S/4HANA. • Data cleansing activities based on the test employee synchronization run need to be carried out also in all systems up to the productive environment. This is necessary to keep the downtime window during the conversion to a minimum. • It is common to scramble the (HR) data in development systems, test systems, etc. due to security requirements and legal aspects. However, depending on how the data is scrambled, it is not possible to successfully synchronize the test data to the business partner and vendor due to the many checks executed by the involved frameworks. Therefore, it is important that the employee master data is consistent even with data scrambling (considering also the authorization concept which might rely on employee and/or organizational data). • Running test conversion cycles will provide indications about the time that needs to be allocated to the productive employee synchronization run in the business downtime. Furthermore, it helps the basis team to set the correct and optimal system parameters based on the available system resources to ensure a minimal downtime.

6. Technical Conversion to SAP S/4HANA 1. Once the system is technically converted to SAP S/4HANA, import the relevant customizing for SAP S/4HANA and execute the necessary customizing steps in the productive environment which cannot be transported 2. Execute the initial employee synchronization which will complete the required data model (Employee – Business Partner – Workplace Address – Business User Management) 3. Clean up error log

7. Schedule and run daily HR BP sync

8. Monitor sync job and clean up errors

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SOLUTION IMPACT 4.1

Conversion from SAP ERP to SAP S/4HANA

The creation and synchronization of employees to business partners was an optional process in SAP ERP but is now a mandatory step in SAP S/4HANA. As the new data model in SAP S/4HANA is based on Business Partners, a BP needs to be created for each employee. Furthermore, a new identity model for business users is introduced with SAP S/4HANA. Please refer to chapter Business User Management regarding more information. The employee to business partner synchronization in SAP S/4HANA is a post conversion process that needs to be performed in the SAP S/4HANA system during business downtime, after the system was technically converted to SAP S/4HANA.

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The main reasons why the employee synchronization needs to be executed before the system is released to the end-users after conversion are the following: • Some applications in SAP S/4HANA already rely on the business partner with role Employee and Business User Management. These applications will not run properly without the expected data model in place. With upcoming releases and support packages this number of applications will increase. • Vendors require a corresponding BP in SAP S/4HANA and employee vendors are updated based on employee master data by synchronization. If employee vendors are not created and updated properly, this could endanger the processes of paying the employees in case employee vendors are used in the business processes.

4.1.1

Data Models regarding Business Partner Synchronization and their differences within SAP ERP and SAP S/4HANA

The following chapters will describe in detail the differences and options in the data model in each of the phases – from SAP ERP via CVI to SAP S/4HANA. 4.1.1.1

Data model within SAP ERP

The actual set up depends on several factors, such as • Configuration • Number of vendors for an employee • Usage of concurrent employment and • Usage of business partners with role Employee. Please note that already in SAP ERP a Business Partner can be created per person (reflected by object CP), in case the Business Partner is used in the Employee role. If, due to whatever reason, more than one BP-CP relationship would exist in SAP ERP or if the system detects several CP objects in relation to a person/user/business partner, it will lead to issues and errors during the employee synchronization in S/4HANA. In such a case, the system would not be able to identify the correct objects that should be used to establish the required data model. If BPs were created in the Employee role and they have no relationship in HRP1001 between CP and BP or CP and user assigned in IT0105 of a PERNR, they are neither recognized by CVI nor by the employee synchronization report.

4.1.1.1.1

Single Employment in SAP ERP

In case of a single employment there is a 1:1 relation between the objects CP (Central Person) and P (Personnel Number / PERNR). A user could be assigned to the personnel number of the person in infotype 0105 (Communication) subtype 0001 (System username (SY-UNAME)). A business partner could exist in the Employee role and would have in this case a relation to the CP object which is reflected in table HRP1001. Furthermore, a person could have a vendor. The personnel number is assigned in LFB1 to the vendor.

HRP1001

Central Person (CP)

HRP1001

Business Partner with Employee role (BP) - optional

PERNR / Employment 1 (P)

Foreign Key

Vendor (LFB1/LFA1)

IT0105, subtype 0001

User Identity (US)

Figure 1: Data model in SAP ERP - Single Employment with optional employee BP 9

HR data is available in SAP ERP in HR master data tables Vendor Business Partner with Employee role (BUP003) User

4.1.1.1.2

Concurrent Employment in SAP ERP

If Concurrent Employment is active, there is a 1:N relationship between the objects CP (Central Person) and P (Personnel Number / PERNR). The personnel number reflects the employment. According to available options in SAP Standard in SAP HCM on-premise, a user could be assigned to one of the personnel numbers or different users could be assigned to the personnel numbers of this person in infotype 0105 (Communication) subtype 0001 (System username (SY-UNAME)). Please note that the design with SAP S/4HANA has changed. Therefore, the employee synchronization S/4HANA will run into errors in the latter case. Please refer to the Business User Management chapter. It is not required that each personnel number / employment has a vendor. This depends on the business processes in use. The vendor is optional.

HRP1001

Central Person (CP)

PERNR / Employment 2 PERNR / Employment 1 (P)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1/LFA1)

HRP1001 IT0105, subtype 0001

User Identity (US) Business Partner with Employee role (BP) - optional

Figure 2: Data model in SAP ERP - Concurrent Employment with optional employee BP

4.1.1.2

Data model in SAP ERP after CVI

Before executing CVI, it is required to decide which mode to use later in S/4HANA as this influences the data model and to a certain extend also the data setup during CVI. This is especially relevant, if business partners in role Employee are already used. The details of the two different modes are described in the scenarios below. When setting up the configuration, attention should be paid to the settings in combination with the corresponding BAdIs and the project phase (CVI or SAP S/4HANA). It is mandatory that the business partners that are created for the employee vendors, are created in category Person. Otherwise this will lead to synchronization errors in SAP S/4HANA. Within SAP ERP it was possible that several vendors could exist for the same personnel number. SAP S/4HANA considers this during the synchronization as conflicting scenario and will therefore create an error/warning in the application log. 10

Hence, it is recommended to execute data cleansing with the goal to only have one vendor for a personnel number. Furthermore, the personnel number for an employee vendor should be maintained in table LFB1PERNR.

4.1.1.2.1

Scenario with existing employee BP – Single Employment (after CVI)

Target usage of T77S0 HRALX VMODE = 1 in SAP S/4HANA Here, an employee BP exists and has a relationship between objects CP and BP in table HRP1001. This employee BP is determined via the relationship in HRP1001, gets the Vendor role during CVI, and a link between BP and vendor is created. Please refer to SAP Note 2542175 - CVI and reuse of existing employee business partner for more information. However, this is not desired by default because this data model may have restrictions regarding the currentness of the employee business partner data, especially if concurrent employment or a country reassignment (CE/GE) in HR is in use or planned to be used. Therefore, this mode is not recommended. Please also refer to SAP Note 2869343 - CVI and reuse of existing employee business partner (2). If VMODE = 1 should be used regardless, new switch HRALX CVIMP in table T77S0 needs to be activated, as described in the previously mentioned SAP Note. In case the employee does not have a vendor (object in grey in graphic below does not exist), nothing will be triggered during CVI. The existing BP object will not be touched, and the Vendor role will not be attached.

Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

HRP1001

User Identity (US)

Business Partner with Employee and Vendor role (BP)

CVI_VEND_LINK (Created only if one vendor exists in ERP)

Figure 3: Data model in SAP ERP after CVI, Single Employment with existing employee BP, target usage in S/4HANA VMODE = 1

Target usage of T77S0 HRALX VMODE = 2 in SAP S/4HANA In SAP S/4HANA it is possible to use VMODE = 2. This is a global switch. It enables to manage separate business partners with Vendor role per personnel number. The business partner with Employee role will always be linked to CP. This is the recommended mode, especially if concurrent employment or a country reassignment (CE/GE) in HR is in use. When intending to use VMODE = 2 in S/4HANA the following data model can be established in SAP ERP:

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HRP1001

Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001 CVI_VEND_LINK (Created only if one vendor exists in ERP)

User Identity (US)

Business Partner with Employee role (BP)

Business Partner with Vendor role (BP)

Figure 4: Data model in SAP ERP after CVI, Single Employment with existing employee BP, target usage in S/4HANA VMODE = 2

Method MAP_VENDOR_TO_BP of BAdI implementation ‘HCM_CVI_MAP_BP' (BAdI CVI_CUSTOM_MAPPER) needs to be inactive. Please refer to SAP Note 2542175 - CVI and reuse of existing employee business partner for further details.

4.1.1.2.2

Scenario with existing employee BP – Concurrent Employment (after CVI)

Target usage of T77S0 HRALX VMODE = 1 in SAP S/4HANA In this case an employee BP exists and has a relationship between objects CP and BP in table HRP1001. If there is only one single vendor for one personnel number, the existing BP with the Employee role gets the Vendor role during CVI. Also, a link between BP and vendor is created. As described in the scenario before, this mode is not desired by default and not recommended because it may have restrictions regarding the currentness of the employee business partner data, especially with Concurrent Employment / Global Employment.

PERNR / Employment 2 Central Person (CP)

HRP1001

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

User Identity (US) Business Partner with Employee and Vendor role (BP)

CVI_VEND_LINK (Created only if one vendor exists in ERP)

Figure 5: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and one vendor, Target Usage in S/4HANA VMODE = 1

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In case a vendor exists also for the second employment / second personnel number, then the system handles it as described in the data model for VMODE = 2 (“loosely coupled” concept) and additional BPs are created for both vendors with the Vendor role. Vendor 2 (LFB1 / LFA1)

PERNR / Employment 2 Foreign Key

Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Vendor 1 (LFB1 / LFA1)

CVI_VEND_LINK

IT0105, subtype 0001

HRP1001

Business Partner with Employee role (BP)

User Identity (US)

Business Partner Vendor 1 (BP)

Business Partner Vendor 2 (BP)

Figure 6: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and more than one vendor for the employee (loosely coupled), Target Usage in S/4HANA VMODE = 1

In case there is no vendor at all for the employee (grey boxes in the graphics above do not exist), nothing will be triggered during CVI. The existing BP object with the Employee role will not be touched.

Target usage of T77S0 HRALX VMODE = 2 in SAP S/4HANA As described above, with this mode, a business partner with the Vendor role is created as separate BP object. To be on the save side, method MAP_VENDOR_TO_BP of BAdI implementation ‘HCM_CVI_MAP_BP' (BAdI CVI_CUSTOM_MAPPER) should be inactive. Please refer to SAP Note 2542175 - CVI and reuse of existing employee business partner for further details. Depending on the vendor existence, the following data model can be established in SAP ERP:

PERNR / Employment 2

Vendor 2 (LFB1 / LFA1) Foreign Key

Central Person (CP)

HRP1001

Business Partner with Employee role (BP)

HRP1001

PERNR / Employment 1 (P) IT0105, subtype 0001

User Identity (US)

Vendor 1 (LFB1 / LFA1)

CVI_VEND_LINK

Business Partner Vendor 1 (BP)

Business Partner Vendor 2 (BP)

Figure 7: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and more than one vendor for the employee (loosely coupled), target usage in S/4HANA VMODE = 2

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As described above, if no vendor exists (grey boxes in the graphic are missing), nothing will be triggered during CVI for this employee. The existing BP object with the Employee role will not be touched.

4.1.1.2.3

Scenario without existing employee BP – Single Employment (after CVI)

Here, there is no employee BP in place and therefore during CVI a new BP with only the Vendor role is created for the vendor. There is also no relationship between the BP and the person (no CP-BP relationship in HRP1001). Also, this business partner does not have the Employee role.

Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

IT0105, subtype 0001

Vendor 1 (LFB1 / LFA1) CVI_VEND_LINK

User Identity (US)

Business Partner Vendor 1 (BP)

Figure 8: Data model in SAP ERP after CVI, Single Employment without existing BP in Employee role and a vendor

As there is no business partner in place yet with the role Employee, CVI-synchronization creates the BP for the vendor. Only consideration is, to create this BP in category Person. Please refer to SAP Note 2539457 – CVI & employee vendors in wrong BP category. There is no difference regarding the system behavior between the two target modes (VMODE = 1 or 2) in S/4HANA. In case the employee does not have a vendor, nothing will be triggered during CVI for this employee. The box in grey in the graphic above does not exist including the corresponding relation, and no BP will be created.

4.1.1.2.4

Scenario without existing employee BP – Concurrent Employment (after CVI)

There is no employee BP in place. During CVI a new BP with only the Vendor role is created for each vendor. None of these business partners receive the role Employee, and therefore no relationship between the BP and the person (no CP-BP relationship in HRP1001) is created.

HRP1001

Central Person (CP)

PERNR / Employment 2 PERNR / Employment 1 (P)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

User Identity (US)

CVI_VEND_LINK

Business Partner Vendor 1 (BP)

Business Partner Vendor 2 (BP)

Figure 9: Data model in SAP ERP after CVI, Concurrent Employment without existing BP in Employee role and with vendors

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In case the employee does not have a vendor, nothing will be triggered during CVI. As there is no business partner in place with the role Employee, there is no difference regarding the system behavior between the two target modes. To be on the save side, method MAP_VENDOR_TO_BP of BAdI implementation ‘HCM_CVI_MAP_BP' (BAdI CVI_CUSTOM_MAPPER) should be inactive. Please refer to SAP Note 2542175 - CVI and reuse of existing employee business partner for further details.

4.1.1.3

Data model within SAP S/4HANA after employee synchronization

With SAP S/4HANA Business User Management is introduced. To create the Business User, the user id of a person needs to be technically existing, valid and assigned to the person in infotype 0105 (communication) subtype 0001. Then, the synchronization report takes care of assigning the user to the Business Partner and creates an entry in table USR21. The vendor is linked via table CVI_VEND_LINK with the Business Partner which has the Vendor role assigned. If Concurrent Employment / Global Employment is activated and used, please refer to SAP Note 2535438 Synchronization report: Corrections for further information. In general, in case of Concurrent Employment or in case of multiple assignment, only the minimum active employee assignment (or employment or personnel number) is considered. This means that only the information of the minimum active PERNR is synchronized to the Employee role of the business partner. If this minimum active employment is terminated and the termination date is over, no data (such as address or bank information) is synchronized to this business partner anymore. Please note that per default the Vendor role and vendor is created during the employee synchronization, unless this is restricted via a corresponding BAdI implementation. Please refer to SAP Note 2570947 - HR -> BP Synchronization: new Badi BADI_FITV_VENDOR_SYNC and documentation of BAdI BADI_FITV_VENDOR_SYNC. Prerequisite for the vendor creation is, existing HR master data for this PERNR with permanent address (infotype 0006, subtype 0001) and payment (main bank and/or travel expenses in infotype 0009 – subtype 0 or 2). For more information refer to notes 2632026 (HR -> BP vendor sync: usage of the control fields in view PTRV_VENDOR_SYNC) and 2517507 (HR -> Business Partner Synchronisation: missing data from a reference business partner, missing company codes and bank accounts). If several vendors would exist for the same personnel number, this is a conflicting scenario the synchronization cannot resolve, and will therefore create an error/warning in the application log. Manual intervention is then needed by either removing one of the business partners (and vendors) or relationships. If vendor has BP of type Organization, then it will not be deleted, but a warning message is displayed in the application log. It is then possible to either remove the BP or retain it as standalone BP in case it is still consumed in the business processes. Re-use of BPs of type Organization is not possible. Within SAP S/4HANA it is possible to differentiate possible target data models using switch VMODE in table T77S0 and group HRALX. VMODE = 2 enables to manage separate business partners with Vendor role per personnel number. As already mentioned, VMODE = 1 is not desired by default and not recommended because it may have restrictions regarding the currentness of the employee business partner data, especially with Concurrent Employment / Global Employment. Therefore, VMODE = 2 is recommended. Please refer to SAP Note 2550848 - Control of employee business partner integration in SAP S/4HANA, onpremise edition for further information.

4.1.1.3.1

Scenario with existing employee BP – Single Employment in SAP S/4HANA

Usage of T77S0 HRALX VMODE = 1 The main difference in this scenario compared to the graphic shown above after CVI, is the addition of the relation between the objects User and Business Partner in table USR21 (red colored). This additional relation represents the Business User Management. Furthermore, the workplace address, which is colored in darker orange in the following graphic, is created/updated. The workplace address belongs to the business partner

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with Employee role and has a corresponding relation in table MOM052. The data of the workplace address is visible for the user in transaction SU01. The employee data is updated into the Employee and Vendor role of the existing employee BP.

Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001 HRP1001 USR21

User Identity (US)

MOM052

Business Partner with Employee and Vendor role (BP)

CVI_VEND_LINK (Created only if one vendor exists in ERP)

Workplace Address

Figure 10: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1

Usage of T77S0 HRALX VMODE = 2 The Business Partner with the Vendor role will be created as separate BP object. To activate this switch, VMODE needs to be set to ‘2’ in customizing table T77S0 (HRALX VMODE). Please refer to SAP Note 2550848 - Control of employee business partner integration in SAP S/4HANA, on-premise edition. To be on the save side, method MAP_VENDOR_TO_BP of BAdI implementation ‘HCM_CVI_MAP_BP' (BAdI CVI_CUSTOM_MAPPER) should be inactive. As the only relation to those vendors is the personnel number in LFB1, they are “loosely coupled”. The data model and relations of the objects are maintained as follows if VMODE “2” is used: HRP1001

PERNR / Employment 1 (P)

Central Person (CP)

Foreign Key

Vendor 1 (LFB1 / LFA1)

HRP1001

IT0105, subtype 0001 USR21

Business Partner with Employee role (BP)

MOM052

User Identity (US)

Workplace Address

CVI_VEND_LINK

Business Partner Vendor 2 (BP)

Figure 11: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2

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4.1.1.3.2

Scenario with existing employee BP – Concurrent Employment in SAP S/4HANA

Usage of T77S0 HRALX VMODE = 1 As described in the single employment scenario with an existing BP, the main difference, is the relation between the objects User and Business Partner in table USR21 (red colored). This additional relation represents the Business User Management. Furthermore, the workplace address is created/updated. It belongs to the business partner with Employee role and has a corresponding relation in table MOM052. The data of the workplace address is visible for the user in transaction SU01. In case of multiple assignment, the employee data from the HR mini master data of the minimum active PERNR is updated into the Employee role of the existing employee BP. Also, the corresponding vendor of this minimum active PERNR will be linked to this BP and the BP gets the Vendor role assigned. The vendor and corresponding vendor BP of the other PERNR will be updated with vendor data of this PERNR.

HRP1001

PERNR / Employment 2 PERNR / Employment 1 (P)

Central Person (CP)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1 / LFA1)

HRP1001 IT0105, subtype 0001 CVI_VEND_LINK USR21

MOM052

Business Partner 1 with Employee and Vendor role (BP)

User Identity (US)

Workplace Address

Business Partner Vendor 2 (BP)

Figure 12: Data model in SAP S/4HANA, Concurrent Employment with existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1

Usage of T77S0 HRALX VMODE = 2 As described above, a Business Partner with the Vendor role is created as separated BP object. Especially, if Concurrent Employment and Global Employment is active, it is recommended to use this mode. To be on the save side, method MAP_VENDOR_TO_BP of BAdI implementation ‘HCM_CVI_MAP_BP' (BAdI CVI_CUSTOM_MAPPER) should be inactive. The employee data from the minimum active personnel number is updated into the Employee role of the existing employee BP. For all existing vendors, a corresponding BP with the Vendor role is created/updated. The additional relations between the User and the Business Partner, as well as the creation of the workplace address, works as described above in VMODE “1”.

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PERNR / Employment 2 Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001 HRP1001 CVI_VEND_LINK USR21

Business Partner with Employee role (BP)

MOM052

User Identity (US)

Workplace Address

Business Partner Vendor 1 (BP)

Business Partner Vendor 2 (BP)

Figure 13: Data model in SAP S/4HANA, Concurrent Employment with existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2

4.1.1.3.3

Scenario without existing employee BP – Single Employment in SAP S/4HANA

In this case, there is no employee BP in place. The steps are now depending if a vendor existed before CVI conversion or not. Usage of T77S0 HRALX VMODE = 1 If a vendor existed before the CVI conversion, a vendor BP was created for this employee with the corresponding Vendor role. The synchronization report will reuse this existing vendor BP and assign the Employee role to this Business Partner. Furthermore, the corresponding relations between this BP and the CP object as well as the BP and the user will be created. If no vendor existed before the CVI conversion, the employee synchronization report will create a new business partner with the Employee role as well as the Vendor role and vendor itself. In both cases, the program creates also the corresponding relations between the BP and the CP object as well as the BP and the user. As mentioned above, the relation between the objects User and Business Partner in table USR21 represents the Business User Management. The workplace address is created/updated as mentioned in the scenarios above.

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HRP1001

Central Person (CP) HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

USR21

User Identity (US) CVI_VEND_LINK

MOM052

Business Partner with Employee and Vendor role (BP)

Workplace Address

Figure 14: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1

Usage of T77S0 HRALX VMODE = 2 The difference to VMODE “1” is, that the employee synchronization report will create here a new separate business partner with the Employee role.

Central Person (CP)

HRP1001

Foreign Key

Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

HRP1001 USR21

Business Partner with Employee role (BP)

PERNR / Employment 1 (P)

MOM052

User Identity (US)

Workplace Address

CVI_VEND_LINK

Business Partner Vendor 1 (BP)

Figure 15: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2

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4.1.1.3.4

Scenario without existing employee BP – Concurrent Employment in SAP S/4HANA

In this case, there is no employee BP in place. The steps are now depending if a vendor existed for a PERNR before CVI conversion or not and which mode is used. Usage of T77S0 HRALX VMODE = 1 If a vendor existed before the CVI conversion, a vendor BP was created for this PERNR with the corresponding Vendor role. In case a vendor exits for the minimum active PERNR, the synchronization report will try to reuse the corresponding vendor BP of this PERNR and assigns the Employee role to it. If a single vendor would exist for a different PERNR of the employee, it will re-use this instead and assign the Employee role to the vendor BP. Furthermore, the corresponding relations between this BP and the CP object as well as the BP and the user are created. The other existing vendor BP(s) for the other PERNR(s), will be updated depending on the vendor customizing. If no vendor existed before the CVI conversion for the employee, the employee synchronization report will create a new business partner with the Employee role for the minimum active PERNR. As creating the vendor is default, it creates the vendor and assigns the Vendor role to this business partner. For the remaining PERNRs, the program will also create a vendor BP with the Vendor role and the vendor. The corresponding relations between the BP of the minimum active PERNR and the CP object, as well as this BP and the user, are created as well. As mentioned above, the relation between the objects User and Business Partner in table USR21 represents the Business User Management. The workplace address is created/updated as mentioned in the scenarios above.

HRP1001

PERNR / Employment 2 PERNR / Employment 1 (P)

Central Person (CP)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1 / LFA1)

HRP1001 IT0105, subtype 0001 CVI_VEND_LINK USR21

MOM052

Business Partner 1 with Employee and Vendor role (BP)

User Identity (US)

Workplace Address

Business Partner Vendor 2 (BP)

Figure 16: Data model in SAP S/4HANA, Concurrent Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1

Usage of T77S0 HRALX VMODE = 2 The difference to VMODE 1 is, that the employee synchronization report will create here a new business partner with the Employee role for the minimum active PERNR.

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PERNR / Employment 2 Central Person (CP)

HRP1001

PERNR / Employment 1 (P)

Foreign Key

Vendor 2 (LFB1 / LFA1) Vendor 1 (LFB1 / LFA1)

IT0105, subtype 0001

HRP1001

CVI_VEND_LINK USR21

Business Partner 1 with Employee role (BP)

MOM052

User Identity (US)

Workplace Address

Business Partner Vendor 1 (BP)

Business Partner Vendor 2 (BP)

Figure 17: Data model in SAP S/4HANA, Concurrent Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2

4.2 Integration Scenarios for Human Resources This chapter describes the possible integration scenarios of SAP S/4HANA and the corresponding HR system. Please also refer to SAP Note 2646823 - How to maintain employees data in an S/4HANA OnPremise. In general, it must be decided what kind of data is needed from HCM for the processes running in the SAP S/4HANA system. The fields that are required for the Business Partner, can be configured using the Business Partner framework. To create the employee Business Partner with the Employee role, the minimum required infotypes are 0000 (Actions), 0001 (Organizational Assignment), 0002 (Personal Data) and technically 0003 (Payroll Status). Infotype 0003 is used to check for a consistent PERNR. Please refer also to the SAP Note 2409229 Employee Synchronization Report: FAQ. Additional information, such as address (infotype 0006 (Addresses) - subtype 0001 (Permanent residence)) and bank information (infotype 0009 (Bank Details) - subtype 0 (Main bank) and optionally subtype 2 (Travel Expenses)), is usually required for the vendor. Concurrent Employment / Global Employment is determined via the HRP1001 relationships between CP and P. Business User Management relies on infotypes 0105 (Communication) – subtype 0001 (System user name (SY-UNAME)). Other information such as 0010 (E-Mail), subtype 0020 (First telephone number at work), and subtype CELL (Cell Phone) and infotype 0032 (Internal Data) are relevant for the workplace address. In case the customer is integrating with SAP SuccessFactors Employee Central the subtypes ECUS (User Alias), ECPB (Phone) and ECPC (Cell Phone) of infotype 0105 are considered. Please also refer to the Business User Management section. Infotype 0007 (Planned Working Time) and 0315 (Time Sheet Defaults) are not used in SAP S/4HANA onpremise employee synchronization but might be relevant for business processes running on the SAP S/4HANA system. Please note that report HRALXSYNC (Object synchronization and Repair) cannot be used anymore to synchronize employees and business partners within SAP S/4HANA. However, it can still be used for synchronization of organizational units to business partners. For the latter case, integration between

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Organizational Management and SAP Business Partner needs to be enabled in the system. Please also refer to SAP Note 2548160 - Deactivation of report HRALXSYNC in S4. Furthermore, transaction PRAA (Create/Change/Block Vendor Master Records from HR Master Records) is no longer valid in the SAP S/4HANA system. This transaction was used for employee vendor creation in the SAP ERP system for travel expenses. Please refer to chapter Vendor Integration in this document. 4.2.1

SAP SuccessFactors Employee Central

The existing integration based on SAP Cloud Platform Integration should be used to connect SAP SuccessFactors Employee Central to the SAP S/4HANA system. To integrate both systems, employee master data related infotypes such as infotypes mentioned above should be transferred into the PA tables and then this data is synchronized with the Business Partner. Prepackaged integration templates to replicate employee master data, organizational data and cost center data are available to support setting up the integration between SAP SuccessFactors Employee Central to SAP S/4HANA. For more information please refer to the Installation Guide for SAP S/4HANA and chapter “Follow-Up Activities for Human Resources”. The Installation Guide can be found on http://help.sap.com → search for product “SAP S/4HANA” → Implement. 4.2.2

Running SAP ERP HCM on-premise on the same instance with SAP S/4HANA

In case the SAP S/4HANA system is running integrated with SAP HCM on-premise in the same client, no additional HCM integration is required. All data needed for the synchronization of the employee data into the business partner is available. 4.2.2.1

Direct Synchronization

Using BAdI implementation /SHCM/TRIGGER_BUPA_SYNC of HRPAD00INFTYDB and/or /SHCM/TRIG_BUPA_SYNC of HRPAD00INFTY it is possible to trigger immediately the delta synchronization while saving infotypes in PA30. Due to the original design of the infotype / ALE BAdIs, the synchronization could be triggered several times per employee – once for each infotype being processed. For this reason, the standard BAdI implementation will not write anything into the application log. Please refer to SAP Note 2409229 - Employee Synchronization Report: FAQ for more information how to enable the application logging. The project should therefore evaluate if the activation of these BAdIs are really needed in the business processes. Please also refer to SAP Note 2647154 - Performance with Employee to BP synchronization in S/4HANA OnPremise. General troubleshooting guide.

4.2.3

Running SAP ERP HCM on a separate instance integrated via ALE with SAP S/4HANA

In this scenario, the SAP ERP HCM system is the leading system (master / source) for employee related data. The corresponding data is transferred via Application Link Enabling (ALE) from SAP ERP HCM to SAP S/4HANA. In case the scenario is already in use, most likely no specific changes are required for SAP S/4HANA. It needs to be ensured, that all necessary objects including their relations are distributed properly – especially P (including the corresponding infotypes) and CP. Please refer to the SAP S/4HANA Installation Guide chapter “Running SAP ERP HCM on a separate instance, integrated with ALE with SAP S/4HANA”. Purely from HCM synchronization point of view the minimum required infotypes are 0000, 0001, 0002 for object P, and the CP object including the corresponding relationship need to exist to create the Business Partner with the Employee role or to add the Employee role to the Business Partner. However, the definition

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which fields are required at the BP are configured in the Business Partner framework. Therefore, the requirements need to be aligned. In case, additional objects and relations (such as relevant for organizational management) are needed, they also need to be distributed properly. Within the SAP S/4HANA Installation Guide chapter “Employee-Business Partner Synchronization” a detailed field mapping list is included describing which HR master data information is synchronized into the Business Partner fields. 4.2.3.1

Direct Synchronization after ALE distribution

It is in general possible to trigger the delta synchronization of HR master data into the business partner immediately after ALE distribution by activating BAdI implementation /SHCM/BUPA_SYNC_TRIG of HRALE00INBOUND_IDOC. The BAdI Implementation is delivered inactive per default. As potentially performance issues could occur, the expected data volumes need to be evaluated. Due to the original design of the infotype / ALE BAdIs, the synchronization could be triggered several times per employee – once for each infotype being processed. Also, for this reason, the standard BAdI implementation will not write anything into the application log. Please refer to SAP Note 2409229 - Employee Synchronization Report: FAQ for more information how to enable the application logging and SAP Note 2647154 - Performance with Employee to BP synchronization in S/4HANA OnPremise. General troubleshooting guide. Another topic to keep in mind here is, that an active BAdI implementation can lead to synchronization issues if the ALE distribution model is not correctly configured, e.g. if objects and relations are not correctly provided.

4.3 Integration scenarios without active HR Integration Without an active HR Integration, it is possible to create Business Partners related to Business Users. Prerequisite for this is that the HR integration switch in SAP S/4HANA is de-activated via table T77S0 using configuration switches HRALX HRAC. Additional information about these options can be found in SAP Note 2646823 - How to maintain employees data in an S/4HANA OnPremise and 2570961 - Simplification item S4TWL - Business User Management. 4.3.1

Fiori App: Maintain Employees

Since S/4HANA 1709 FP1, employee BPs (with BUP003 role) can also be created directly through app Maintain Employees (refer to App ID F2288 in Fiori library) when no employee data is available in S/4HANA. This app only works when HR functionality is switched off. By using this app, no PERNR will be created in the system (and therefore synchronization would not be needed). If the corresponding applications in SAP S/4HANA, which are planned to be used within the system would require also the underlying PERNR data model, then using this app would not be enough. In this case, it needs to be evaluated configuring and activating the HR integration and synchronizing HR employee master data to the business partner. Please refer to SAP Notes 2567604 - Uploading business users in SAP S/4HANA, on-premise edition and 2570961 - Simplification item S4TWL - Business User Management.

4.3.2 Mass Maintenance via report RFS4BPU_IMPORT_BUSINESS_USER For mass maintenance it is also possible to use report RFS4BPU_IMPORT_BUSINESS_USER which uses a CSV file for the data upload. Please refer to SAP Notes 2567604 - Uploading business users in SAP S/4HANA, on-premise edition and 2570961 - Simplification item S4TWL - Business User Management.

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5

CONFIGURATION The documentation of the SAP Standard Customizing for the Employee Synchronization can be found in the IMG via SPRO → Personnel Management → SAP S/4HANA for Human Resources:

Figure 18: documentation of SAP Standard Customizing for Employee Synchronization in IMG

5.1 5.1.1

Synchronization in general Activating the HR integration and number range assignment to employee business partners– transaction OO_CENTRAL_PERSON

Via transaction OO_CENTRAL_PERSON or by using table maintenance (transaction SM30) for table T77S0 the following relevant settings can be configured: 5.1.1.1 HRALX HRAC – Activate HR Integration To use the Employee Synchronization report it is necessary to set the switch to ‘X’. This setting tells the system that the HR master data in general is integrated with the business partner. Please also note the documentation for every switch option in the table by using the F1-help.

Figure 19: Customizing Switch HRALX HRAC in table T77S0

Please also refer to SAP Note 2578294 - FAQ - Employee to Business Partner synchronization in S/4HANA OnPremise.

5.1.1.2 HRALX PBPON – Integration Employee/BP Activated For the Employee Synchronization report the switch needs to be set to ‘ON’ (default). The switch controls the integration between employees and business partners.

Figure 20: Customizing Switch HRALX PBON in table T77S0

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Please also have a look at SAP Note 2578294 - FAQ - Employee to Business Partner synchronization in S/4HANA OnPremise.

5.1.1.3 HRALX PNUMB – Business Partner Number Assignment (Employee) This switch determines the type of number assignment that should be used when creating business partners in the employee role.

Figure 21: Customizing Switch HRALX PBNUMB in table T77S0

The detailed options are described in the switch documentation:

Figure 22: F1 Help of Customizing Switch HRALX PBNUMB in table T77S0

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Please note, also the response for switch setting “3” refers to HRALX PSUBG in this case instead to OSUBG.

5.1.1.4 HRALX PSUBG – Business Partner Subgroup (Employee) Here the subgroup of the number range interval for the business partner in the employee role is maintained. This switch depends on the settings made for HRALX PNUMB. Entry is permitted for PSUBG if the switch PNUMB has value ‘2’ or ‘3’. Please note that using this switch only number ranges with two characters can be maintained, but it is possible to define groupings for the business partner using four characters!

Figure 23: Customizing Switch HRALX PBSUBG in table T77S0

The detailed options are described in the switch documentation:

Figure 24: F1 Help of Customizing Switch HRALX PSUBG in table T77S0

5.1.1.5 HRALX VMODE – Mode Employee Creditor The switch is used to change the default behavior of business partner integration.

Figure 25: Customizing Switch HRALX VMODE in table T77S0

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System behavior for setting ‘ ’ (no value) or ‘1’ (default): In SAP S/4HANA on-premise the system creates a business partner in the Employee role for each employee. The Vendor role is also added. For further contracts of an employee, additional business partners are created that contain only the Vendor role. System behavior for setting ‘2’: If this setting is active, the system still creates a business partner in the Employee role. However, a separate business partner that contains only the Vendor role is always created for each contract. For using setting “2” it is important to maintain the identification type in the customizing view PTRV_VENDOR_SYNC for vendors. Otherwise mode 2 will not work properly.

5.1.2 Customizing related to Business Partner For those customizing activities it is crucial that they are aligned in the project between CVI and the employee synchronization workstreams. Depending on the historical usage of business partners and therefore the existing number ranges and groupings and their consumption, it might be necessary to use additional BAdIs to influence the object IDs of the employee and vendor business partners that are created. 5.1.2.1 Define Number Ranges In this activity the number ranges and corresponding intervals per number range object for the business partner are defined.

Figure 26: BP Customizing – Define Number Ranges

The activity can be found in IMG via SPRO → Cross Application Components → SAP Business Partner → Business Partner → Basic Settings → Number Ranges and Groupings → Define Number Ranges:

Figure 27:IMG path for Define Number Ranges (BP Customizing)

5.1.2.2 Number Ranges and Groupings In this customizing setting the groupings and the to be used number range is specified. Please note that you can specify here group ids using four characters whereas you can only assign group ids with two characters to the T77S0 HRALX PSUBG switch!

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Figure 28: BP Customizing – Number Ranges and Groupings

The activity can be found in IMG via SPRO → Cross Application Components → SAP Business Partner → Business Partner → Basic Settings → Number Ranges and Groupings → Define Groupings and Assign Number Ranges:

Figure 29:IMG path for Number Ranges and Groupings (BP Customizing)

5.1.2.3

Define Number Ranges for Supplier Master Records

In this step a number range for vendors (object KREDITOR) is defined and assigned afterwards to a corresponding group:

Figure 30: BP Customizing – Define Number Ranges for Supplier and Master Records – Edit Number Range Intervals

Figure 31: BP Customizing – Define Number Ranges for Supplier and Master Records – Assign Number Range

This customizing activity can be found in IMG via SPRO → Logistics – General → Business Partner → Suppliers → Control:

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Figure 32:IMG path for Define Number Ranges for Supplier Master Records (BP Customizing)

5.1.2.4

Define Number Assignment for Direction BP to Vendor

Here, it is possible to customize the assignment of Account Groups for the vendor master records to the business partner groupings. This ensures that the system updates the vendor at the same time as the business partner is processed as part of the vendor integration.

Figure 33: BP Customizing – Define Number Assignment for Direction BP to Vendor

Further details are described in the IMG node documentation. The customizing entry can be found in IMG via SPRO → Cross Application Components → Master Data Synchronization → Customer / Vendor Integration → Business Partner Settings → Settings for Vendor Integration → Field Assignment for Vendor Integration → Assign Keys:

Figure 34:IMG path for Define Number Assignment for Direction BP to Vendor (BP Customizing) 29

5.1.2.5

Set BP Role Category for Direction BP to Vendor

It needs to be ensured that the following roles are maintained in this table: FLVN00 and FLVN01:

Figure 35:BP Customizing – Set BP Role Category for Direction BP to Vendor

This IMG node can be found via SPRO → Cross-Application Components → Master Data Synchronization → Customer/Vendor Integration → Business Partner Settings → Settings for Vendor Integration → Set BP Role Category for Direction BP to Vendor:

Figure 36:IMG path for Set BP Role Category for Direction BP to Vendor

5.1.2.6

Define Transactions

The following entries are needed for the employee synchronization:

Figure 37: BP Customizing – Define Transactions

This customizing activity is available via SPRO → Cross-Application Components → SAP Business Partner → Basic Settings → Address Determination:

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Figure 38:IMG path for Define Transactions (BP Customizing)

5.1.2.7

Define Address Types

The following entries need to exist:

Figure 39: BP Customizing – Define Address Types

This view is also available via SPRO → Cross-Application Components → SAP Business Partner → Basic Settings → Address Determination.

5.1.2.8

Assign Transaction to Address Types

The following entries should exist:

Figure 40: BP Customizing – Assign Transaction to Address Types

This view is also available via SPRO → Cross-Application Components → SAP Business Partner → Basic Settings → Address Determination.

5.1.2.9

Define Identification Categories

The following entries are needed:

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Figure 41: BP Customizing – Define Identification Categories

Please note that if target mode 2 should be used, it is necessary to define an additional identification category. This activity can be found in IMG via SPRO → Cross-Application Components → SAP Business Partner → Basic Settings → Identification Numbers:

Figure 42:IMG path for Define Identification Categories

5.1.2.10 Define Identification Types The following entries for HCM001, HCM028, HCM030 and HCM031 are relevant:

Figure 43: BP Customizing – Create Identification Type HCM001

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Figure 44: BP Customizing – Create Identification Type HCM028

Figure 45: BP Customizing – Create Identification Type HCM030

Figure 46: BP Customizing – Create Identification Type HCM031

Please note that if target mode 2 should be used, it is necessary to define an additional identification type that has the identification category assigned which was created in the previous step. This activity can also be found in IMG via SPRO → Cross-Application Components → SAP Business Partner → Basic Settings → Identification Numbers.

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5.2

Vendor Integration

As described in SAP Notes 2397684 - S/4 HANA - Business Partner Synchronization replaces PRAA / RPRAPA00 and 2517507 - HR -> Business Partner Synchronisation: missing data from a reference business partner, missing company codes and bank accounts the transaction PRAA (report RPRAPA00) is obsolete in SAP S/4HANA. The Business Partner synchronization takes care of the vendor creation including the vendor Business Partners based on the HR master data. Via the maintenance view PTRV_VENDOR_SYNC it is possible to influence the vendor synchronization. Here, entries are maintained per company code. If no vendor is maintained in the reference business partner or if no reference business partner is maintained at all in this maintenance view, no vendor will be created during the synchronization. Especially, if target mode VMODE = 2 is used in SAP S/4HANA, it is important to maintain in the view the Identification key for loosely couple business partners. In addition, the BAdI BADI_FITV_VENDOR_SYNC provides further influencing options. The view can be found in IMG as via transaction SPRO → Personnel Management → SAP S/4HANA for Human Resources → Define Default Vendor Data for Employees in Role FI Supplier.

Figure 47: Vendor Customizing

In the screenshot above, also the customizing entry “Define Reconciliation Accounts for Employees in Role FI Supplier” is shown. There, the Reconciliation Accounts for the vendor are maintained and are mainly used as fallback option if there is no reference business partner maintained in PTRV_VENDOR_SYNC.

The SAP Notes • 2632026 - HR -> BP vendor sync: usage of the control fields in view PTRV_VENDOR_SYNC, • 2517507 - HR -> Business Partner Synchronisation: missing data from a reference business partner, missing company codes and bank accounts and • 2570947 - HR -> BP Synchronization: new Badi BADI_FITV_VENDOR_SYNC provide detailed information about the available methods in BAdI BADI_FITV_VENDOR_SYNC and the customizing view PTRV_VENDOR_SYNC.

5.3 BAdIs As some of the below mentioned BAdIs provide powerful influencing options, attention needs to be payed when making use of customer specific implementations. If the data based on special business needs is influenced, the responsibility for data consistency of the changed data is on the customer side. Furthermore, SAP cannot be made responsible for any custom code implemented in these BAdIs, nor for any errors, downtimes or other side effects caused by such custom adjustments. 5.3.1 CVI_MAP_TITLE With SAP Note 2539457 – CVI & employee vendors in wrong BP category the BAdI Implementation HCM_CVI_MAP_BP_CATEGORY was delivered. It ensures that an employee-vendor is created in the category Person. For correct processing the prerequisite is that the BAdI implementation is active. This delivered SAP standard BAdI implementation evaluates the Person category based on the personnel number assigned to the vendor. If this cannot be evaluated, it checks for the maintained title within the vendor data and customizing table TSAD3 (Forms of Addresses). 34

5.3.2 CVI_CUSTOM_MAPPER As described with SAP Note 2542175 – CVI and reuse of existing employee business partner, to reuse an existing business partner with the role Employee (BUP003) and to enhance it with the role Vendor activation of BAdI Implementation HCM_CVI_MAP_BP is needed. Please refer also to the “Data Models” chapter and the scenarios. Please note that if more than one vendor is found for an employee, for example due to a multiple employment or change of country/global employment (CE/GE), a business partner is created in the role Vendor for each vendor without reusing the employee business partner. 5.3.3 BUPA_INBOUND This BAdI offers the possibility to fill or change data for the Business Partner during the employee synchronization which is outside the scope of SAP Standard. Please check further details in KBA 2568218 - BP integration: Considerations when implementing BUPA_INBOUND BAdI. 5.3.4 BADI_FITV_VENDOR_SYNC With the help of this BAdI, it is possible to influence the vendor synchronization. Please find additional information about the BAdI and the corresponding methods in SAP Note 2570947 HR -> BP Synchronization: new Badi BADI_FITV_VENDOR_SYNC.

6

EMPLOYEE BUSINESS PARTNER SYNCHRONIZATION The employee business partner synchronization is executed by two reports in a phased approach. First, the initial synchronization is run which is executed with report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE during the (business) downtime after the technical conversion to SAP S/4HANA. Afterwards, the delta synchronization is scheduled using report /SHCM/RH_SYNC_BUPA_FROM_EMPL. The employee synchronization reports log errors as well as success messages in the application log. These logs can be accessed using transactions SLG1 or SLGD or report /SDF/BAL_READ for object SHCM_EE_INTEGRATION. It is possible to look for specific PERNRs using the External ID as this field contains the personnel number. Business partner and vendor related errors are logged in transaction MDS_PPOS. 6.1.1 Active vs inactive employees In every project the question will be raised sooner or later, if inactive employees need to be synchronized as well. The answer to this question depends on the business processes. In general, the recommendation is to synchronize as a minimum those inactive employees with pending settlements (e.g. travel expenses) or any corresponding subsequent activities. If there is a high number of terminations and rehires, it might be helpful synchronizing all employees – inactive and active. Should also inactive employees from the past be synchronized, it is recommended to check the data quality of those employees as those tend to have obsolete, outdated or invalid data which would raise errors during synchronization. Please also refer to SAP Note 2717481 - Setting up the INITIAL Employee to BP synchronization in S/4HANA OnPremise.

6.1.2 Initial Synchronization Depending on the size of the organization and the number of employees, eventually a huge amount of data is processed during the initial synchronization. Therefore, report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE was provided. The selection criteria are based on logical database PNP which allows running the synchronization for dedicated employee populations. This also helps in the error handling.

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Please also refer to SAP Note 2717481 – Setting up the INITIAL Employee to BP synchronization in S/4HANA OnPremise.

Recommended approach for the initial synchronization: 1. Delta report /SHCM/RH_SYNC_BUPA_FROM_EMPL needs to be inactive until the initial synchronization is completed. 2. The highest date (31.12.9999) should be set in table T77ZZ to prevent undesired data manipulation from an accidental run of the delta report. 3. Initial synchronization is executed based on the requirements 4. Once the complete target employee population was successfully synchronized without any pending errors, the current date in table T77ZZ needs to be maintained manually as last successful synchronization date. 5. Delta synchronization via report /SCHM/RH_SYNC_BUPA_FROM_EMPL needs to be activated from next day onwards by either using transaction SJOBREPO or SM36.

6.1.2.1 Performance To optimize the initial synchronization run, parallelization is required. A batch of around 500 PERNRs is recommended. Therefore, it is possible to schedule the report in multiple background jobs with a batch of 500 employees for each job. The number of background/update jobs depends on the technical system setup and the available processes. Alternatively, to scheduling the background jobs for a dedicated set of personnel numbers, it is also possible to utilize the “Inbound Destination” / bgRFC parameter to create parallel threads. Also, the selection screen provides additional criteria for further splitting up the batches of employees. Please note, that the approximate and expected runtime for the synchronization of one personnel number is 1-3 seconds. As the synchronization is a very complex process including checks and verifications from many different application layers and frameworks such as Business Partner, Vendor, User Management, Address Management, etc., a considerable amount of time is always necessary. However, collected benchmarks have shown that depending on the technical system setup and available hardware, a throughput of ~100.000 employees per hour during the initial synchronization is possible. In general, it is technically possible to run the initial synchronization e.g. in parallel to the FI conversion as there are no dependencies. However, the technical system setup needs to be considered as both activities can utilize a lot of system resources. A corresponding planning for the conversion considering the minimum downtime should be done. Several test runs can help reducing the downtime and to optimize the corresponding sequences and as well as the runtime to a maximum. 6.1.3 Delta Synchronization After the SAP S/4HANA conversion is completed including the successful run of initial synchronization, the delta synchronization is required to run frequently to synchronize future-dated employee changes to the Business Partner (and vendor). Depending on the volume of data changes it can be scheduled daily or for multiple times per week. However, it does not make sense to schedule it more than once per day and therefore this is not recommended. From 1809 onwards, the job for synchronization of employee data to Business Partners is not scheduled automatically as active job. The corresponding template can be used and overwritten. In general, the report handles the data as follows: • Evaluates data sets/records with end date of validity period equal to yesterday • Evaluates data sets/records with begin date of validity period equal to today • Evaluates last run date from /SHCM/D_SYNC_RUN • Personnel numbers pending from a previous unsuccessful synchronization (PERNRs in /SHCM/D_BP_SYNC delta log table)

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The following infotype changes are considered: • 0000 – Actions • 0001 – Organizational Assignment • 0002 – Personal Data • 0006 – Addresses, Subtype 1 – Permanent Address • 0009 – Bank details, Subtype 0 – Main bank or Subtype 2 – Travel Expenses • 0017 – Travel Privileges • 0032 – Internal Data • 0105 – Communication o Subtype 0001 – System user name (SY-UNAME) o Subtype 0010 – E-Mail o Subtype 0020 – First telephone number at work o Subtype CELL – Cell Phone o Subtype ECUS – User Alias (SAP SuccessFactors Employee Central integration only) o Subtype ECPB – Phone (SAP SuccessFactors Employee Central integration only; if SAP SFSF integration is active this will be checked first and then it checks for subtype 0020) o Subtype ECPC – Cell Phone (SAP SuccessFactors Employee Central integration only; if SAP SFSF integration is active this will be checked first and then it checks for subtype CELL)

6.1.3.1 Performance The table /SHCM/D_BP_SYNC keeps track of the pending/failed records/personnel numbers from delta and initial synchronization and stores it for the next run of the delta job. Therefore, it can grow to a huge amount of records. If this happens, performance issues for the delta report can appear. In case report /SHCM/RH_SYNC_BUPA_FROM_EMPL is taking too much time for the execution as daily job because of too many entries in table /SHCM/D_BP_SYNC, the job execution should be stopped (e.g. by disabling entry in SJOBREPO or interrupting the job schedule). Afterwards, report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE should be run in smaller batches for the failed employees using the personnel numbers as the selection criteria. To identify the failed records, column HAS_ERROR = true in table /SHCM/D_BP_SYNC can be checked. If those personnel numbers were successfully synchronized, they will be removed from the table. The application log (transaction SLG1 or SLGD) provides more information whether the synchronization was successful, partially ok or failed. Please note that partially ok and error records will remain in table /SHCM/D_BP_SYNC. Therefore, it is recommended to resolve all issues. Once all employees were successfully synchronized, it is possible revert to scheduling /SHCM/RH_SYNC_BUPA_FROM_EMPL as active daily job. In general, there are no standard tools to clear this table. The expectation is that all records need to be corrected – especially after the initial synchronization. However, in case of issues with a lot of entries in table /SHCM/D_BP_SYNC, it can be evaluated to remove the content of the table and to trigger a full synchronization with /SHCM/RH_SYNC_BUPA_EMPL_SINGLE once again. The idea here is, to ensure that all data will now fully be synchronized without any errors. It is recommended to keep a backup of table /SHCM/D_BP_SYNC before deleting any content. If valid and expected entries are removed from /SHCM/D_BP_SYNC, this could cause that pending errors during the synchronization are no longer tracked, and therefore new synchronizations may not trigger again for those pending employees. Therefore, to avoid performance issues, please monitor table /SHCM/D_BP_SYNC closely as part of your administration activities. Please also refer to section Cleaning up unexpected pending sync entries from table /SHCM/D_BP_SYNC of KBA / SAP Note 2717481 - Setting up the INITIAL Employee to BP synchronization in S/4HANA OnPremise for additional information and for additional guidance/examples for /SHCM/D_BP_SYNC table adjustments.

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An additional helpful SAP Note in this context is 2647154 - Performance with Employee to BP synchronization in S/4HANA OnPremise. General troubleshooting guide.

Another area where performance issues for the delta synchronization could potentially occur, is the direct infotype update or actions triggered by the ALE data replication in case following BAdI implementations are triggered: • HRALE00INBOUND_IDOC / /SHCM/BUPA_SYNC_TRIG • HRPAD00INFTYDB / /SHCM/TRIGGER_BUPY_SNYC • HRPAD00INFTY / /SHCM/TRIG_BUPA_SYNC If performance issues are encountered in this area, the deactivation of these BAdIs needs to be evaluated. As an example, it is strongly recommended to deactivate these BAdI implementations when uploading data massively (e.g. via ALE inbound processing due to massive HCM changes). Due to the initial design of these infotype/ALE BAdIs, the synchronization would be triggered several times per employee – once for each infotype being processed. Also, for this reason, these standard BAdI implementations will not write anything into the application log. Please refer to SAP Note 2409229 Employee Synchronization Report: FAQ for more information.

7

BUSINESS USER MANAGEMENT (BUM) INCLUDING EMPLOYEE WORKPLACE ADDRESS (EEWA)

As explained in detail in SAP Note 2570961 - Simplification item S4TWL - Business User Management a new identity model was introduced for business users. Such a user is defined as a natural person who is represented by a business partner with the Employee role and a link to a user in the system. The business user is therefore still a SU01 user in the system, but with a 1:1 relation to the corresponding business partner. This relation is stored in table USR21. Furthermore, the relation is visible in transactions SU01 and BP. In transaction SU01 in the user details the system displays as information next to the “User” field “User with Business Partner Assignment (Business Partner: xxx)” and in transaction BP in role Employee on tab “Identification” field “User Name”. SU01 users created without business partners might lead to limitations depending on the processes that are used, because the business user is a prerequisite for some business applications and Fiori apps. The above-mentioned SAP Note also describes in detail the business impact and what data is integrated in which way. To highlight one of the important changes mentioned there, in SAP S/4HANA it is no longer possible to assign the Employee role manually via business partner transaction BP to a business partner. This role can only be assigned via the synchronization report. Also, certain data within the role categories mentioned in the SAP Note cannot be maintained any longer manually. Please also have a look at the differences described in this SAP Note regarding an active and inactive HR integration. Another important aspect is the so called “Employee Workplace Address” (EEWA). The employee workplace address of the employee belongs to the Business Partner with role Employee. It also exists if the there is no user or if the user is not linked with the employee. In case the user exists, the workplace address is visible in the address section of the user (e.g. in transaction SU01). With EEWA, the defined address data of a company assigned to the user, is copied to the company address component of the workplace address of the corresponding business partner. It depends on the requirements, set up and configuration where the data should be derived from. In general, there are three application areas that enable the maintenance for the workplace address: • Human resources management (HR) Although SAP Note 2399801 - Synchronization report: Workplace Address corrections is applicable to a former S/4HANA release, it explains in detail where information from employee master data is derived from. • Business partner management (BP) • User management (US)

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SAP Notes 2571544 - EEWA: New functions for the user, and 2548303 - S/4HANA: Configuration of maintenance for workplace address describe in detail the changes and new functions. Besides the company address, also e-mail, telephone and cell number of an employee are synchronized into the workplace address. This information is derived from communication infotype 0105 from the employee master data. Please note that only one workplace address can be maintained for an employee.

7.1

Configuration

Creating business users in SAP S/4HANA is handled with an active HR integration as follows: 1. User creation in SAP S/4HANA via • Transaction SU01 or • Other channels such as a central user administration or APIs mentioned in SAP Note 2570961 - Simplification item S4TWL - Business User Management 2. Creation of the corresponding business partners including the corresponding relation between business partners and users using the employee synchronization report. As described in SAP Note 2439067 - Workplace Address corrections involving Address Type of User, during synchronization the SU01 user will be converted to type 04 (User With Business Partner Assignment with Workplace Address). Please note that the link between a business partner with Employee role and the user using this report can only be established if the user is maintained in infotype 105 (Communication) subtype 0001 (System user name (SY-UNAME)) for a personnel number. Furthermore, one employee should have one user assignment (even in case of multiple assignments such as Concurrent Employment / Global Employment). In case of multiple assignment and if an employee has different users assigned for different PERNRs then the synchronization report will return an error. Please refer to SAP Note 2570961 - Simplification item S4TWL - Business User Management.

7.1.1 Maintenance View TBZ_V_EEWA_SRC Using this maintenance view, it is possible to influence the maintenance source of the workplace address attributes:

Figure 48:Business User Management Maintenance View TBZ_V_EEWA_SRC

As described in the Simplification Item list for SAP S/4HANA, the company address is not part of the configuration view as it is completely under control of User Management. Please refer to SAP Note 2571544 - EEWA: New functions for the user. For further information, also refer to SAP Notes • 2813203 - FAQ - View TBZ_V_EEWA_SRC for Employee-User-BP Synchronization • 2548303 - S/4HANA: Configuration of maintenance for workplace address

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7.1.2

Transaction SUCOMP

Each user with a business partner assignment has a so-called template company. These template companies can be defined using transaction SUCOMP. From there, the central changes made to the company address data can also be transferred to the workplace addresses of the business partners. More details can be found in SAP Note 2571544 - EEWA: New functions for the user.

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8

ADDITIONAL INFORMATION 8.1

SAP Notes

Topic

SAP Note

Title

Link in Document

Employee

2340095

S4TWL – Conversion of Employees to Business Partners

X

2265093

S4TWL - Business Partner Approach

X

2535438

Synchronization report: Corrections

X

2463565

Behavior of transaction BP in S/4HANA system with respect to Employee data form HR system

2409229

Employee Synchronization Report: FAQ

X

2717481

Setting up the INITIAL Employee to BP synchronization in S/4HANA OnPremise.

X

2578294

FAQ – Employee to Business Partner synchronization in S/4HANA OnPremise

X

2647154

Performance with Employee to BP synchronization in S/4HANA OnPremise. General troubleshooting guide

X

2792166

Same number for BP and employee

X

2550848

Control of employee business partner integration in SAP S/4HANA, on-premise edition

X

2568218

BP integration: Considerations when implementing BUPA_INBOUND BAdI

X

724149

HRALX: Masking sensitive data

X

2393462

Synchronization report: corrections

41

Topic

CVI

Vendor

Business User Management and

SAP Note

Title

Link in Document

2549563

Configuration of integration for employees

2900762

Employee synchronization: Mode 2 corrections

2883989

Conversion of clear user names in S/4HANA OP

2539457

CVI & employee vendors in wrong BP category

2542175

CVI and reuse of existing employee business partner

2869343

CVI and reuse of existing employee business partner (2) (Currently Pilot Note)

2713963

FAQ: CVI - Customer Vendor Integration for system conversion to S/4HANA

2397684

S/4 HANA - Business Partner Synchronization replaces PRAA / RPRAPA00

X

2517507

HR -> Business Partner Synchronisation: missing data from a reference business partner, missing company codes and bank accounts

X

2632026

HR -> BP vendor sync: usage of the control fields in view PTRV_VENDOR_SYNC

X

2798051

Error "Vendor & already exists" (CVI_MAPPING043)

2570947

HR -> BP Synchronization: new Badi BADI_FITV_VENDOR_SYNC

X

2570961

Simplification item S4TWL - Business User Management

X

42

Topic

SAP Note

Title

Link in Document

Employee Workplace Address

2399801

Synchronization report: Workplace Address corrections

X

2571544

EEWA: New functions for the user

X

2548303

S/4HANA: Configuration of maintenance for workplace address

X

2439067

Workplace Address corrections involving Address Type of User

X

2813203

FAQ - View TBZ_V_EEWA_SRC for Employee-User-BP Synchronization

X

2567604

Uploading business users in SAP S/4HANA, on-premise edition

X

8.2 Other documentation As follows is a list of further information resources: • • • •

S/4 HANA Simplification List SCN: Top Simplification List Items SCN: Simplification Item: Business Partner Approach / CVI SCN: System Conversion to S/4HANA

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9

FAQ On which system does the synchronization report need to be executed – on the SAP S/4HANA system or in the SAP HCM system? The employee synchronization report needs to be executed on the SAP S/4HANA system and will synchronize the available HR employee master data into the business partner.

9.1

9.2 Can report HRALXSYNC still be used in SAP S/4HANA? The report HRALXSYNC (Object synchronization and Repair) cannot be used anymore to synchronize employees and business partners within SAP S/4HANA. However, it can still be used for synchronization of organizational units to business partners. For the latter case, integration between Organizational Management and SAP Business Partner needs to be enabled in the system. Please also refer to SAP Note 2548160 - Deactivation of report HRALXSYNC in S4. 9.3 Is it necessary to convert all employees? Please refer to chapter Employee Business Partner Synchronization. 9.4

What happens if not all employees receive a business partner with the Employee role or if the synchronization report is not executed during the (business) downtime of the SAP S/4HANA conversion process? Some applications in SAP S/4HANA rely on the business partner with role Employee and Business User Management and those are not running properly without the expected data model in place. A detailed list of applications and functions is not available and cannot be provided. Vendors require a corresponding business partner in SAP S/4HANA, and employee vendors are updated based on employee master data by synchronization. Technically, it is still possible to maintain the vendor via the corresponding BP manually. However, if employee vendors are not created and updated properly, this could endanger those processes relying on paying the employees via employee vendors. 9.5

HR is run on a separate system: Due to business requirements and data privacy reasons certain data such as private address should not be stored in the employee master data of the SAP S/4HANA system. Which options are available? It depends on the business processes that are run on the SAP S/4HANA system and which data is required to support those. In general, it is possible to manipulate / replace data during integration. E.g. in the scenario where SAP HCM on-premise is distributing the employee data via ALE to SAP S/4HANA, the outbound process can be adapted by replacing/initializing data that should be sent. This means, before the IDoc is sent, a BAdI implementation could replace employee related data and the changed data is then sent to the SAP S/4HANA system. This data is then synchronized into the Employee role of the business partner and the vendor / Vendor role. Please also refer to SAP Note 724149 - HRALX: Masking sensitive data.

9.6 Is the integration to the role Customer supported by the synchronization report? Currently, the SAP S/4HANA employee to business partner synchronization is not considering or synchronizing any data regarding business partner role Customer. For the time being, if there are requirements in this area, it would need to be evaluated and tested to cover those with the help of existing BAdIs such BADI_FITV_VENDOR_SYNC or BADI CVI_CUSTOM_MAPPER. Please refer also to SAP Note 2578294 - FAQ - Employee to Business Partner synchronization in S/4HANA OnPremise. 9.7

How to replace an incorrect user assignment to Employee/BP after the synchronization was already executed? Please refer to KBA 2597146 - BP integration: Fixing incorrect User assignment in an Employee to Business Partner synchronization scenario and follow the steps in the exact mentioned order.

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10

GLOSSARY

The following table describes some of the terms and abbreviations used in this document.

Term / Abbreviation

Description

HCM

Human Capital Management

HR

Human Resources

HR Mini Master

The HR Mini Master is a collection of basic data that is required for a personnel number. It usually consists of a set of infotypes which depends also on the processes that consume the HR Mini Master. However, the following set of infotypes is required: • 0000 – Actions • 0001 – Organizational Assignment • 0002 – Personal Data • 0003 – Payroll Status The following infotypes are usually considered as well as HR Mini Master data: • 0006 – Addresses • 0009 – Bank Details • 0105 – Communications An infotype of the Personnel Administration (see infotypes mentioned above) is represented by table PAxxxx (xxxx = infotype number) on the data base, e.g. infotype 0001 corresponds to PA-Table PA0001.

PERNR

Personnel Number, reflected in the system by object type P = Person

CP

Central Person

P

Person or in case of Concurrent Employment “Personnel Assignment” / Employment

Concurrent Employment

a person has more than one active employment at the same time within the same country

Global Employment / Management of Global Employees

An employee has more than one assignment in different countries at the same time (home and host) (e.g. expatriates, country reassignment)

BP

Business Partner

CVI

Customer Vendor integration

ALE

Application Link Enabling

PNP

Logical Database in HR to report on HR master data

KBA

Knowledge Base Article

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11

LIST OF FIGURES

Figure 1: Data model in SAP ERP - Single Employment with optional employee BP ...................................... 9 Figure 2: Data model in SAP ERP - Concurrent Employment with optional employee BP ............................. 10 Figure 3: Data model in SAP ERP after CVI, Single Employment with existing employee BP, target usage in S/4HANA VMODE = 1 ..................................................................................................................................... 11 Figure 4: Data model in SAP ERP after CVI, Single Employment with existing employee BP, target usage in S/4HANA VMODE = 2 ..................................................................................................................................... 12 Figure 5: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and one vendor, Target Usage in S/4HANA VMODE = 1 ...................................................................................... 12 Figure 6: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and more than one vendor for the employee (loosely coupled), Target Usage in S/4HANA VMODE = 1 ............ 13 Figure 7: Data model in SAP ERP after CVI, Concurrent Employment with existing BP in Employee role and more than one vendor for the employee (loosely coupled), target usage in S/4HANA VMODE = 2 .............. 13 Figure 8: Data model in SAP ERP after CVI, Single Employment without existing BP in Employee role and a vendor .............................................................................................................................................................. 14 Figure 9: Data model in SAP ERP after CVI, Concurrent Employment without existing BP in Employee role and with vendors .............................................................................................................................................. 14 Figure 10: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1 ............................................................................................... 16 Figure 11: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2 ............................................................................................... 16 Figure 12: Data model in SAP S/4HANA, Concurrent Employment with existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1 ................................................................................ 17 Figure 13: Data model in SAP S/4HANA, Concurrent Employment with existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2 ................................................................................ 18 Figure 14: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1 ............................................................................................... 19 Figure 15: Data model in SAP S/4HANA, Single Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2 ............................................................................................... 19 Figure 16: Data model in SAP S/4HANA, Concurrent Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 1 ................................................................................ 20 Figure 17: Data model in SAP S/4HANA, Concurrent Employment without existing BP in Employee role, including vendor, target usage in S/4HANA VMODE = 2 ................................................................................ 21 Figure 18: documentation of SAP Standard Customizing for Employee Synchronization in IMG .................. 24 Figure 19: Customizing Switch HRALX HRAC in table T77S0 ....................................................................... 24 Figure 20: Customizing Switch HRALX PBON in table T77S0 ....................................................................... 24 Figure 21: Customizing Switch HRALX PBNUMB in table T77S0 .................................................................. 25 Figure 22: F1 Help of Customizing Switch HRALX PBNUMB in table T77S0 ................................................ 25 Figure 23: Customizing Switch HRALX PBSUBG in table T77S0 .................................................................. 26 Figure 24: F1 Help of Customizing Switch HRALX PSUBG in table T77S0 ................................................... 26 Figure 25: Customizing Switch HRALX VMODE in table T77S0 .................................................................... 26 Figure 26: BP Customizing – Define Number Ranges .................................................................................... 27 Figure 27:IMG path for Define Number Ranges (BP Customizing) ................................................................ 27 Figure 28: BP Customizing – Number Ranges and Groupings ....................................................................... 28 Figure 29:IMG path for Number Ranges and Groupings (BP Customizing) ................................................... 28 Figure 30: BP Customizing – Define Number Ranges for Supplier and Master Records – Edit Number Range Intervals ........................................................................................................................................................... 28 Figure 31: BP Customizing – Define Number Ranges for Supplier and Master Records – Assign Number Range .............................................................................................................................................................. 28 Figure 32:IMG path for Define Number Ranges for Supplier Master Records (BP Customizing) .................. 29 Figure 33: BP Customizing – Define Number Assignment for Direction BP to Vendor .................................. 29 Figure 34:IMG path for Define Number Assignment for Direction BP to Vendor (BP Customizing) ............... 29 Figure 35:BP Customizing – Set BP Role Category for Direction BP to Vendor ............................................ 30 Figure 36:IMG path for Set BP Role Category for Direction BP to Vendor ..................................................... 30 Figure 37: BP Customizing – Define Transactions .......................................................................................... 30 Figure 38:IMG path for Define Transactions (BP Customizing) ...................................................................... 31 Figure 39: BP Customizing – Define Address Types ...................................................................................... 31 Figure 40: BP Customizing – Assign Transaction to Address Types .............................................................. 31 Figure 41: BP Customizing – Define Identification Categories........................................................................ 32 Figure 42:IMG path for Define Identification Categories ................................................................................. 32 Figure 43: BP Customizing – Create Identification Type HCM001 ................................................................. 32 46

Figure 44: BP Customizing – Create Identification Type HCM028 ................................................................. 33 Figure 45: BP Customizing – Create Identification Type HCM030 ................................................................. 33 Figure 46: BP Customizing – Create Identification Type HCM031 ................................................................. 33 Figure 47: Vendor Customizing ....................................................................................................................... 34 Figure 48:Business User Management Maintenance View TBZ_V_EEWA_SRC .......................................... 39

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