Employee as Business Partner (Vendor)

[ruchirmishra]

As more and more organizations are moving to S/4 HANA from ECC systems, one of the queries which is raised  is regarding How would S/4 HANA handle the scenarios related to Employee as Vendor. Lot of organizations create employee vendor in ECC  to handle  scenarios related to employee expenses.

The business partner is mandatory in SAP S/4 HANA to create customer master data, vendors master data, employee master data and so on. These are represented as roles within the business partner, during the creation of Business Partners (BP).

This blog is written based for scenario where a HR mini master was set up in S/4 HANA  and employee vendor were required to handle the expenses. To easily identify the Employee Vendors the number range was defined with a prefix of ZZ, This also helped to avoid issue of overlap with existing number range already in use.

The basic configuration which is required for creation of HR mini master are

• Enterprise Structure


• Personnel Structure


• Infotype Configuration (HCM Mini Master)
  
  
  
  • Infotype 0000 – Actions
  
  
  • Infotype 0001 – Organization assignment
  
  
  • Infotype 0002 – Personal data
  
  
  • Infotype 0006 – Address (for vendor role)
  
  
  • Infotype 0009 – Bank details (for vendor role).
  
  
  
  

 

Business Partner number for Employee had  range defined as

Business Partner number for Employee setting

Vendor Account group & number range was defined in the system.

Create Vendor Account Group

Create Vendor Account Group

Assign Number Ranges to Vendor Account Groups

Assign Number Ranges to Vendor Account Groups

vendor number range

Define Number Assignment for Direction BP to Vendor

BP to Vendor

Certain Integration setting specific to employee to BP creation need to be activated via Table T77S0

Use Tcode SM30 to update the table T77S0

SM30

Key setting to be checked:

• HRALX HRAC – Activate HR Integration--> This should be set to X


• HRALX PBPON – Integration Employee/BP Activated --> This should be set to ON. The switch controls the integration between employees and business partners.


• HRALX PNUMB – Business Partner Number Assignment (Employee) -> 3

This setting determines type of number assignment that should be used when creating business partners in the employee role.

1--> is used for internal number number range of BP

2--> This is used when BP has its own unique number range.

3-->This is used  for same numbering for the HR employee and the Business Partner ; As in our case the number range will be prefixed by ZZ.

• HRALX PSUBG – Business Partner Subgroup (Employee)

This setting allows to enter subgroup of the number range interval for the business partner in the employee role is maintained.

Note : this setting  only allows switch number ranges with two characters to be maintained. Hence we had created BP account group with Code EM.

Key setting in table T77S0

 We can set up default settings/ roles which need to be configured and will be used as reference for creation of the vendor.

IMG--> Personnel Management--> SAP S/4HANA for Human Resources --> Define Default Vendor Data for Employees in Role FI Supplier.

Default Vendor Data for Employees

It can be  restricted for the company code where this integration & reference is required.

Recommended approach for initial synchronization

The recommendation is to always use /SHCM/RH_SYNC_BUPA_EMPL_SINGLE report for the initial synchronization.

Afterwards, the delta synchronization is scheduled using report /SHCM/RH_SYNC_BUPA_FROM_EMPL

Error Logs:

The employee synchronization reports log errors as well as success messages in the application log. These logs can be accessed using transactions SLG1

Business partner and vendor related errors are logged in transaction MDS_PPOS.

Execute Program: /SHCM/RH_SYNC_BUPA_EMPL_SINGLE

T-Code: SLG1 to check the log for synchronization

Sync Log

Tcode BP to display the Business partner.

 

This blog post is based on my experience in SAP S/4HANA projects. The steps mentioned in blog post should help with configuration of employee  BP and extending the same to Supplier(Vendor) Role.

[vinay_udekar]

Thanks for sharing

[4588]

Dear Ruchir

 

thano you for the great summary and detailed stepsister in order to set up the configurations. I just completed my own employee business partner project and wanted to add and ask one of my open points.

Add: in order to create a vendor, you have to define a reconciliation account. You can fine the settings via IMG–> Personnel Management–> SAP S/4HANA for Human Resources –> Define reconciliation account

Ask: I set up the report /SHCM/RH_SYNC_BUPA_FROM_EMPL, however when I change an existing HR record via PA30, the system updates the BP and business user automatically without running the report. Is that intended? Is the report only for new users?

 

Cheers

 

Rico

 

[ruchirmishra]

Hello Rico,

Thanks for for your feedback,

1. Define a reconciliation account: You have a great point for defining a default reconciliation account and the configuration  is listed by you. In our case we wanted to default a couple of more fields and also different accounts were required for different company codes so we went with approach of using reference supplier.


2.  report /SHCM/RH_SYNC_BUPA_FROM_EMPL:  Can you please check if you have any background jobs scheduled for this report as my understanding is that its needs to be executed for  the sync to take place.

Regards

Ruchir

[Imran-FI]

• Issue after conversion activity in S4 Employee BP sync report:

In our case some employees in ECC system has business partners (created with custom report) and also has venders. During CVI all venders converted to BP with same number.

Now after conversion getting error in Employee BP sync report as screenshot shared above

query is: we have found 2 solutions from sap note,

2578294 - FAQ - Employee to Business Partner synchronization in S/4HANA OnPremise

1. Message R1477 "Number XXXXXXXX is already assigned to partner XXXXXXXXXX for ID type HCM001"

There are two possible solutions to fix this inconsistency:

- Delete the Business Partner completely. The sync report will generate a new Business Partner.

- Manually create the link between Central Person and Business Partner in table HRP1001 via transaction PP01. Before taking this action, you must change the customizing in table T777E to be able to modify relationship 209 in standard transactions

 My Question:

I have tried to apply 2nd solution but not working kindly guide me exact steps.

And if I go for BP deletion I need guidance for how I can delete Employee BP.  

[bai_ling]

Thanks for this great summary! We are moving from ECC to S4/HANA too. I have below questions regarding the BP creation and link to Employee vendor master. Hope you can shine some lights to me. 

1 - Number range assignment.

Due to range overlapping with customer BP, we have to use 998* internal number assigned for employee BP,  in Vendor master, we have range AA000000- ZZ999999 assigned (external). Vendor number is also the SAP system user ID. In this case, what number should be maintained in Infotype 0105 subtype 0001? 

2 - HR mini master

If I understand it correctly, the Synchronization /SHCM/RH_SYNC_BUPA_FROM_EMPL is to create/update the BP base on the Personnel master maintained in S4/HANA. with above number range assignment in point 1), would this program still work?

3- Our employee personnel master is in HR SuccessFactor system. Is there a standard method to bring the data over to S4/HANA to support travel related employee personnel master creation in PA30 or PRMD? 

4- Do you know if any company using Fiori app to allow employee to maintain their own bank account for travel reimbursement? I found this could be a good way for employee self service function to shift work load from AP accountant to employee. 

Thank you and looking forward to hear from you!