How to Create Personnel Numbers in FI?

Question

Hi All,
Hope you're well.  Sorry to bother you,
I am currently working as SAP support in FI/CO and 1 of my tasks is to create personal No's for staff so when an expense invoice is being posted into FI, the AP clark could have the option of filling the Personnal No for an employee so we could then run a report to show all journeys/expenses the employee has taken.
I have my own number range which I would like to use.  Also all employees have vendor accounts opened under there names.
I would need to create a vendor range for employees or do I just use the preivious employee numbers?
Could you kindly help me by explaining the steps I need to take from the start.  Including Tranaction Codes if possible.
Your help is much appriciated,
Many thanks in advance
Alex

Answer 1

Hi,
Personnel numbers are created in HR module of SAP and to supplement the expense related postings we create employee vendors in FI module.
To make this happen we should use the transaction PRAA which automatically copies the HR master data from HR tables and fills it up in the employee vendor master record.
However the program only copies client level data, that is, name address and all.
The company code level data still needs to be updated in the employee vendor master record. This data comes from the reference vendor which you need to mention in the PRAA selection screen.
When you execute the program PRAA for creating employee vendors for the selected Personnel Numbers, the program copies recon accounts, payment terms, house bank etc froom the reference vendor.
For using PRAA transaction, the following details must be filled up in the corresponding HR master record:-
1.) Actions (Infotype 0000)
2.) Organizational Assignment (Infotype 0001)
3.) Personal Data (Infotype 0002)
4.) Permanent Residence (Infotype 0006 Subtype 1)
5.) Bank Details (Infotype 0009 Subtype 0 or 2)
If these are not present, the program will give you an error and tell you what information is actually missing.
Now regarding the number range, you should create a separate account group for employee vendors and assign a number range to it.
If you want the personnel no=vendor number then you will have to make the number range as external and adjust the user exit routing 'SET_VENDOR_NO_BY_USER' (in include RPRAPAEX_001).
Please read the PRAA documentation (which is given in the blue coloured "i" button on the PRAA screen next to execute button).
Using PRAA also helps in cases where exmployee is getting transferred from one company code to another. It gives better control to the system.
You should avoid using FK01 and XK01 for creating employee vendors.
Best of luck,
Nitish