General Provident

General Provident Fund
Introduction:
This document explains the developed solution for General provident fund process capture
in SAP FI/HR/PORTAL modules. All the absorbed employees of BSNL are part of General
Provident Scheme whereas directly recruited employees are not members of this scheme.
BSNL maintains records of GPF contribution collected from employees salary and remits
the money to DOT (Department of Telecommunications). BSNL is working as agency on
behalf of DOT to collect contribution from employees salary and also make recoveries of
the loans extended to the employees. It also acts as an agent with respect to the payment of
GPF withdrawals and advances. However, subscriptions collected and loans recoveries
made are subsequently transmitted to the DOT. BSNL also receives the loans extended to
employees and the withdrawals made by them. When an employee retires, final payment
of GPF is directly made by DOT to the employee; BSNL is not involved in this process.
Purpose:
The purpose of this document is to present to the procedure in a concise and step-wise
manner.
Scope:
The scope of the document is to provide the information about the usage of GPF
Accounting System.
GPF SAP ABAP Development:
Two custom tables have been created for capturing relevant information for GPF process.
Following are the details of the tables:
a. ZGPFSUM Table for GPF Ledger Data Opening Balance and for Transfer In
Field GPF number and Personnel No. will be unique fields. Opening data for existing
employees at the time of cutover procedure will be uploaded in this table. BDC has been
developed for the upload of data. This is a one time activity and for initial upload of the
opening balance of GPF.
In case of the transfer-in employees (from DOT to BSNL), a screen has been developed
(t-code ZFI093), which will capture data and store in this table.
Page 1 of 30
To view the above screen, type se11. This will take you to the screen ABAP
Dictionary:Initial Screen as below:
Page 2 of 30

Type ZGPFSUM as above and click on display.
For those cases where data needs to be uploaded for new employees (including transferin employees), balances will be uploaded manually. Z screen is developed for the same; T
code is ZFI093.There is check on existing perner number i.e. if data exists for the
employee it will give error data already exists.
S.N
o
1
Field
Description
ICNUM
GPF Number
PERNR
3
4
ZMONTH
AMOUNT
5
6
7
ZZMONTH
GJAHR
ZADVANCE
ZWITHDRAWAL
IBB
Purpose
This is the GPF number of employee,

it is unique field
Personnel No.
This is the personnel number of
employee, it is unique field
Date
As of Date on which data is valid
Amount in Local Amount of GPF-Opening Balance
Currency
Month
As of Month for which data is valid
Fiscal Year
Fiscal year of data entry
Advance Balance
Amount of GPF advance opening
Balance
Withdrawal
Amount of GPF withdrawal opening
Balance
Balance
IBB balance
Amount of GPF balance with the
DOT
b. GPF Summary Data Table:

GPF LEDGER is the summary data table and shall be used to capture GPF related data
like:
GPF Number, Personnel Number, Month and Fiscal Year will be the unique field.
Data will be uploaded and updated on monthly basis.
Carry forward program, interest calculation program and adjustment program

execution run status will also be maintained in table.
Page 3 of 30
S.N
o
1
Field
Description
Purpose
ICNUM
GPF Number
PERNR
MONTH
Personnel
Number
Month
GJAHR
Fiscal Year
AMTSUB
AMTRU4
Subscription
Amount
Recovery
Amount up to 4th
AMTRA4
This is the GPF number of

employee, it is a unique field
This is the personnel number of
employee, it is a unique field
Month for which data is being
captured
Year for which data is being
captured
Amount of GPF subscription
deducted from salary
Amount of recovery against
advance taken by employee, if
paid before 4th
Amount of recovery against loan
taken by employee, if paid after
Recovery
Amount after 4th
Page 4 of 30

8
9
AMTADV
BUTXT
10
ENAME
11
CLOSING
12
IBB
13
AMOUNT
14
15
BUKRS
RECOVERY
16
ADVANCE
17
WITHDRAWAL
18
ZOPENWITH
19
ZCLOSEWITH
20
21
ZOPENADVANCE
ZADJUSTMENT
22
ZDIFFERENCE
23
24
ZINTEREST
ZDISCREPENCY
25
INTERESTFLAG
26
CARRYFLAG
27
ADJUSTMENTFLAG
Advance-Month
Name
of
Company Code
or Company
Formatted Name
of Employee or
Applicant
Closing BalanceGPF
Closing balanceDOT
Opening balanceGPF
Company Code
Recovery-Month
4th
Advance/loan taken by employee
Name of company code
Employee name
GPF closing balance as per
BSNL
GPF closing balance as per DOT
GPF opening balance as per

BSNL
Company Code
Month in which recovery
deducted
Cl.
Advance- Closing balance of advance for a
Month
particular month
WithdrawalWithdrawal for a particular
Month
month
Opening
Bal- Opening balance of withdrawal
Withdrawal
Cl
Bal- Closing balance of withdrawal
Withdrawal
Op Bal- Advance Opening balance of advance
Adjustment
Any adjustments for difference
between BSNL and DOT balance
Diff. DOT/BSNL Any difference between BSNL
and DOT balance
Interest Amount
Yearly interest on GPF balance
Discrepancy Type Reason for difference in BSNL
and DOT balance
Interest Program Flag for adjusted interest
Flag
calculation
Carry
Forward Flag for carry forward of
Program Flag
balances
Adjustment
Flag for adjustments done
Program Flag
Page 5 of 30

Associated Programs and Transaction codes:
List of the programs and transaction codes developed are given below (along with the
screenshots)S.N
o
Program
Transaction Purpose
code
SAPMZFI093_GPF_SUMMARY
ZFI093
To update GPF
opening balances of
employee
(BDC
ZFI140).
s
Employee No Should be the same as the Perner No in PA30
GPF Account No Should be the same as in PA30 (Infotype 0185, Sty 06)
Date Should be the first of the month in which we are uploading the opening balance of
the employee
GPF Ledger Opening Balance This should be the amount as on the 1st of the month in
which the opening balances are getting uploaded
GPF Advance Outstanding Balance This should be the amount as on the 1 st of the month
in which the opening balances are getting uploaded
IBB Interest Bearing Balance. This should be the amount as on the 1 st of the month in
which the opening balances are getting uploaded
GPF Subscription The subscription should be of the last month
Page 6 of 30

GPF Advance Recovery The amount collected from employee towards loan recovery in
the last month
S.No Program
Transaction
code
Purpose
ZFI094
Updates
table
ZGPFLEDGER from
HR payroll tables.
S.No Program
Transaction
code
Purpose
ZFI095_GPF_LEDGER_REPORT
ZFI095
Multiple employees
Month-wise report
S.N
o
Program
Transaction Purpose
code
ZFI108_GPF_DOT_REPORT
ZFI108
ZFI094_GPF_DATA
Report to display
advances
and
withdrawal amount
Page 7 of 30

recoverable
DOT
S.N
o
Program
Transaction Purpose
code
ZFI124_GPF_CLAIM_REPORT
ZFI124
S.N
o
Program
Transaction Purpose
code
ZFI140_BDC_OP_BAL_GPF
ZFI140
from
Report to display
subscription
and
recovery
amount
payable to DOT
BDC to upload GPF

opening balances
Page 8 of 30
S.N
o
Program
Transaction Purpose
code
ZFI142_GPF_FORWARD_BALANCES
ZFI142
S.N
o
Program
Transaction Purpose
code
ZFI147_GPF_INTEREST_CAL
ZFI147
S.N
o
Program
Transaction Purpose
code
To carry forward
GPF balances
To calculate yearly
interest
Page 9 of 30

9
ZFI172_GPF_CONSOLIDAT_LEDGER
ZFI0172
GPF consolidation
report
S.N
o
Program
Transaction Purpose
code
10
ZFI170_GPF_LEDGER_REPORT
ZFI173H
GPF
ledger
financial year
On executing the above (in the example above, it is done for only one employee), the
screen that appears is as below-
Page 10 of 30
for
S.N
o
Program
Transaction Purpose
code
11
ZFI180_GPF_LEDGER_BALANCE
ZFI180
S.N
o
Program
Transaction Purpose
code
12
ZFI_GPF_ADVANCE_WITHDRAWL_MEMO
ZFI183
S.N
o
Program
Transaction Purpose
code
13
ZFI170_GPF_LED_HEADER_REPORT
ZFI173H
DOT
receivable/payable
schedule
Advance/Withdrawal
sanction memo
LEDGER
MODIFIED
Page 11 of 30
S.N
o
Program
Transaction Purpose
code
14
ZFI_187_GPF_BROADSHEET
ZFI187
S.N
o
Program
Transaction Purpose
code
15
SAPLZFI_GPF2
ZGPFINT
GPF
BROADSHEET
MAINTAINING
INTEREST
IN
TABLES
Page 12 of 30
S.N
o
Program
Transaction Purpose
code
16
ZFI60_UPDATE_ZFPFLEDGER
ZFI60
UPDATE OF PRE
GO-LIVE
GPF
BALANCES
Page 13 of 30
GPF data is to be captured as of 01 st of any month, This is mandatory as per program

logic.
The data stored in ZGPFSUM table will be as per the example given belowSuppose, the date of data entry in ZFI093 is 1/10/2012. The balances stored would be as on
30/9/2012.
GPF Accounting Process:

This section explains the steps involved in updating tables specified above and related
accounting impact. GPF accounting is divided into two parts:
Initial Upload
This step is relevant for uploading opening balances for any site going live on SAP. During
cutover, this table shall be uploaded with the opening amount of GPF balances.
ZGPFSUM table will be updated for the first time as mass upload (t-code ZFI140).
This is legacy upload of data for all the POC locations; as and when any location goes live.
Following format can be used for uploading opening balancesPRE GO LIVE
MONTHS UPLOAD FORMAT.xlsx
For transferred In employees, specific screen has been developed which will capture the
details as and when an employee joins the POC location.
Monthly Payroll Process

Deductions on account of General provident funds subscription or on account of refund of
any loan shall be initiated on the salary paid to employee. This process has a dependency
on finalization of payroll for a particular month, for an organizational unit. This process
will be handled by HR.
Page 14 of 30

Advances and withdrawals will get updated in ZGPFLEDGER table from HR tables
through functional module ZHRFM_GPF_DATA. This functional module will be executed
once in a month after payroll run. This will be executed by the person responsible for
payroll postings.
Function module ZHRFM_GPF_DATA will update GPF ledger. T-code ZFI094 is used for
the update of GPFLEDGER table on monthly basis (using function module
ZHRFM_GPF_DATA). This t-code needs to be scheduled monthly after payroll run.
This process step shall be carried out after finalization of payroll run for an organizational
unit and person responsible for executing payroll shall carry out this step as well. This
transaction code should be part of payroll processor role, as this scheduling has to happen
after payroll run only.
Advance and withdrawal process
GPF Withdrawal and

Advance Process IN ESS.docx
Interest Calculation
At the end of year interest calculation will be done and interest posted in GPF ledger tcode ZFI147. Interest calculation would be done on the IBB balances.
Note: Tick the check box to run in simulated form
Page 15 of 30
Once interest is posted, carried forward program will be run; this will carry forward.
Balance Carry forward
To carry forward balances, the T code is ZFI142
Note: the check box to run in simulated form

Interest Bearing Balance
It is expected that the IBB balances will be obtained after few months of fiscal year
closing. For upload of IBB t-code ZFI141 has been developed, which will upload these
balances in GPF ledger for the closed fiscal year.
Reports
This section covers reports developed for General Provident Fund
Page 16 of 30

1.
2.
3.
4.
GPF ledger statement available on portal to BSNL employees

DOT Claim receivable report
DOT payable report
Difference in BSNL and DOT balances report
1. GPF Balance for Employee
This information will available to employee at portal. Employee has to log in and put
employee code or GPF number to get the GPF statement.
This is available to BSNL on portal.

Screenshots attached below.
Enter Employee/GPF Details.
Page 17 of 30
Display Ledger Data
Details of employee GPF details can be printed in prescribed format by executing t-code
ZFI095. Screenshot appended belowPage 18 of 30
Enter the details as above and execute. This will take you to the following screen-
The print screen would appear as below-
Page 19 of 30

2. DOT Receivables Report
At the end of year, DOT receivables report is executed for sending it to DOT (ZFI108).
This report is developed in order to find out how much liability is on DOT on account of
advances and withdrawals given to the employees by BSNL on behalf of DOT.
The following report has to be developed in SAP-
3. DOT Payable Report

At the end of the year, DOT payables report is executed for sending it to DOT (ZFI124).
This report is developed in order to find out how much is payable to DOT on account of
subscriptions and recovery of advances made by BSNL on behalf of DOT.
Page 20 of 30
The screen given below has to be developed in SAP
4. Reconciliation Report
A Report showing difference in BSNL and DOT balances is created (t-code ZFI145). It
will show closing balance difference between IBB and BSNL.
Page 21 of 30
At the time when arrears are received, GPF contribution is computed with retrospective
effect of date of arrear. For employees contributing max value (one month of basic pay),
retrospective computation is NOT allowed in most cases but only allowed specific to DOT
order.
Responsibility: To be handled by HR
Transfer In/Out Cases
For cases of transfer IN, a manual screen is created, which will update the ZGPFSUM
table (t-code ZFI093). This will update manually table ZGPFSUM with GPF, ADVANCE
opening balance and recovery and subscription for last month. Through ZGPFSUM ledger
table ZGPFLEDGER will get updated for transfer IN cases.
For transfer OUT LPC (last pay certificate) will have all the details (including GPF details)
required for the employee to get details from SAP system and take it to NON POC
location. LPC details will be stamped and given to employee by the superior or the
appropriate authority.
Page 22 of 30
Terminology1. Subscription/Contribution- Monthly deduction will be done through HR payroll

on account of GPF monthly subscription/contribution.
2. Recovery- Recovery on account of advances against GPF balance recovered from
employee through HR payroll.
3. Advances- Refundable Loan taken by employee against GPF balance and balance
of the same is maintained in GPF Ledger.
4. Withdrawal- Non Refundable Loan taken by employee against the GPF balance.
Steps to upload GPF data in SAP1) Before any GPF data can be uploaded in SAP, first it needs to be checked if the
employee master data exists in SAP or not. To do so, the t-code is PA30. The
screenshot for the same is appended below:
Page 23 of 30

2) To upload any GPF related data, it needs to be confirmed if the GPF number (this
is unique to an employee) exists in the master data. To do so, in the t-code PA30,
type 0185 in Infotype and 06 in Sty ( see below):
Enter. Click on display. The GPF number unique to the employee is displayed. See the
screen below:
Page 24 of 30
In the example above, the GPF number of the employee number 98102358 (Asha Kaul) is
0770100581.
3) Once it has been verified that the master data for the employees exist and that they
have been assigned a unique GPF number, we move on to uploading of their GPF
data in SAP. In this, there can be 2 scenariosa. It needs to be uploaded for a single employee as and when need arises (in
case of Transfer In of an employee or a new joinee)
b. It needs to be uploaded for all the employees as on a given date
3.a) Where the data of an individual employee is to be uploaded, the t-code is
ZFI093. The screenshot is appended below:
Page 25 of 30
Note- The Employee No is unique to any employee and a check has been built in
the system to control from an employee number being used more than once. In case
an existing employee number is being entered on this screen, it would return an
error.
3.b) Where the data has to be uploaded for all the employees, the t-code is ZFI140.
The screenshot for ZFI140 is given below:
Page 26 of 30
The file which contains the mass data of all the employees is uploaded here.
4) The format in which the employee data is to be uploaded is given in the file
attached herewith.
TEST.xlsx
The fields in the file given are explained below (lets take an example of cut over
date of September 30th, 2012)
a) Employee ID unique to an employee
b) GPF number unique to an employee
c) Date the first date of the next month i.e October 1st, 2012
d) GPF balance The GPF closing balance of the last month i.e.
September 30th, 2012
e) Advance The closing Advance balance of the last month i.e.
September 30th, 2012
f) Subscription the subscription amount of the last month i.e for the
month of September, 2012
g) Recovery the recovery amount of the current month i.e for the month
of September, 2012
GPF Accounting Process:
This section explains the steps involved in updating tables specified above and related
accounting impact. GPF accounting is divided into two parts:
Initial Upload
This step is relevant for uploading opening balances for any site going live on SAP. During
cutover, this table shall be uploaded with the opening amount of GPF balances.
ZGPFSUM table will be updated for the first time as mass upload (t-code ZFI140).
This is legacy upload of data for all the POC locations; as and when any location goes live.
Following format can be used for uploading opening balances;
Page 27 of 30
GPF INITIAL UPLOAD

FORMAT_final.xlsx
For transferred In employee specific screen has been developed, which will capture details
as and when employee joins the POC location.
In case the go-live doesnt happen on the 1st of April for any given location, then the
balances of all the months prior to the go-live date starting from the 1st of April of that
given fiscal year has to be uploaded onto the system. The format to be used for this file to
be used is:
PRE GO LIVE
MONTHS UPLOAD FORMAT
Monthly Payroll Process

Deductions on account of General provident funds subscription or on account of refund of
any loan shall be initiated on the salary paid to employee. This process has a dependency
on finalisation of payroll for a particular month, for an organizational unit. This process
will be handled by HR.
Advances and withdrawals will get updated in ZGPFLEDGER table from HR tables
through functional module ZHRFM_GPF_DATA. This functional module will be executed
once in a month after payroll run. This will be executed by the person responsible for
payroll postings.
Function module ZHRFM_GPF_DATA will update GPF ledger. T-code ZFI094 is used for
the update of GPFLEDGER table on monthly basis (using function module
ZHRFM_GPF_DATA). This t-code needs to be scheduled monthly after payroll run.
This process step shall be carried out after finalisation of payroll run for an organizational
unit and person responsible for executing payroll shall carry out this step as well. This
transaction code should be part of payroll processor role, as this scheduling has to happen
after payroll run only.
Screenshots of the ZHRFM_GPF_DATA table is appended below:
Page 28 of 30
Advance and withdrawalFor advances and withdrawals, there is a set process in place with BSNL by way of which
an employee can make an advance and/or make a withdrawal from his GPF account.
Advance- refundable
Withdrawal- non-refundable
GPF Withdrawal and

Advance Process IN ESS.docx
Interest Calculation
At the end of year interest calculation will be done and interest posted in GPF ledger. The
t-code is ZFI147. Interest calculation is based on the IBB balances. As per discussion with
BSNL, there can be instances where the closing balances of the GPF and the IBB balances
of the GPF can be different.
Page 29 of 30
Note- Tick the check box to run in a test mode.

Once interest is posted, carried forward program will be run; this will carry forward
Balance Carry forward
Balances in new fiscal year t-code ZFI149.
Note: the check box to run in simulated form

Few additional points1. All employees are created as vendors in SAP.
2.
SOME SCENARIOS EXPLAINED
1. The perner number of an employee changes. Refer Mantis No 0002111 - GPF
balances not appearing in the pay slips due to change in Perner number.
Solution: Treat the employee as a new employee and insert the GPF data as done
for a new employee (ZFI093). For all the past months where his Perner number
was different, treat all such data as pre go-live data and upload on SAP. One year
past data should suffice for the purpose.
Page 30 of 30

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General Provident Fund