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The HR Master Data Screen
Title:

Area:
File Name: Solution/Release: SAP Release 4.0b
Role: All Roles Status: Pilot (as of 6/16/2011)

Contents
Purpose.......................................................................................................................................................................2
Business Process Procedure Overview.......................................................................................................................2
Master Data Infotypes and Subtypes – A Review.................................................................................................2
Procedure 1: Using a Personnel Number to Select an Employee ...........................................................................4
Procedure 2: Selecting an Infotype...........................................................................................................................6
Procedure 3: Specifying Dates..................................................................................................................................8
Procedure 4: Displaying the Record – Master Data Screen...................................................................................10
Procedure 5: Displaying the Record – Using the Personnel File...........................................................................13
Procedure 5: Use an Employee Name to Locate an SAP Personnel Number......................................................15
Procedure 6: Locate Bechtel Alpha-Numeric Employee Number.........................................................................17

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phpapp01-110616134140-phpapp01.doc
Phoenix Payroll Processor The HR Master Data Screen

Purpose
This lesson introduces you to SAP Essentials training and shows you how to use the Display HR
Master Data screen.

Business Process Procedure Overview
You’ll learn the basic features of the screen and get an introduction in how to use the screen to
display employee information. This lesson details:
• How to find an employee.
• The two different methods of selecting infotypes
• How to specify dates
• Ways to display the employee record
• How to locate an SAP employee numbers
• How to locate a Bechtel Alpha-Numeric employee number

The Display HR Master Data Screen is your starting place to perform a Payroll or HR procedure
in SAP. You access it right after you log on. You use it to select an employee and to display
information about the employee. You also use it to specify a date or a range of dates for which
you want the information to display.

HR Master Data
HR master data is basic, general personnel information, such as name, address, organizational
assignment, etc. You access master data on the Display HR Master Data screen. In addition to
Master Data, you use the Display HR Master Data screen to access these other categories of
information: Benefits, Payroll/Tax, Time Data and Organizational data.
You display Master Data about an employee by selecting specific infotypes. Before we learn the
SAP procedures for selecting infotypes, let’s review what the infotypes mean.

Master Data Infotypes and Subtypes – A Review
An infotype is SAP’s way of organizing employee information into related types of information,
for example, addresses, or basic pay information. After you select an infotype, you can select a
subtype to go along with it. A subtype narrows the infotype’s focus. For example, if you select
the Actions infotype, you could narrow the focus by selecting the subtype Hire.
The table below displays a list of the Master Data infotypes you’ll use to display employee
information.
Note
You’ll learn how to use each one of the Master Data infotypes in a separate
lesson.

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Master Data Master Data Description
Infotype Infotype Name
Number

0000 Actions Displays current employment status, history of hiring
actions, compensation, termination, organizational
assignment information and others.

0001 Organizational Displays Company Code, Personnel Area, Cost Center,
Assignment Payroll Area, Job Key, Organizational Unit and other
organizational information.

0002 Personal Data Displays complete name information, Social Security
Number, Birth Date, and other personal data.

0006 Addresses Displays complete address information and telephone
number.

0008 Basic Pay Displays complete wage information, including Wage Type
(including hourly or monthly), annual salary, most recent
pay period amount, historical amount, work hours per period
and pay scale group and level.

0016 Contract Displays contract type and dates (temporary assignment start
Elements and end dates).

0041 Date Displays date types, including, Continuous Service Date,
Specification Last Hire Date, Original Hire Date, Quota Service Date. If
applicable, also includes Purview In, Per5vue Out, Holding
End Date, Unpaid LOA end Date and Termination Date.

0185 ID Data Displays an employee’s visa information.

0032 Internal Control Used to display Bechtel alpha-numeric employee number.

9001 Bechtel Custom Displays entity, payroll office code. Work location code,
Infotype purview code, DICC, Employment Status, Assigned Job
Number, and Grandfather Flag.

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Procedure 1: Using a Personnel Number to Select an Employee

Menu Path Human resources → Personnel management →
Administration

Fast Path Transaction Code: PA20 Infotype:

1. Use the menu path and click the Display Master Data button; or use the transaction code to
display the Display HR Master Data screen.
The HR Master Data screen appears.
Note
Most users find it’s easier to work with the Display HR Master Data screen if
they maximize it as soon as they open it.

The Display HR Master Data Screen

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2. Complete the following fields

Field Name User Action and Values

Personnel number In the Personnel field, enter employee number 111111

3. Click the choose icon (or press Enter) to display the employee on the HR Master Data
Screen.
Note
Do not exit from this screen – you will be using it to select an infotype in the
next procedure.

The Display HR Master Data Screen – Selecting an Employee

Screen Header Information
When you enter the personnel number here and click on the green
Choose icon (“check mark” in the upper left) or press the Enter key, SAP
displays the Screen Header information for the employee. This information
includes the Personnel Number, Name, EE Group, EE subgroup, Pers
Area, Pers Subarea, Status, and Social Security Number of the
employee.
 This information will continue to be displayed on additional screens
until you exit or display another employee.

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Procedure 2: Selecting an Infotype

Administration

Fast Path Transaction Code: PA20 Infotype: Name: Actions
Number: 0000
After you select an employee, you will need to select an infotype. There are two ways you can
select an infotype:
• Select an infotype checkbox from the Master Data infotype list
• Enter an infotype number in the infotype field
1. An employee (Holly Anne Filbert) has already been selected on the HR Master Data screen
in the first procedure.

The Display HR Master Data Screen With an Employee Already Selected

2. Click the Actions checkbox.

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Note
Instead of clicking a checkbox, you can enter the infotype number in the
Infotype field.

3. Click the Choose icon to display the infotype name in the Infotype field.

4. Click the Sty field (If required for the infotype).

SAP displays a drop-down menu arrow.

5. Click the dropdown menu arrow.
SAP displays a dropdown menu of available subtypes.

6. Click 62 Interface Stat/Org.
SAP displays 62 in the STy field.

7. Go to the next procedure to specify a date.

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Procedure 3: Specifying Dates

Administration

Number: 0000

After you display an employee and select an infotype, you will need to tell SAP the dates for
which you want to display the data. SAP will allow you to specify a single date or a range of
dates. This feature is useful because it will allow you to narrow the amount of data that is
displayed. The table below displays the possible choices.

Date Range

Period From/To You can use these fields to specify a date range.

Today Displays information for today’s date.

All Displays all information.

From Current Displays information from the current date.
Date

To Current Date Displays information up to the current date.

Curr Week Displays information for the current week.

Current Month Displays information for the current month.

Last Week Displays information for the previous week.

Last Month Displays information for the previous month.

Current Year Displays information for the current year.

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Choosing a Date
SAP selects Period as the default date. Use the cursor to select a different date choice, if
required.

1. In the Period box, click All.
Note
When the HR Master Data Screen is first displayed, only the first five choice
on the table above are displayed. To see the remaining choices, click the Choose button.


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Procedure 4: Displaying the Record – Master Data Screen

Administration

Number: 0000
Now that you have selected an employee, an infotype and specified a date, you are ready to
display the employee information. There are two ways you can display a record:
• Display the single most recent record for the date range you specified.
• Display a historical list of list of all the records for the date range you selected. You can then
display the detailed information from any record on the list. This feature is useful when you
need to look up past information.
The HR Master Data Screen – Ready to Display Employee Detail Information

1. Click the Display icon to display the most recent detail record.

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The Display Actions (Infotype 0000) Screen

When you are finished reviewing the record:

2. Click the back icon . SAP until displays the Display HR Master Data screen.
Use the List icon to view a historical record:

3. Click the List icon to display a list of all the actions taken for this employee and
infotype. The most recent record will be on top.

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The Overview Actions (Infotype 0000) Screen

Note
To display an action, click the checkbox next to the start date.

4. Click the checkbox next to the Interface Stat/Org action

5. Click the View icon .
SAP displays the information for the action.

6. Click the back icon . until SAP displays the Display HR Master Data screen.

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Procedure 5: Displaying the Record – Using the Personnel File

Administration → HR Master Data → Personnel File

Fast Path Transaction Code: PA10 Infotype: All Assigned to
the Selected
Employee

Another Method To Display Infotypes
In addition to using the Master Data screen to select and view infotypes assigned to an
employee, you can also use the Personnel File method. The Personnel file allows you to scroll
back and forth through the infotype without having to stop and select them one at a time.

1. Use the menu path or the transaction code to display the Personnel File screen.

Click the
Display icon

2. Click the Display icon to display the Display Actions (0000) screen

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The Display Actions Infotype (0000) Screen appears
The Display Actions (0000) screen appears. If you have already selected an employee, the screen
will appear with that employee still displayed. You can either display the infotypes for that
employee or enter a new personnel number.

3. Use the Arrow icons to scroll through the infotypes assigned to the employee. You
can scroll in either direction.

4. Click the back icon . until SAP displays the SAP R/3 screen (This is the screen that
appears when you first sign on. You will use the SAP R/3 screen to go back to the Master
Data screen in the next exercise.

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Procedure 5: Use an Employee Name to Locate an SAP Personnel Number

Menu Path Human resources → Personnel management → Administration →
Display Master Data

Fast Path Transaction Code: PA20

In this procedure, you will learn how to use an employee name to locate an SAP Personnel
number.
1. Use the menu path and click the Display Master Data button; or use the transaction code to
display the Display HR Master Data screen.
The Master Data screen will appear with Holly Anne Filbert, Employee Number 111111, still
displayed. This is because, in SAP, employees stay selected until you log off or select another
employee.

The Display HR Master Data Screen with an Employee Already Displayed

Click the down arrow to display

the First Name Last Name screen

2. Click the down arrow next to the Personnel Number field.

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The Last Name – First Name screen appears.

The Last Name – First Name Screen

We are going to use the last name “Filbert” to list all the possible employees with that name on
the system.
The First Name-Last Name screen displays the following fields. The field names in Bold are
required entry.

Field Name Field Description

Last name Enter the last name in this field.

Enter: Filbert

7. Click the Choose icon (or press Enter) to display matching names.

SAP displays a hit list displaying the matching name(s).

In this example, we want to display Michael Filbert on the Master Data screen.

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8. Double-click on Michael, or click the Choose icon (press Enter).
The personnel number will be displayed in personnel number field.

9. Click the Choose icon (or press Enter).
The HR Master Data screen displays the employee number and header information. You would
now be ready to perform the inquiry lookups you will be learning in the rest of the class.


Procedure 6: Locate Bechtel Alpha-Numeric Employee Number

Menu Path Human resources → Personnel management → Administration →
Display Master Data

Fast Path Transaction Code: PA20 Infotype 32

This procedure explains how to locate Bechtel alpha-numeric employee numbers.
Use the menu path above and click the Display master data button on the toolbar, or use the
transaction code above. SAP displays the Display HR Master Data screen.

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1. Complete the following fields:
Note
In the table below, Field Names in boldface type indicate that you are
required to enter information or to make a selection. Example: you must make an entry in
the Personnel number field.

Field Name User Action and Field Description

Personnel Enter: 111111
number

Infotype Enter 32 in this field (or click on the Internal Control checkbox).

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10. Click on the Display icon .
• If the employee does not have an alpha-numeric employee number, the message “No Data
Stored For Internal Control” appears on the bottom of the HR Master Data screen.
• If the employee does have an alpha-numeric employee number, the Internal Control
(Infotype 32) screen appears with the Previous Person number displayed.
The Display Internal Control Screen (Infotype 0032)

11. Click the back icon . SAP until displays the Display HR Master Data screen.

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