Implementing Payment Information

The MDF-based Payment Information portlet on the Personal Information page allows HR administrators and employees to maintain the complete set of payment information in an effective-dated manner and per employment.

Note: The MDF-based Payment Information is based on the employment of the employee. Therefore, in order for MDF-based Payment Information to work, the job information and job country of the employee must be set up. The country picklist should also be updated, including the 2/3-letter ISO country code.

Prerequisites for Payment Information:

Checking the Provisioning Switch: The MDF-based payment information is controlled by the Enabling of New Payment Information (MDF-based, effective-dated, and employment-specific) Provisioning switch.

Note: Enable Payment Method in Payment Information even if Payroll Integration is not enabled.

Procedure:

• Go to Configure Object Definitions.
• Choose Object Definition.
• Select objects related to Payment Information, such as Payment Information, Payment Method, PaymentInformationV3.

Enabling Validation Switches: There are two switches for Payment Information Validations available in Admin Center. You can enable or disable these validations at any time.

Procedure:

• Go to Company System and Logo Settings.
• Select the Enable Bank Account Validations checkbox.

Note: This validation checks the country-specific format and deep validations for:

1. Account Number
2. Routing Number
3. IBAN
4. Business Identifier Code (BIC / SWIFT code)

• Select the Enable Payment Information Validations checkbox.

Note: This validation contains the following checks:

1. Percentage check: no more than 100% in Percentage field
2. Percentage check: no more than 100% overall calculated within same Pay Type
3. Check for duplicate record with same values within same Pay Type
4. Check for empty Pay Type (Pay Type is a mandatory field)

• Choose Save Company System Setting.

Setting Up Role-based Permissions:

Set up role-based permissions for Payment Information and related objects.

Procedure:

• Go to Configure Object Definitions.
• Select Object Definition in the first and Payment Information in the second drop-down menu.
• Choose Take Action > Make Correction.
• In the Securities section, select the following:

• Choose Save.

Note: Payment Information is continuously localized. Countries which require any country-specific field are listed as Payment Information Detail XXX. The XXX means the 3-letters ISO code of the country. Please specify the necessary permissions for each of the relevant country- specific Payment Information Details. When a new country is localized and it has a country- specific field it is automatically displayed in the miscellaneous permissions with all options unchecked.

Configuring Payment Methods:

Payment Method is a key mandatory field in Payment information. You create or edit Payment Method from the Admin Center or from the Payment Information portlet (based on granted role-based permissions).

Procedure:

• Go to Manage Data.
• In the Create New field, choose Payment Method.
• Enter the relevant information:

1. External Code: Enter a code for the payment method, for example 05.
2. External Name: Enter a type of payment method, for example Bank Transfer.
3. Payment Method Assignment: Select the countries to which the payment method (for example, Bank Transfer) is associated. Ensure to use a country where the employee is employed in (job country).

• Choose Save.

Note: You can create as many Payment Methods as required by your company and enter any codes and names. However, all Payment Information templates available in SuccessStore refer to the following standard Payment Methods:

Do not use external codes 07 and 08. These are preserved codes.

Setting Up Payment Information:

Setting Up the Configuration UI:

SAP recommend using the standard UI template. You can import the standard configuration UI from the SAP Software Download Center or create your own configuration UIs for the new Payment Information portlet. After you import and/or create configuration UIs, you use Manage Data in Admin Center to specify which configuration UI should be displayed.

Note: The Payment Information UIs should be set in the Form layout only to avoid any problems. Once you've entered the ID and Base Object, in the Payment Information section, use the mouse to hover over the section and select Edit Properties. In the Properties pop-up, under Layout, select Form.

How do you create the Configuration UI?

• Go to Manage Configuration UI.
• You can use the imported configuration UI as a basis for creating your own configuration UI, or you can create your own configuration UI from scratch.

1. To use the imported configuration UI as a basis, select XX(CurrentRelease)_Payment_Information_Portlet in the Search field, and change the text in the Id field.
2. To create your own configuration UI from scratch, click Create New and enter the relevant information.

• ID: Enter a meaningful text.
• Select Base Object: Select Payment Information in the dropdown menu.
• Edit the configuration UI based on your needs.
• Click Save.

Note: Under Manage UI Rules (this appears when you hover over Payment Information on the left-side of the screen), you can create your own rules or adjust the pre-delivered rules according to your requirements. Please be aware that you activate the pre-delivered rules by reselecting the values in the IF section of each rule.

How do you specify which configuration UI is displayed for the new Payment Information portlet?

• Go to Manage Data.
• In the Create New dropdown menu, select Personal Information Screen Lookup.
• Enter the relevant information.

1. objectType: Select Payment Information in the dropdown menu.
2. screenID: Select a configuration UI. This determines the UI displayed for the new Payment Information portlet on the Personal Information page.

• Select Save.

Setting Up the Required Business Rules:

With every new release, SAP provides an updated set of business rules and associated messages for Payment Information. The rules are designed for some country-specific checks and further flexible validations. You can adjust the rules according to the requirements of your company.

Uploading Business Rules and Associated Messages:

• On the SAP Help Portal for Employee Central, go to Implement. Under Configuration, select the required set of messages (xxxx_Payment_Information_Messages_for_Rules).
• Select Import Now.
• Select the corresponding set of Business rules: xxxx_Payment_Information_Rules and select Import.

Note: You must import message definitions first, then import your rules.

Under Monitor Job you can check if the import was successful for both sets. Once successfully imported, the business rules can be found in the Rule repository, under Configure Business Rules. For messages, please go to Manage Data. Enter Message Definition and search for each Message ID.

Assign Business Rules to the Payment Information Object:

• Go to Configure Object Definitions.
• Under Search, select Object Definition. In the second dropdown menu, enter Payment Information.
• Select Take Action and choose Make Correction.
• Go to details of the jobCountry field and under Rules add the rule setMainBank_PaymentInfo so that the rule is applied onChange of this field.
• Click Done and Save.

Assign Business Rules to Payment Information Detail Object:

• Go to Configure Object Definitions.
• Under Search, select Object Definition. Enter Payment Information Detail in the second dropdown menu.
• Click Take Action and select Details Make Correction.
• Assign setCurrency_PaymentInfoDetails rule to the payType field. This rule sets the default currency, which is derived from the job country of the employee.

1. Under Rules, assign the setCurrency_PaymentInfoDetails rule and click Done.

• Assign the setBankData_PaymentInfoDetails rule to the Payment Method field. This rule sets default bank data such as Bank Country and Account Owner.

1. In the list of Fields, click Details beside the paymentMethod field.
2. Under Rules, assign the setBankData_PaymentInfoDetails rule and click Done.

• Under ValidateRules, in Rules of Payment Information Details, add each of the rules listed and click Done:

Posting Instructions:

Adding Payment Information to People Profile:

Add the payment information block to the people profile for easier access.

Procedure:

• Go to Configure People Profile.
• Scroll to the bottom of the left panel and click Add New Section.
• After you added the new section, please add relative labels to both the block and the portlet.
• Go back to the list of Available Blocks in the right panel. Scroll to the bottom. Drag the Live Profile MDF Information block into the available Place block here portlet holder in the left panel.
• After the block has been added, click on the block in the left panel and some more options are provided in the right panel. Here you can select the MDF Screen ID you created for Payment Information. It is displayed with the Manage Configuration UI ID that you specified when creating the UI. Select and click Save.

You now see the portlet in People Profile and can add or edit data for employees.

Using a Bank Directory (Optional):

In Employee Central and Employee Central Payroll, you can set up a Bank Directory. The Bank Directory serves as an additional validator for bank details (Routing Number and Business Identifier Code), and as a value help on the Payment Information portlet.

Note: SAP SuccessFactors does not provide any content for the Bank Directory.

Setting Up Role-Based Permissions:

To set up role-based permissions for Bank Directory perform the following steps:

• Go to Manage Permission Roles.
• Choose Take action > Edit for the role you want to edit. Afterwards, click the Permission button.
• Click MDF Foundation Objects, and select the necessary permissions for Bank and click Done.

Manually Create or Upload the List of Banks:

You can manually create or upload your list of banks. Please ensure the data in your list is correct.

For manual creation, please proceed similar to other MDF objects. Go to the Manage Data. Create New, choose Bank, and fill in all required fields. Save your changes.

If you are importing the bank file, go to the Import and Export Data and choose Import. Under Generic Object, choose Bank and browse to find the CSV file to be uploaded. This CSV file should follow the recommended format for imported files in Employee Central (UTF-8 encoding). Import your bank CSV file.

Note: To help ensure that the file is in the correct format and has all the required columns, you can first export the Bank file. You can use this file as a template. Go to Import and Export Data. Select Bank as the Generic Object, choose Yes for Include Dependencies, and choose No for the other settings.

During the import, the system performs the same format and / or deep validation for Routing Number and Business Identifier Code (BIC), as in Payment Information. If you want to turn off the validation, please uncheck Bank Account Validations under Company System and Logo Settings > Company System Setting.

Setting Up the Configuration UI:

Set up the configuration UI for connecting Bank Directory to Payment Information portlet.

If you use the latest Standard Configuration UI from the SuccessStore, you can skip this step. Otherwise, please adjust the Payment Information Configuration UI by adding the Bank field to it.

Using Bank Object in Payment Information:

The Bank Object is connected to Payment Information with the Bank field. You can search for a Bank Name, City, Routing Number, Business Identifier Code, Branch Name or just select a Bank from the picklist. The bank name is the displayed in this field. Routing Number and Business Identifier Code are automatically filled with the details provided in the bank directory. The Bank field displays the selected bank only, when it is unique in combination of Bank Country, Routing Number and Business Identifier Code.

In the standard Configuration UI, there is a UI rule Bank available, which makes the Routing Number fields and Business Identifier Code fields not editable. If a bank is selected, the employees cannot accidentally overwrite the data.

Using Customized Pay Types (Optional):

If you need to rename the Standard Pay Types and / or restrict their visibility based on job country of employee, you can set up Customized Pay Types.

Customized pay types are sub pay types associated with a standard pay type. For example, if standard pay type is 'Bonus', then the customized pay type could be 'Christmas Bonus'. You can create only one customized pay type for any given standard pay type.

For the MDF-based Payment Information portlet, there is a mandatory key field Pay Type, with an associated picklist. The following Standard Pay Types are available and cannot be changed:

• Main Payment Method
• Payroll
• Bonus
• Expenses

You can enable and disable the Customized Pay Types feature at any time. It enables you to create up to four Customized Pay Types with the required country assignment, each of them linked to a Standard Pay Type, which ensures the standard portlet behaviour.

Note: You need to enable the Custom Pay Type field from the Payment Information Detail v3 object definition before you follow the role based permission configuration steps. First, you make the field visible from the object definition. Then, you give the necessary role-based permissions.

Setting Up Role-Based Permissions:

• Go to Manage Permission Roles.
• Select the appropriate role. Choose Take action > Edit for the role you want to edit.
• In the Permission settings, choose Permission.
• Under User Permissions, select Miscellaneous Permissions, and select the necessary permissions for Customized Pay Type.
• Click Done, and then Save your changes.

Creating Customized Pay Types:

After identifying, which Standard Pay Types you want to use in your company (per job country), create your Customized Pay Types and assign the relevant countries.

1.?????Go to Manage Data.

2.?????In the Create New dropdown menu, select Customized Pay Type.

3.?????Enter the relevant information.

• External Code: Enter a code for the Customized Pay Type.
• Name: Enter a name for the Customized Pay Type.
• Standard Pay Type: Select one of the Standard Pay Types from the dropdown list. Your Customized Pay Type is mapped to this Standard Pay Type.
• Customized Pay Type Assignment: Choose a county from the dropdown list. You can assign as many countries as you wish.

4.?????Click Save and repeat steps 2-4 to create more Customized Pay Types.

Setting Up Configuration UI:

To expose the field to your employees on their personal information page, adjust the UI.

• Go to Manage Configuration UI.
• In the Search field, choose your configuration UI ID.
• In the details section choose Add Field.

The field is automatically added at the end of the list.

• To edit the properties of the new field, click Edit Properties.

1. On the Properties window choose:

• Value Type: Resolver
• Value Type Resolver: Please navigate to the entry Customized Pay Type.
• Rule: To ensure the UI behaviour according to the Standard Pay Type, you can assign the UI rule MainPayType here.

2. Click OK and return to the Manage Configuration UI screen.

• Place the new field on the UI. We recommend to place it on the top, by drag and drop.
• Decide how you want to treat the Pay Type field. Choose Edit Properties. You can either set the field to read-only by selecting Editable: No. Or you can hide it by selecting Visible: No.

Note: If you do not create a customized pay type, you cannot set the 'Main Pay Type' field to 'Not Visible'.

• Save your changes.

Breakdown of Country-Specific Bank Validation Rules:

Depending on the bank country or region, certain format validation checks are performed for Account Number, Routing Number, Bank Identifier Code (also known as BIC or SWIFT code), IBAN and country/region-specific fields. IBAN and Bank Identifier Code format validation is based on the respective ISO norm. It is also valid for countries which are not yet officially localized in SuccessFactors Employee Central and SuccessFactors Employee Central Payroll.

Country/Region Validations for Payment Information

UI Rules:

The following UI rules are applied to payment information.

Configuring a Country-Specific Bank Validation Object:

A country-specific Validation Configuration Object contains bank data validations for a particular country that are applied when an employee enters their bank data using the Payment Information Portlet. This ensures the personal account entries are in compliance with the country requirements.

Configuring a New Bank Validation Object:

• Go to Manage Data > Create New and choose Country-Specific Validation Configuration. You can change existing configuration for a country as follows:
• Choose a country for which you will enter bank data configuration details.
• Under Details, choose an option from the You can Object to be Validated menu. The options are Accounting Number, Routing Number, IBAN and BIC.

If you choose Account Number or Routing Number, the field Validation Type appears on the screen, with three selection options:

1. Character Set Based
2. ISO Swift Format Based
3. Algorithm Based

Validation Types:

Character Set Based:

• Length(s) Allowed: if the length is specified, you can make an entry in the field with separating commas like this: 5,7,9-11 which means that allowed lengths are 5, 7 or the interval from 9-11 inclusive.
• Numbers Allowed: if you want to allow the entry of numbers, set the value of this field to Yes.
• Letters Allowed: if you want to allows the entry of letters, set the value of this field to Yes.
• Other Allowed Characters: if you want to allow the entry of special characters, for example hyphens, you can make an entry in the field with separating commas like this: -,&,~

ISO Swift Format Based:

If you choose the ISO Swift Format Based validation type, you'll see the following field:

• Is Reference: If you set the entry in this field to Yes, you will see the following field:

1. IBAN Reference Country: from the drop down menu, you can choose one of the reference countries for which IBAN configuration is already entered with an active status (Is Validation Performed set to Yes, and Is Reference set to No)

• Is Reference: If you set the entry to No, the following fields will appear on screen:

1. IBAN Length without Spaces: here you can enter the exact length for IBAN; spaces are not counted.
2. IBAN Format: you can enter an ISO SWIFT Format.

Algorithm Based:

Algorithm Based validation is available as follows:

• Routing Number: Russia, Czech Republic, New Zealand, Netherlands and the USA.
• Account Number: Russia, Czech Republic and New Zealand.

If you need to perform validation for an object type while entering bank data in the payment information portlet, set the status of the field Is Validation Performed to Yes.

Changing Existing Configuration:

• Go to Manage Data.
• Choose Country Specific Validation Configuration.
• Select a country for which you need to adjust the configuration.
• Choose Take Action > Make Correction.
• Change the configuration data as needed, then choose Save.

Frequently Asked Questions:

Some of the most common questions about using Payment Information.

When do I use Configuration UI rules and when I use Business Rules?

Basically, when you think about handling field properties, use UI rules. When you think about handling values, use Business Rules.

• UI rules are embedded in the Configuration UI. You can access and configure them in the particular Configuration UI. Therefore, on the Manage Configuration UI screen select the relevant UI. Then, mouseover the header section and select Manage UI Rules. You use UI rules for dynamically displaying or hiding fields on the UI or making fields editable or read-only, based on a certain condition. Please do not use UI rules for defaulting values.
• Business rules can be accessed and configured under Configure Business Rules. You can use them for setting certain values, for defaulting values, deleting values from fields based on a certain condition or another field.

What is pay sequence in Payment Information?

When you create several Payment Information entries and save them, each of them is automatically assigned a read-only sequential number (Pay Sequence). The Pay Sequence corresponds to the order in which the entries appear on the UI, and is adjusted whenever you reorder and save them. The field is not included in the standard configuration UI template, but it is visible on the Manage Data UI. When the data is extracted via an API or downloaded, the field can be used to sort the Payment Information entries in the correct order.

How can I check the uniqueness of Bank in Bank Directory?

The Bank field can only display Bank data if the selected Bank is a unique entry in Bank Directory (in combination of Bank Country, Routing Number and Business Identifier Code). To check, whether the selected Bank is unique go to Manage Data and search for Bank. Additionally, enter for example the Routing Number of the Bank. If more than one entry for the same Bank Country, Routing Number and Business Identifier Code is displayed, your Bank is not unique.

Why are country-specific fields not imported?

When taking over and importing country-specific data from your old system into Employee Central Payroll, your data is not imported. Therefore, the data won′t be visible on the UI. To make your country-specific fields visible on the UI, execute the following steps:

• Prepare a ZIP file containing the following files:

1. Payment Information – Details.csv
2. Payment Information.csv
3. Payment Information Detail-Payment Information Detail.csv
4. import.properties
5. import_sequence.csv

• Insert a dummy reference ID. The country-specific field data can then be mapped to the according payment information detail record.

Please assign in file Payment Information – Details.csv a dummy ID in column toPaymentInformationDetailV3.externalCode and refer to it in file Payment Information Detail-Payment Information Detail.csv in column toPaymentInformationDetailV3.externalCode.

• Import the ZIP file to Employee Central Payroll.

How can the Payment Information portlet be hidden?

• You can completely remove the portlet from the personal information page. Therefore, go to Manage Data and select Personal Information Screen Lookup / Payment Information and delete it. Only the linking of the Payment Information portlet to the Personal Information Page is then deleted. All data and the Configuration UI template remain unchanged.
• You can hide the payment Information portlet, to update the Configuration UI with any new fields, . In this case, set role-based permissions for your Personal Information Screen Lookup. Go to Configure Object Definitions. In the first dropdown select Object Definition and in the second dropdown list select Personal Information Screen Lookup. Choose Take Action > Make Correction. In the Security section select.

1. Secured: Yes
2. Permission Category: Miscellaneous Permissions

Then go to Manage Permission Roles and enter the relevant permissions. Now only administrators can see the portlet under Personal Information page. Once you are done, either reset the permissions or change back to standard in your Object Definition for Personal Information Screen Lookup.

I’m able to edit the ‘Country’ and ‘Currency’ objects from the Employee 3ro?Oe Page but I should only have permission to view these objects. How can I prevent this scenario?

‘Country’ and ‘Currency’ objects can be made not-editable in ‘Employee 3rofile Page’ if the user has only been given permission to view these objects in the employee profile.

To make the country field non-editable for a user, you can follow steps below:

• Go to Configure Object Definition of the object 'Country'

Take Action → Make Correction

Under 'Security' change the 'Secured' field from 'No' to 'Yes'

Set the 'Permission Category' field as 'Miscellaneous Permissions'

• Go to View User Permissions

Make note of all the Permission Roles that the particular user has for the object ‘Country’ under ‘Miscellaneous Permissions’ section in ‘View User Permissions’.

• Go to ‘Manage Permission Roles’.

Go to each of the Permission Roles that you noted from Step 2 and give ‘View’ permission for the ‘Country’ object which is under the ‘Miscellaneous Permissions’ section.

Dangling reference for country and currency objects:

If you see the error ‘Sorry, the selected payment method Bank Transfer for pay type Main Payment Method is not available for the country of your job.’ while saving Payment Information record, follow these steps:

• Check if there is a country assignment for the Payment Method that you have given.

Go to Manage Data > Payment Method and check the country assignment.

• If it exists, check if the country object has been deleted. If it has been deleted, create a new country object, delete the existing country reference from the Payment Method and reassign the country reference.
• If any change was made to the existing country object, delete the country reference in Payment Method and reassign the country reference.

I want to check if a user has permission to view or edit any of the fields in Payment Information object

• Go to the View User Permissions.

Make note of all the ‘Permission Roles’ that the particular user has for the field for that particular Payment Information object under ‘Miscellaneous Permissions’

To view, change or edit the relevant permissions, do the following:

• Go to Manage Permission Roles.
• Select the required role.
• Select the Permission button. Select Miscellaneous Permissions and select the necessary permissions for all the objects related to Payment Information, including Country Specific Payment Information Objects.
• Select the Field Level Overrides checkbox and select the fields and give the permissions as required.

I imported the files for the Payment Information Portlet and/or Country Specific Validation Configuration and the fields are not available on the UI.

Go to the Manage Configuration UI. In the <search> field enter the UI that is not displaying the fields, then refresh the UI by selecting the Manage UI rule. Make a small change in the rule and select Save. Return and undo the change, then save the rule with the original content.

Check Tool Implementation:

The system performs certain checks when processing payment information. If the check is successful, the system continues as normal. If the check is unsuccessful, the system will display a relevant error or warning message.

Configuration UI Association Check:

This check verifies if a Configuration UI is associated to the Payment Information-specific Look Up object “Personal Information Screen Lookup”. If the Config UI is associated to the object, the check is considered successful.

Pending Data Check:

If a workflow is associated to the Payment Information Object Definition, these checks if the Pending Data flag in the same Object Definition is set to “Yes” or “No”. If the flag is set to “Yes”, the check is considered successful.

Payment Information Detail Field Visibility Check:

This check validates the visibility and condition association of the fields ‘payType’ and ‘payment method’ of the object ‘PaymentInformationDetailV3’. The check is considered successful if neither of the two fields mentioned above have condition associations set on them and visibilities of the fields are set to either ‘Editable’ or ‘Read Only’.

The check is unsuccessful if the visibility of one or both of the fields is set to ‘Not Visible’ or if any of the fields have condition associations set on them in the object definition. The system will display the relevant error message.

Payment Information Field Visibility:

This check validates the visibility and condition association of the fields ‘Worker’, ‘Effective Start Date’ and ‘Job Country’ of the object ‘PaymentInformationV3’. The check is considered successful if none of the fields mentioned above have condition associations set on them and visibilities of the fields are set to either ‘Editable’ or ‘Read Only’.

This check is unsuccessful if the visibility of any of the three fields are set to ‘Not Visible’ or if any of the fields have condition associations set on them in the object definition. The system will display the relevant error message.

Payment Information Layout Type:

This check determines which layout type is used for the payment information configuration UI. If the layout type used is anything other than ‘Form’ that is, either ‘Grid’ or ‘Flow’, the check fails. The system then displays an error message showing the current layout property in the configuration UI.

UI Rules:

This check identifies the UI rules for the payment information configuration UIs that set field values. The check fails if the UI rules used to set field values also display the error message which includes the configuration UIs and the UI rules that are used to set values of payment information object fields.

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