SAP HCM - A Complete Tutorial

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By Ganesh Karthik S
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  1. Free Chapter
    End User Transactions
About this book

This book will start with the basics and serve as a complete guide to handle real-time management and HR issues.

Beginning with an overview of important transaction codes and reports that end users can use to perform their day-to-day activities efficiently, you will then move on to the configuration of core modules such as Recruitment, Organizational Management, Personnel Management, Time Management, and Payroll. Next, you will learn to work around common error messages and will be given some tips and tricks that'll save your time.

In addition, you will also learn how to configure new dimension modules such as Travel Management, Talent Management, and Training and Event Management. By the end of this book, you will be able to customize reports to meet customer requirements efficiently.

Publication date:
June 2014


Chapter 1. End User Transactions

End user transaction code or simply T-code is a functionality provided by SAP that calls a new screen to carry out day-to-day operational activities. A transaction code is a four-character command entered in SAP by the end user to perform routine tasks. It can also be a combination of characters and numbers, for example, FS01. Each module has a different T-code that is uniquely named. For instance, the FICO module's T-code is FI01, while the Project Systems module's T-code will be CJ20.

The T-code, as we will call it throughout the chapters, is a technical name that is entered in the command field to initiate a new GUI window. In this chapter, we will cover all the important T-codes that end users or administrators use on a daily basis. Further, you will also learn more about the standard reports that SAP has delivered to ease daily activities.


Daily transactional codes

On a daily basis, an end user needs to access the T-code to perform daily transactions. All the T-code is entered in a command field. A command field is a space designed by SAP for entering T-codes. There are multiple ways to enter a T-code; we will gradually learn about the different approaches.

The first approach is to enter the T-code in the command field, as shown in the following screenshot:

Second, the T-codes can be accessed via SAP Easy Access. By double-clicking on a node, the associated application is called and the start of application message is populated at the bottom of the screen. SAP Easy Access is the first screen you see when you log on. The following screenshot shows the SAP Easy Access window:


We don't have to remember any T-codes. SAP has given a functionality to store the T-codes by adding it under Favorites.

To add a T-code to Favorites, navigate to Favorites | Insert transaction, as shown in the following screenshot, or simply press Ctrl + Shift + F4 and then enter the T-code that we wish to add as favorite:

There are different ways to call a technical screen using a T-code. They are shown in the following table:



/n+T-code, for example, /nPA20

If we wish to call the technical screen in the same session, we may use the /n+T-code function.

/o+T-code, for example, /oFS01

If we wish to call the screen in a different session, we may use the /n+T-code function.

Frequently used T-codes

Let's look closely at the important or frequently used T-codes for administration or transactional purposes.

The Recruitment submodule

The following are the essential T-codes in the Recruitment submodule:




This T-code is used for initial data entry. It performs actions similar to the PB40 T-code. The mandatory fields ought to be filled by the user to proceed to the next infotype.


This T-code is used for display purposes only.


This T-code is used to make changes to an applicant's data, for example, changing a wrongly entered date of birth or incorrect address.


This T-code provides the functionality to bulk process an applicants' data. Multiple applicants can be processed at the same time unlike the PB30 T-code, which processes every applicant's data individually. Applicants' IDs along with their names are fetched using this T-code for easy processing.


This T-code is useful when listing applicants based on their advertising medium for bulk processing. It helps to filter applicants based on a particular advertising channel such as a portal.


It's used to maintain the advertisements used by the client to process an applicants' data.


All the vacant positions can be listed using this T-code. If positions are not flagged as vacant in the Organizational Management (OM) submodule, they can be maintained via this T-code.


A recruitment medium, such as job portal sites, that is linked with an advertisement medium is evaluated using this T-code.


This is an important T-code to transfer an applicant to employee. Applicant gets converted to an employee using this T-code. The integration between Recruitment and Personnel Administration submodules come into picture.


To confirm whether an applicant has been transferred to employee, PBA8 needs to be executed. The system throws a message that processing has been carried out successfully for the applicants.

After PBA8 T-code is executed, we will see a message similar to the one shown in the following screenshot:

The Organization Management submodule

We will cover some of the important T-codes used to design and develop the organization structure in the following table:




This T-code is used to create an organizational structure. It is a graphically supported interface with icons to easily differentiate between object types such as org unit and position.


SAP provides multiple interfaces to create a structure. This T-code is one such interface that is pretty simple and easy to use.


This is also referred to as the Expert Mode, because one needs to know the object types like SPOCK, where S represents position, O represents organization unit, and relationships A/B, where A is the bottom-up approach and B is the top-down approach, in depth to work in this interface.


This T-code is used to build structures using object types individually based on SPOCK. This is used to create an Org unit; this T-code creates the object type O, organization unit.


This is used to create the position object type.


This T-code is used to create the job object type.


This is an action-based T-code that helps infotypes get populated one after another. All of the infotypes such as 1000-object, 1001-relationships, and 1002-description can be created using this interface.


Tasks, which are the day-to-day activities performed by the personnel, can be maintained using this T-code.

The Personnel Administration submodule

The Personnel Administration submodule deals with everything related to the master data of employees. Some of the frequently used T-codes are listed as follows:




The master data of an employee is displayed using this T-code.


The master data is maintained via this T-code. Employee details such as address and date of birth can be edited using this T-code.


Personnel actions are performed using this T-code. Personnel actions such as hiring and promotions, known as the action type, are executed for employees.


This T-code, known as the fast entry for action solution, helps a company maintain large amount of data. The information captured using this solution is highly accurate.


This T-code, known as the fast entry functionality, allows the maintenance of master data for multiple employees at the same time. For example, the recurring payments and deduction (0014) infotype can be maintained for multiple employees.

The usage of the PA70 T-code is shown in the following screenshot. Multiple employees can be entered, and the corresponding wage type, amount, currency, and so on can be provided for these employees. Using this functionality saves the administrator's time.

The Time Management submodule

The Time Management submodule is used to capture the time an employee has spent at their work place or make a note of their absenteeism. The important T-codes that maintain time data are covered in the following table:




The work schedule of the employee is created using this T-code. The work schedule is simply the duration of work, say, for instance, 9 a.m. to 6 p.m.


The time manager's workplace action allows us to have multiple views such as one-day view and multiday view. It is used to administer and manage time.


This T-code is used to change a shift plan for the employee.


This T-code, known as maintain time data, is used to maintain time data for the employees. Only time-related infotypes such as Absences, Attendances, and Overtime are maintained via this T-code.


This T-code, known as the fast entry time data action, is used to capture multiple employees' time-related data.


This T-code, known as quota overview, is used to display the quota entitlements and leave balances of an employee.


The attendance check T-code is used to create a list of employees who are absent, along with their reasons and the attendance time.


This T-code is used for time evaluation. It is a program that evaluates the time data of employee. Also, the wage types are processed using this program.


Time evaluation messages are displayed using this T-code.


Time evaluation results can be accessed via this T-code.


Using this T-code, data entry profile is created. Data entry profiles are maintained for employees to capture their daily working hours, absence, and so on.


This T-code is used to transfer data to target components such as PS, HR, and CO.

The Payroll Accounting submodule

The gross and net calculations of wages are performed using this submodule. We will cover all the important T-codes that are used on a daily basis in the following table:




This T-code can be used to change the payroll status of an employee if necessary. It lets us change the master data that already exists, for example, locking a personnel's number.

One must exercise caution when working on this T-code. It's a sensitive T-code because it is related to an employee's pay. Also, time data for the employees is controlled using this T-code.


The control record is accessed via this T-code. The control record has key characteristics of how a payroll is processed. This T-code is normally not authorized by administrators.


This is the T-code used for the simulation run of a payroll. The test is automatically flagged when this T-code is executed.


A live payroll run can be performed using this T-code. The test flag is still available to be used if required.


This T-code is used normally by end users to release the control record. Master data and time data is normally locked when this T-code is executed. Changes cannot be made when this T-code is executed.


This T-code is used to make any changes to the master data or time data. The status has to be reverted to "release" to run a payroll for the payroll period.


Once all the activities are performed for the payroll period, the control record must be exited in order to proceed for the subsequent periods.


The remuneration statement or payslip can be displayed using this T-code.


The payslip is designed using this T-code. The payments, deductions, and net can be designed using this T-code.


The data medium exchange for banks can be achieved using this tool.


The off-cycle payroll or on-demand payroll, as it's called in SAP, is used to make payments or deductions in a nonregular pay period such as in the middle of the payroll period.


The payroll results are posted to the finance department using this T-code.


The payroll posting runs are displayed using this T-code. The release of posting documents is controlled using this T-code.


The completeness check is performed using this T-code. We can find the pay results that are not posted using this T-code.


The wage type maintenance tool is useful when creating wage type or pay components such as housing, dearness allowance.


The schema, which is the warehouse of logic, is accessed and/or maintained via this T-code.


The Personnel Calculation Rule is accessed via this T-code. The PCR is used to perform small calculations.


The function and operations used can be accessed via this T-code. The documentation of most of these functions and operations can also be accessed via this T-code.


This shows the wage types used and their process class and cummulation class assignment. The wage type used in a payroll is analyzed using this T-code.


The wage type mapped to general ledgers for FICO integration can be analyzed using this T-code


Country-specific payroll can be accessed via this T-code.


Payroll of all the countries, such as Europe, Americas, and so on, can be accessed via this T-code.


The payroll results of the employee can be analyzed via this T-code. The following screenshot shows how the payroll results are shown when the T-code is executed.


The "XX" part in PCXX denotes the country grouping. For example, its 10 for USA, 01 for Germany, and so on. SAP has localized country-specific payroll solution, and hence, each country has a specific number. The country-specific settings are enabled using MOLGA, which is a technical name for the country, and it needs to be activated. It is the foundation of the SAP HCM solution.

It's always 99 for Offcyle run for any country grouping. It's the same for posting as well.

The following screenshot shows the output of the PC_Payresult T-code:

The Talent Management submodule

The Talent Management module deals with assessing the performance of the employees, such as feedback from supervisors, peers, and so on. We will explore all the T-codes used in this submodule. They are described in the following table:




This is used to create an appraisal template that can be filled by the respective persons, based on the Key Result Areas (KRA) such as attendance, certification, and performance.


Career and succession planning for an entire org unit can be performed via this T-code.


Career planning for a person can be performed via this T-code. The qualifications and preferences can be checked, based on which suitable persons can be shortlisted.


Succession planning can be performed via this T-code. The successor for a particular position can be determined using this T-code. Different object types such as position and job can be used to plan the successor.


The form of appraisals is accessed via this T-code. The possible combination of appraiser and appraisee is determined based on the evaluation path.


This T-code is used to evaluate the appraisal template based on different statuses such as "in preparation" and "completed".


This is used to create an appraisal template that can be filled in by the respective persons based on the KRAs such as attendance, certification, and performance. The appraisers and appraisee allowed can be defined.


The integration check-related switches can be accessed via this T-code.


Once the created appraisal template is released, we would be able to find the template in this T-code.

The Training and Event Management submodule

The Training and Event Management submodule caters to the company's need of bridging the gap between supply and demand. This submodule caters to identifying the right skill that needs to be provided to carry out the task successfully. Let's take a look at the important T-codes and their functionalities in the following table:




The necessary master data needs to be set up before using the Training and Event Management submodule. The cost item T-code is used to determine and represent the cost incurred for a business event.


The address or physical location is maintained using this T-code.


The business event location is set up using this T-code, for example, Training Center, Atlanta.


This function lets you change/display external organizers such as your company.


The instructor who doesn't belong to the system, in other words, whose master data is not maintained, is captured using this function.


The business event group such as the language course is set up using this function.


The business event type is used to capture the delivery method, cost, capacity, and so on.


This function lets you maintain the exact date on which the event is scheduled to take place. It has the start and end dates of events.


This function lets you enroll attendees for business events and, at the same time, store the relevant billing and activity allocation data.


The internal activity allocation for settling the fees of external instructors and also of the employees who had attended an event can be settled using this function.

The Travel Management submodule

The Travel Management submodule offers functionalities such as creating different travel expense types, processing business trip data, taking care of approvals, and entering the travel trip data into the system. Let's focus on the important T-codes related to this submodule, shown in the following table:




This T-code allows you to create a travel request, book rooms, hotel, and so on.


The travel expense functionality allows you to track the status, settlement status, amount, and so on.


The mass approval of any number of trips is performed via this function.


The expected travel expenses cannot be determined until a trip is approved. In order to proceed further, the trip needs to be settled, and this function helps to meet the purpose.


The posting run is performed using this function. The travel expenses that need to be settled are collected as transfer documents for posting to accounting.


The trip transfer documents are posted to FI/CO using this function.


Standard reports

SAP has delivered many standard reports that meet business needs. For example, the SAP1 T-code can be used to display all reports module-wise in SAP. Let's look closely at some of the important reports that can be used by administrators.


The Recruitment standard reports can be accessed by navigating to SAP Easy Access | Human Resources | Personnel Management | Recruitment | Infosystem | Reports | Variable Applicant List.

The Variable Applicant List report, which can be accessed via the S_AHR_61015508 T-code, is very useful when fetching the flexible list of all the applicants' data. There are flexible reports that let us choose from a combination of 20 fields from different infotypes. They also allow us to sort different fields such as age.


All of the reports can also be accessed via the SE38 or SA38 T-code, depending on user authorizations, and can be fetched by navigating to System | Status | Program.

The statuses of applicants along with their names can be fetched using the applicants by name report that can be accessed via the S_AHR_61015509 T-code. The output has the following data:

  • The number of the applicants

  • The applicants' names

  • The text of the status, for example, in process

  • The beginning date of the applicants' statuses


The applicant action along with the status of each applicant, name, and so on can be fetched via the applicant by action report, and it can be accessed via the S_AHR_61015510 T-code. The output received is the action type such as initial data entry, overall applicant status, applicant name, or applicant id.

The frequently fed input data such as the company code can be entered in the input selection screen and saved as a variant for saving time.

Before clicking on Save (or pressing Ctrl + S), we can give the variant a name and description; however, isn't mandatory. This is shown in the following screenshot:

The variant can be called and it automatically feeds on the data stored using the variant. From the standard report, we can call the variant by clicking on Get Variant (or pressing Shift + F5) and choosing the variant name. We can do this if we want to get the Test variant for example. We saved this variant in the previous step. The demonstration is shown in the following screen:

The ad hoc query is a useful tool to pull any data from tables and is accessed via the S_PH0_48000512 T-code. The standard /SAPQUERY/HR_APP infoset can be used to set the selection and output. If the standard report doesn't meet the requirement of the client, this ad hoc query function can be utilized.

From the different fields available, Selection and Output need to be flagged, and the preview of the output can also be viewed at the bottom of the screen. This is demonstrated in the following screenshot. Finally, click on the Save button to access the query when required.

The name and title of the query need to be entered when saving. Click on Query, select Open (or press F6), and then select the query name to execute the saved query, as shown in the following screenshot. There is also a date and time stamp when the query is saved.

As seen in the following screenshot, the selection and the output saved in the query gets displayed automatically when we open the query.

We can display the output by clicking on the Output button or by pressing the F8 key.


Transaction SERP and SARP can be used to display and maintain the standard report tree. HR00 needs to selected, then click on Display (F5) to start the report.

Organizational Management

The OM reports can be accessed by navigating to SAP Easy Access | Human Resources | Organizational Management | Infosystem | Organization Unit. The backbone of OM is the SPOCK object types, and there are plenty of standard reports to display them individually. There are many standard reports provided by SAP to display the object types and their description. The S_AHR_61016491 function is used to display the organizational units with their start and end dates, along with their object IDs and description.

The existing positions can be seen via the S_AHR_61016502 T-code. The output is similar to what is displayed for an organizational unit. All the existing jobs, along with their descriptions, are accessed via the S_AHR_61016497 T-code.

The structure hierarchy is displayed via the RHSTRU00 report. This report uses the object ID that is entered as the root of a tree structure, and using the specified evaluation path, it fetches the object and its related object type. The display depth in the report tells us how far the object and its relationship need to be displayed in the output.


The evaluation path gives instructions to the system to look for the object types and relationships and is maintained in the T778A table or via the OOAW T-code.

The graphic interface is also supported by SAP; the structure can be displayed in a graphical format. The S_AHR_61016530 T-code is used to display the structure in a graphical form. They can be downloaded on to the system for further analysis.

The reporting infotype is a functionality given to run reports based on infotypes. Normally, 1000-1999 are OM infotypes, and in this report, we can give the infotype number and execute the report. The S_AHR_61016532 T-code is used to execute the report.

The authorization for objects based on a user can be fetched using the Authorized Objects per User/Profile report and is accessed via the RE_RHAUTH00 T-code. When the user ID is entered and executed, the system displays all the authorization objects to which the user has access.

Relationship is a key concept in OM; it's like A and B, where A is bottom up and B is top down. We can find the missing relationships for object types using this report. The Display and Create Missing Inverse Relationships report helps find the missing relationships between object types, and it is accessed via the RE_RHCHECKV T-code.

The object types and relationships can be exported to different clients using the Manual Transport Link report, which is accessed via the RE_RHMOVE30 T-code.

Personnel Administration

The most wanted and frequently used report is the one maintaining a record of the employees who have joined and left the company, and SAP has provided a standard report that can be accessed via the S_PH9_46000223 T-code. The output has the first and last names of the employee, start date, and leaving date, along with the Org unit and its description.


The layout of reports can be controlled by clicking on Change layout (or pressing Ctrl + F8). The order of display can be sorted, or the fields can be unselected so that they are not displayed.

The education and training details of all the employees can be displayed via the S_PH9_46000224 T-code. It's mandatory that data is maintained in the respective infotypes in order to be correctly shown in the output. The output format can be set to SAP list viewer or spreadsheet, based on the requirement. This is a common functionality of all the reports.

The promotion-related activities surrounding an employee, such as the time spent in each pay scale group and level, can be fetched using the Time spent in each pay scale area/type/group/level report. This is accessed via the S_AHR_61016356 T-code. The output has the pay scale type, area, group, and level details along with the calculated years and months. This is shown in the following screenshot:

If we notice, the logic to fetch the year and month is built in report that SAP uses to display in the output. If the standard report doesn't meet your requirements, only then is it recommended that you go for a new development.

The personnel numbers are normally of eight digits, and should the client wish to capture the numbers maintained in the legacy system, they can do it using the 0031 infotype. SAP provides a standard report to capture the numbers maintained for all the employees, which is accessed via the S_AHR_61016358 T-code.

The list of active employees is one of the most frequently wanted reports, along with gender details, and SAP has built a standard one that can be accessed via the S_AHR_61016369 T-code. It displays the first name, last name, position, and personnel number, along with the entry and leaving dates.

The flexible report that SAP has provided for a user to select/deselect the fields according to their business needs is the Flexible Employee Data report. It is accessed via the S_AHR_61016362 T-code. The advantage of using the report is that it displays all the available fields from which we can choose 20 separate fields. It's a very user friendly report that can be tweaked based on the company's needs.

The employee's nationalities can be displayed using the Nationalities report, which is accessed via the S_AHR_61016374 T-code.

The organizational changes made to the employee can be captured via the Headcount changes report, and it is accessed via the S_L9C_94000095 T-code. The action type and action reason normally adds meaning to the personnel action performed. For example, the change of position action has been performed and also the promotion action; the two actions can be listed using the standard report. The important fields such as enterprise and personnel structure can be fetched using this report.

The age and gender reports are accessed via the S_PH9_46000218 T-code. SAP also provides a standard report to display age and gender based on seniority, in other words, the duration spent in the company. This is accessed via the S_PH9_46000217 T-code. The personnel who has spent more time in the company gets prioritized and listed first.

The infotype changes have to be captured, and this is very vital for audit purposes. Any changes done intentionally or unintentionally need to be captured, and there is a report for this known as Logged Changes in Infotype Data provided by SAP for security purposes. This report can be accessed via the S_AHR_61016380 T-code.


The HR Documents: Infotypes with Documents (V_T585A), HR Documents: Field Group Definition (V_T585B), and HR Documents: Field Group Characteristics (V_T585C) tables must be maintained for the effective use of this report.

A detailed log of report can be accessed via the S_AHR_61016381 T-code. The report name along with user details and date and time of access is displayed when the report is executed. This, however, is only created for a report maintained via the V_T599R (HR Report Attributes) table and also the Record at start required online field is flagged.

The ad hoc query report for Personnel Administration submodule with the standard /SAPQUERY/HR_ADM infoset can be used to build a report with your own selection and output fields. The only difference is the infoset that is chosen for the PA submodule. The infoset query is accessed via the S_PH0_48000510 T-code.

Time Management

The work schedule, absence, and attendance of the employee are closely monitored by the administrators, and SAP has provided many standard reports to meet the demands.

The daily work schedule of an employee can be accessed via the PT03 T-code. The personal work schedule of an employee, which can be for a week or month, for example, can be displayed via the PT63 T-code. The employee number, name, and daily work schedule are displayed in the following screenshot:

The start and end dates, along with the holiday calendar, are also displayed, making it easy for administration.

The absence and attendance information is vital for administration, and SAP has provided standard reports to meet business demands. They can be accessed via the PT64 T-code. This report gives us the output in the form of working hours anticipated and days.

The graphical format is supported by accessing the PT90 T-code. The absence is displayed in a different color for easy recognition. Multiple employees can be chosen based on the organization unit, for example, and the Attendance/Absence Data: Multiple-Employee View report can be accessed via the PT91 T-code.

The graphical format of absence/attendance can be displayed via the Graphical Overview of Attendances/Absences report and can be accessed via the PT65 T-code. When we double-click on absence or attendance type mentioned on the screen, it will automatically take us to the master data screen.

The quota entitlements and balances can be displayed via the display absence quota information report, and it is accessed via the PT_QTA10 T-code. The base entitlements in number of days, for example, and the applied leave along with the available balance or the remaining total is displayed in the output. This is another one of the most frequently used report in business. The output of this report is shown in the following screenshot:

The Cumulated Time Evaluation Results: Time Balances/Time Wage Types report is accessed via the PT_BAL00 T-code. If we use PT60 (Time evaluation), time wage types / time balances are formed via time evaluation. These reports will be very useful to display information.

Time evaluation data can be accessed via the PT_EDT_TELU T-code; the time statement form can also be configured and used in this report. If time-evaluated data is available in time cluster, it gets displayed as the output. The standard form TEDT TF00 Time statement form (standard) is used and copied according to customer needs. This copied time form can be used in the report. This is very similar to the payslip configuration in the Payroll submodule.

The working times captured via Cross Application Time Sheet (CATS) can be accessed via the CATS_DA T-code. An important report of transferring data to cross modules such as HR is accessed via the CATA T-code.

The data can also be transferred individually module-wise and can be accessed via the CAT6 T-code for HR, CAT5 for project systems, and CAT7 for FICO.

Payroll Accounting

The payments and deductions of employees are displayed via the Payments and Deductions report. It's a flexible report that allows us to display data based on the wage type if necessary. This is accessed via the S_AHR_61015608 T-code.

The bank details of employees are displayed via the Bank Details report or accessed via the S_AHR_61015609 T-code. The data maintained in the following infotypes and subtypes can be displayed via this report:

  • Bank Details (0009)

  • Capital Formation (0010)

  • External Transfers (0011)

Payslip or remuneration statement is displayed via the program remuneration statement that can be accessed via the S_AHR_61015606 T-code. The form name that we use is the copied version of Remuneration statement (SAP standard) - XF01. It's recommended that you copy the standard, rename it, and change it accordingly. The remuneration statement can also be printed using the HR smart forms. They are accessed via the PC00_M99_HRF T-code.

The wage type reporter is a useful report that displays the wage types and the corresponding amount, along with other related information of the employee such as company code and personnel area. It's accessed via the PC00_M99_CWTR T-code. The data is fetched from Cluster tables (Results table and WPBP). All the payment and deduction wage types can be displayed using this report.

The payments made on public holidays can be determined using the Paydays on holidays or weekends report. It's accessed via the S_AHR_61015614 T-code. The prerequisite is to have the paydays defined in the T549S table.

The payment date, end date of pay period, and so on are graphically displayed using the Payday calendar report, and are executed via the S_AHR_61015615 T-code. The legends used clearly indicate the meaning. For example, X denotes a payday in the past. This is demonstrated in the following screenshot:

Talent Management

The display profile matchup report can be accessed via the PEPM T-code. It's a comparison of the position's requirements with the person's qualifications. We can also generate a training proposal by flagging the checkbox.

Applicable career paths within an organization structure can be displayed via the Evaluate Careers report, and are accessed via the S_AHR_61015524 T-code. The following screenshot shows the Evaluate Careers report:

The career path and its description along with the object type, LB, are displayed as the output.

The object without qualification or requirement can be accessed via the S_PH9_46000019 T-code. The object type in selection can be, for example, a person, and when it is executed, it lists the IDs of people whose qualifications are not maintained. It basically takes us to the PPCP T-code.

The overview of all the qualifications maintained is accessed via the Qualification Overview report, and it is accessed via the S_PH9_46000016 T-code.

Training and Event Management

The standard reports help administrators capture the training cost, details about the business event, attendees, and so on. The reports can be accessed by navigating to SAP Easy Access | Human Resources | Training and Event Management | Information Systems | Reports.

All the attendees enrolled for a training program can be displayed via the S_PH9_46000434 T-code. The report list many fields such as the following:

  • Attendee's name and abbreviation

  • Booking date

  • Attendance fee/price

  • Business event name

  • Start and end dates of the event

The comparison of cost incurred against each organization unit is a useful report for analysis, and it can be accessed via the S_PH9_46000423 T-code. The business event schedule can be accessed via S_PH9_46000438. If there is no event that is scheduled, the system throws an error message to indicate its nonavailability.

The resources to organize an event are captured via a standard resource equipment report, which is accessed via the S_AHR_61016224 T-code. This report gives details of the equipments that are available in training rooms.

The graphical format is supported by SAP. The graphical resource reservation report is a useful one that can be accessed via the S_PH9_46000441 T-code.

The Training and Event Management submodule also has an ad hoc query that can be developed using the S_PH0_48000535 T-code.

Travel Management

The Travel Management component supports all processes involved in handling business trips. Its comprehensive functionality is integrated with settlement and payment processes.

Travel Management enables you to request, plan, and book trips, create expense reports, and transfer expense results to other business function areas.

There are various standard reports that can be accessed by navigating to SAP Easy Access | Human Resources | Information Systems | Reports | Travel Management. They broadly cover trip expenses and planning reports.

The General Trip Data/Trip Totals report is very useful to evaluate the trip totals listed per trip. This report is accessed via the S_AHR_61016401 T-code. There are many branching options that can be selected from the following options:

  • Trip

  • Trip receipts

  • Trip cost assignment

  • Trip block list

The Cost Assignment for Trip report is very vital for a business to evaluate the cost and assignment to respective general ledger in accounting. This report is accessed via the S_AHR_61016404 T-code.

The period-wise travel expense report can be displayed using the S_AHR_61016408 T-code.

Multiple periods or period parameters can be selected so that a report can be displayed. The period could be from the following options:

  • Monthly

  • Bi-weekly

  • Weekly

This is a very flexible report that allows up to seven periods to be represented in a single report. The different selection parameters could be from the following options:

  • Personnel's number

  • Cost center (employee master cost center), for example, the employee cost center maintained in 0001 infotype

  • Trip expense types (see field documentation)

  • Trip expense categories (see field documentation)

  • Per diems/flat rates (for meals, travel costs, and accommodations)

There are plenty of tricks to save time for administrators. We will cover some of them specifically to access T-codes and reports.


Creating a folder and moving the T-codes

First, SAP provides an easy functionality to help us access T-codes easily without the need to remember them. It is done by navigating to SAP Easy access | Favorites | Insert folder, as shown in the following screenshot:

Users can create folders and insert all the T-code related to them. For example, payroll can be a folder, and all the T-code related to the payroll can be moved to that folder.

SAP also has the feature to add the T-codes that are frequently accessed, to the folder of our choice that we created earlier. It is done by navigating to SAP Easy access | Favorites | Insert transaction, as shown in the following screenshot:

All the T-codes are moved to the respective folders, and hence, accessibility is easier for administrators. SAP has an interesting feature of downloading T-codes for easy accessibility or to share it with your teammates. It is accessed by navigating to SAP Easy access | Favorites | Download to PC. The format can be a text file or a word pad option of your choice.

The technical names of reports can be shown or hidden by changing the settings by navigating to SAP Easy Access | Extras | Settings | Display Technical Names.

When the Display Technical Names option is flagged, all the technical names of the reports and the T-code get displayed automatically.


An overview of SAP standard reports

SAP has developed many standard reports that normally meet business requirements. We will cover frequently used reports submodule-wise. We will see the reports along with their T-code and program name for easy understanding and can use them in a real-time environment.


The following are the important T-codes along with their ABAP program names:


ABAP Program


Variable Applicant List



Applicants by Name



Applicants by action



Ad Hoc Query



Organization Management

The Organizational Management program names are prefixed with RH and are shown in the following table along with their technical names:


ABAP Program


Existing Organizational Units



Existing Positions



Existing Jobs



Structure Display/Maintenance



PD Graphics Interface



Infotype Reporting



Authorized Objects



Check Relationships



Manual Transport Link



Personnel Administration

The Personnel Administration report's program names normally start with RP. We have listed all the frequently used T-codes and their technical names in the following table:


ABAP Program


EEs Who Entered And/Or Left Company



Education and Training



Time spent in pay scale group/level



Reference Personnel Numbers



Employee List



Flexible Employee Data






Headcount Changes



Statistics: Gender Sorted By Age



Statistic: Gender by Service Age



Logged Changes in Infotype Data



Log of Report Starts



Ad Hoc Query



Time Management

We will see all the Time Management T-codes and their technical names in the following table. We can execute the functionalities directly via the T-code or by executing the ABAP program.


ABAP Program


Display Work Schedule



Personal Work Schedule



Attendances/Absences: Calendar View



Attendances/Absences: For Multiple Employees



Graphical Attendances/Abs. Overview



Absence Quota Information



Cumulated Time Evaluation Results



Time Balances Overview



Display Working Times



Transfer to Target Components



Transfer External -> Time Management



Data Transfer CATS -> PS



CATS: Transfer Data to CO



Payroll Accounting

The Payroll T-codes are easy to memorize; they normally start with PC00 followed by country-grouping numbers. We will see the frequently used T-codes and their technical names in the following table:


ABAP Program


Payments and Deductions



Bank Details



Remuneration Statements



Wage Statement with HR Forms



Wage type reporter



Paydays on Holidays or Weekends



Payday Calendar



Talent Management

We will cover the frequently used Talent Management T-code in the following table, which will serve as a quick reference note:


ABAP Program


Profile Matchup



Evaluate Careers



Objects w/o Qualis or Requirements



Career Planning



Qualifications Overview



Training and Event Management

The standard T-code and their technical names under the Time and Event Management report have been covered in the following table:


ABAP Program


Attendee List



Budget Comparison



Business Event Schedule



Resource Equipment



Graphical Resource Reservation



Ad Hoc Query



Travel Management

We will cover the frequently used Travel Management T-code in the following table, which will serve as a quick reference note:


ABAP Program


General Trip Data/Trip Totals



Cost Assignment for Trip



Travel Expense Reporting by Period





In this chapter, we covered all the transaction codes or simply T-codes and standard reports that are used submodule-wise. We started off by covering all the important T-codes that are used on a day-to-day basis for both master and transactional processing. Next, we covered all the standard reports along with their program names that can be executed directly instead of the T-code functionality.

In the next chapter, we will look closely at configuring the Recruitment submodule and explore the standard functionalities provided by SAP.

About the Author
  • Ganesh Karthik S

    Ganesh Karthik S, who prefers to be called Karthik, is a senior SAP HCM functional consultant with Cognizant (NASDAQ: CTSH), based in Chennai, India. He holds a Master's degree in Human Resource Management from Monash University (Go8 universities), Melbourne, Australia (2005-2006). In December 2010, he earned a certification in SAP Certified Application Associate - Human Capital Management with SAP ERP 6.0 EHP4. He has close to 120 man months of progressive IT experience, which includes working on SAP and Oracle ERP products. He has been associated with multiple end-to-end implementation projects, along with projects on rollouts, upgradation, and production support. He is also determined to share his experiences with SAP aspirants and consultants in the form of a book. He is passionate about SAP and takes joy in sharing knowledge with others. He is an avid blogger and frequently writes on his blog ( He loves sports, and his favorite movie is The Pursuit of Happiness (2006). This book, SAP HCM – A  Complete Tutorial, is his first attempt at an endeavor of this kind, and he would like to wholeheartedly thank the entire team at Packt Publishing for this opportunity. He likes to network and can be contacted via his Skype ID, Dreambeckonsor via his Google Talk ID, sapenjooy.

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