Payrollusermanual 200129203821
Payrollusermanual 200129203821
Payrollusermanual 200129203821
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Table of Contents
Document Control...........................................................2
Change Record.....................................................................2
Reviewers............................................................................2
Distribution..........................................................................2
Table of Contents............................................................3
Introduction....................................................................6
2. Salary Administration.............................................32
2.1 SA Overview................................................................32
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2.3 SA Salary Proposal.......................................................36
4. Payroll....................................................................54
4.1 P Overview..................................................................54
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4.13 P Setting Up User Tables, Columns and Rows...................73
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Introduction
The purpose of this document is to facilitate the functions of the ADMM Human
Resources and Payroll staff with a simple step-by-step guide to all the essential
functionality of the Oracle HRMS product.
Although this manual is by no means comprehensive in the scope of the
functionality, it does cover the core functionality relevant from an end user
perspective.
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1. Compensation Elements Setup
1. Defining an Element
8. Define Balances
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1.2 Defining an Element
Navigation Path: Total Compensation -> Basic -> Element Description
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9. Select a termination rule to determine how entries of the element are
processed after termination of the employee:
Actual Termination if you want recurring entries to close down on the
date the employee leaves. For a nonrecurring element, select Actual
Termination if you want the entries to close down at the end of the pay
period in which the employee leaves, or on the date the assignment
ends (the final process date) if this is earlier.
Final Close if you want the entries to stay open beyond the employee's
leaving date so that you can continue to pay the employee.
Last Standard Process for all recurring and nonrecurring elements if you
want their entries to close down on the Last Standard Process date or
on the date the assignment ends (the final process date) if this is
earlier. The Last Standard Process date defaults to the last day of the
pay period in which the employee is terminated, but you can set it to a
later period when you terminate an employee.
10. Select the Multiple Entries Allowed check box if you want to give an employee
more than one entry of the element at the same time.
11. Select the Additional Entries Allowed check box if you want to make
occasional one-time entries of a recurring element (instead of, or in addition
to, a normal recurring entry).
12. Select the Closed for Entry check box if you want to prevent any new entries
being made for the element, either temporarily or permanently. This does not
affect any existing entries of the element.
Use this feature with caution. When you perform certain important tasks in Oracle
HRMS, the application may automatically create or delete element entries. These
tasks include hiring and terminating people, and updating assignments. Therefore,
if you check Closed for Entry on an element, this might prevent users terminating
employees and updating assignments. If there are standard links for the element, it
will also prevent users hiring people who are eligible for the element.
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17. Overwrite the default priority number in the Priority field if you want to
determine the order in which the element processes within its classification
range. Lower numbers process before higher ones.
If the order of processing within the element classification is not important,
you can accept the default priority number, which is the midpoint of the
range.
18. Select a formula in the Skip Rule field if you have written a skip rule formula
to determine the circumstances in which the element should be processed.
The default currency for element entry values is the base currency defined for
the Business Group. You can select a different currency for the element if
required.
19. Select the currency in the Input field if you want to make element entries in a
currency other than the base currency of the Business Group.
Oracle Payroll Users: For Information type elements, you can select a
different output currency because these elements do not feed the
Payments balance. When you do this, Oracle Payroll converts the entry
values to the output currency before they are processed in the payroll
run.
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1.3 CES Making
Manual Element
Entries
Navigation Path: People -> Enter and maintain -> Assignment -> Entries
1. You enter compensation and basic benefits for employee assignments in the
Element Entries window. If employees are assigned to a salary basis, you
enter their salaries in the Salary Administration window.
2. You can use the Element Entries window to make entries or to query existing
entries. Use the Period field, Classification field, and Processing Types option
buttons to restrict the entries you see when making inquiries.
3. The Processed check box shows if Oracle Payroll has processed the entry in
the current pay period.
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override entry if one already exists, or if any of the entries of this element
have been adjusted.
8. If you want to create a one-time entry of a recurring element, check the
Additional check box.
An Additional entry is valid only for the current pay period, shown in the
Effective Dates fields.
You can only check Additional if:
The element definition allows additional entries, and
An additional entry does not already exist for the assignment in this
period, and
The employee is assigned to a payroll
There is a payroll period defined at your effective date
9. Choose the Entry Values button to open the Entry Values window.
10. Enter values in the Entry Values fields. Notice that:
Entry to some fields may not be permitted.
Some fields may be required.
Some fields may have a list of values; others may be validated as you
leave the field. You will receive a message if your entry is not a valid
value.
Some fields may contain default values. If the default value is in
quotation marks, it is a "hot default".
11. To determine the processing sequence of multiple entries in the payroll run,
enter a sub-priority number in the Processing Priority field. Lower priority
numbers process first.
12. Save your work.
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1.4 Defining An
Element's Input
Values
Navigation Path: Total Compensation -> Element Description -> Input Values
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4. Enter the name of the first input value. Remember that if you want to define
a pay value to hold run results, you must name it Pay Value.
5. Select the unit type of your input value (money, hours, character, date,
number, or time). A Pay Value must have the unit type Money if the element
is in a Payments type classification.
6. You can enter numbers in the Sequence field to change the order in which the
input values appear in the Entry Values window.
7. Check the Required check box if all entries of the element must have a value
for this input.
8. Check the User Enterable check box if users can enter a value for this input.
Uncheck it if you want to ensure that the default value is entered for all
employees.
9. Check the Database Item check box if you want the value to be available to
formulas or QuickPaint inquiries.
10. Database Items are simple identifiers that the system uses to find specific
items of information in the human resources database.
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1.5 Writing
or Editing A
Formula
1. Set your effective date to the date when you want to begin using the formula.
2. To write a new formula, enter the formula's name and select a type. To edit
an existing formula, query its name.
3. Choose the Edit button to open a blank Edit Formula window where you can
write a new formula, or modify an existing one.
4. If you want to select database items, choose the Show Items button to
display the Database Items window and run a query. Copy and paste items
from this window to the Edit Formula window.
5. When you finish writing or editing the formula, choose the Verify button to
compile it.
This process identifies any syntax errors in your formula.
Once you have compiled any formula, new functions or changes to existing
functions made after the first time you compile, are not used. You must
logout of Oracle HRMS and login again. You can now compile your formula
and the new functions and/or changes to existing functions will be included.
6. When the formula is verified successfully, save it.
7. Your next step depends on the type of formula:
If the formula is of type Oracle Payroll, you must associate it with an
element in the Formula Result Rules window.
If the formula is of type Element Skip, you select it in the Skip Rule
field of the Element window.
If the formula is of type Element Input Validation, you select it in the
Formula field of the Input Values window when you are defining an
element.
If the formula is of type User Table Validation, you select it in the
Formula field of the Columns window when you are defining a user
table structure.
If the formula is of type Accrual, Accrual Carryover, or Accrual
Ineligibility, you select it in the Accrual Plan window.
If the formula is of type Accrual Subformula, you call it from another
formula of type Accrual.
If the formula is used for benefits administration, you select the
formula in the Rules field of the appropriate benefits window.
Test your formula in the situation you intend to use it (such as, in a test payroll
run) to ensure it contains no logical errors.
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1.6 Defining Formula
Processing and Result Rules
Navigation Path: Total Compensation -> Basic -> Formula result
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Message: The formula issues messages under certain conditions. For
example, a formula can check a loan repayment balance and, if the
balance is zero, issue the message "Loan is repaid." You read formula
messages using the View Run Messages window.
Stop: This formula result uses the effective date of the payroll run to
put an end date on a recurring entry of this or another element (which
must be defined with multiple entries not allowed.)
Update recurring entry: This result updates recurring entries of this
or another element. The receiving element must be defined with
multiple entries not allowed unless you are passing a recurring
element's entries to itself, which is updating another entry of the same
element.
12. If you select Indirect Result, Stop, or Update Recurring Entry as the formula
result type, select the name of the element and input value to which you
want to pass the formula result. This element must have a processing priority
causing it to process after the element sending the result.
13. If you select Message as the formula result type, select a message severity
level. There are three choices:
Fatal: When a message with this severity results from your formula,
the run rolls back all processing for the employee assignment.
Warning: A message with this level of severity does not affect payroll
processing but warns the user of a possible problem.
Information: A message with this level of severity simply gives
information.
When you add a formula result it takes on the effective end date of its processing
rule. Any date effective changes you make to existing processing rules can affect
formula results as follows:
Update: If you update a processing rule or give it an effective end
date, all the rule's currently effective and future-dated formula results
automatically get identical end dates.
Correction: If you correct a processing rule, all its currently effective
and future-dated formula results remain unchanged.
Future delete: If you delete all future changes scheduled for a
processing rule, this also deletes any future changes scheduled for the
rule's formula results.
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1.7 CE
S Define
Element
Links
Navigation Path: Total Compensation -> Basic -> Link
Use the Element Link window to define groups of assignments that are eligible for
an element.
1.7.1 D
EL To Define
An Element
Link:
1. Follow the Navigation Path
2. Set your effective date to the date you want the eligibility criteria to come
into effect.
3. In the Element Name field, select the Element for which you are defining a
link.
4. Check the Standard check box if you want all employees who are made
eligible by the link to receive the element automatically.
5. You can only create a standard link if the element is recurring and multiple
entries are not allowed by the element definition.
6. In the Eligibility Criteria region, select the assignment components that
constitute this eligibility rule. If you want to link to all employees, do not
enter any eligibility criteria.
You can link to all payrolls or to a specific payroll. Do one of the following:
Leave the Payroll field blank and check the Link to all Payrolls check
box if you want employees assigned to any payroll to be eligible. This
rule excludes employees who are not assigned to a payroll.
Select the name of a specific payroll if you want only employees on that
payroll to be eligible for the element. Do not check the Link to all
Payrolls check box.
Leave both fields blank if assignment to a payroll is irrelevant to
eligibility for the element.
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To allow entry of costing information at all levels, including the
assignment and element entry levels, select Costed. This is the
appropriate selection for most elements representing earnings types.
If you want all entries of the element to be allocated to the same
account, select Fixed Costed.
If you want to distribute overhead costs (such as employer
contributions to a pension plan) over other elements, select Distributed.
Then select a Distribution Set.
8. Check the Transfer to GL check box if the payroll run results from this link
should be transferred to the general ledger.
9. Use the Costing field to select a GL account code and, if present, account
codes of labor distribution or other systems in which to collect the run results
of this element. Then use the Balancing field to select the GL account that
balances this one.
For deductions elements:
Select the code for the GL account to credit in the Costing field, and the
code for the account to debit in the Balancing field.
For elements in all other classifications:
Select the code for the GL account code to debit in the Costing field,
and the code for the account to credit in the Balancing field.
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1.8 CES
Defining An
Absence Type
Navigation Path: Total Compensation -> Basic -> Absence Types
Use the Absence Attendance Type window to define an absence type and associate
it with an element to hold the absence balance.
1.8.1DAT To Define
An Absence
Type:
1. Follow the Navigation Path
2. Enter a name and category for the absence type.
3. In the Associated Element region, select the element defined for this absence
type. The name of the element's input value that holds the time taken or
time remaining for this absence type appears in the Input Value field, and the
unit of measure for the input value appears in the Units region.
4. In the Balance region, select Increasing for each entry to the absence
element's input value to add to a running total of time taken to date for this
absence type. Select increasing balances for absence types for PTO accrual
plans, and for most other absence types.
For absence types that have a set maximum amount of hours or days
allowed, you may select Decreasing. In this case, each absence recorded
reduces an initial balance entered for the absence type, to show time
remaining to be taken for the type.
Decreasing balances require more maintenance. You must enter an initial
balance amount for each new hire eligible for the absence type, and must
initialize the balance for all eligible employees at the start of each year.
5. Optionally, select reasons that are valid for entries of this type of absence.
6. Save the absence type.
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1.9 CES
Deleting
Element
Entries
Navigation Path : Fast Path -> Entries
1.9.1DEE To Delete A
Nonrecurring Element Entry:
1. Set your effective date to any date within the payroll period for which the
entry exists.
2. Click on the entry to select it, choose Delete Record, and save.
Note: Your ability to purge element entries is controlled by the user profile option
HR: Purge Element Entry Permission, which is set by your system administrator.
You may be able to purge all element entries, entries of information elements only,
or none.
1.9.3DEE Deleting
Processed
Entries
You can delete an element entry that the payroll run has processed.
You receive a warning message. This does not remove the payroll run
results so you can consult these for a complete record of payroll
processing and payments.
To reprocess corrected element entries from the past, run the Retropay
processes.
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1.10 CES Define Balances
Navigation Path: Total Compensation -> Basic -> Balance
1.10.1 DB Introduction
1. Oracle Payroll has many predefined balances installed with the system. You
can define other balances.
2. Defining a balance includes defining its feeds and dimensions. When you
select feeds for the balance you have to choose between specifying element
input values directly and selecting element classifications to determine the
feeds. You cannot choose both methods together.
3. You define balances in the Balance window.
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Enter a unique name and a reporting name for the new balance. If you
do not provide a reporting name, the first seven characters of the
balance name appear on reports.
Query any user balances you want to change.
3. Enter the unit of measure for the balance. The choices are days, hours (listed
in different formats), integer, money and number. If you select money as the
unit you must also select a currency.
Do not select the Use for Remuneration check box. This displays which
predefined balance is the Remuneration balance. Only one balance within a
legislation can have this value.
4. Go to the Balance Feeds window or to the Balance Classifications window.
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1.10.3 DB In The
Balance Feeds
Window:
5. Set your effective date to the start date for the balance feeds.
6. Select one or more elements to feed the balance. Only those elements whose
input values have the same unit of measure as the balance are listed.
When you select an element, its classification is displayed. You can select
elements with different classifications.
7. Select the input value that is to feed the balance.
For most payroll balances select Pay Value so that the element's run result
feeds the balance.
8. Select Add or Subtract for the balance feed.
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1.10.4 DB In The Balance
Classifications Window:
9. Select one or more element classifications and select Add or Subtract for
each. The run results of all elements in the classification will feed the balance.
The list includes all the primary and secondary element classifications that
are valid for this balance. If you select a secondary classification, you cannot
also select its parent primary classification.
Secondary classifications are not used in the North American or Singapore
versions of Oracle Payroll at this time.
1.10.5 DB In The
Balance Dimensions
Window,
10. Select the dimensions you require.
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You can remove any dimension previously selected for a user-defined
balance. You can also add dimensions to the startup balances included with
your system, and later remove these additional dimensions. However, you
cannot remove the dimensions that were predefined for the startup balances.
To hold balances for a fiscal year that is different from the calendar year, you
must supply the fiscal year start date for your Business Group.
11. Optionally, select the Grossup Balance check box for one of the dimensions,
to make the balance eligible for Grossup.
12. you can see details of the element and input value used for the Initial Balance
feed. This feed is defined by implementation consultants prior to performing
an initial balance upload at implementation time.
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2. Salary Administration
2.1 SA Overview
This section contains the following subjects which are needed to understand and to
use SALARY ADMINISTRATION
2. Salary Proposal
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2.2 SA
Defining A
Salary Basis
2.2.2DSB To Define
A Salary Basis:
1. Follow the Navigation Path
2. Enter an appropriate name for the salary basis.
If you are using predefined elements, go to step 4, otherwise go to step 2.
2.2.3DSB without
Predefined
Elements
3. Select a pay basis, for example, Annual or Hourly.
If you selected Annual or Monthly, Oracle HRMS identifies the number of
payments and enters 1 or 12 in the Pay Annualization Factor field. You can
change this value, if required.
If you selected Hourly, the Pay Annualization Factor field is blank. Enter your
own values, if required.
If you select Period, leave the Pay Annualization Factor field blank, Oracle
HRMS uses the payroll period of your employee as the annualization factor.
Note: The pay basis is for information only. For example, to enable you to
compare salaries.
4. Select the name of the salary element and input value associated with this
salary basis.
Now go to step 6.
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2.2.4DSB with
Predefined
Elements
5. Select the appropriate pay basis for the predefined element you plan to use.
For example, select Monthly Salary for the Regular Salary element in the US.
If you selected Annual or Monthly, Oracle HRMS identifies the number of
payments and enters 1 or 12 in the Pay Annualization Factor field. You can
change this value, if required.
If you selected Hourly, the Pay Annualization Factor field is blank. Enter your
own values, if required.
If you select Period, leave the Pay Annualization Factor field blank, Oracle
HRMS uses the payroll period of your employee as the annualization factor.
Note: The pay basis is for information only. For example, to enable you to
compare salaries.
6. Select the appropriate element and input value (for example, in the US,
Regular Salary and the input value Monthly Salary, or Regular Wages and the
input value Rate).
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2.3 SA Salary Proposal
Navigation Path: People -> Enter and maintain -> Assignment -> Salary
2.3.1 SP Introduction
1. Use the Salary Administration window to enter a starting salary amount for a
newly hired employee, or to enter a salary amount for a current employee
assigned to a new salary basis. This could be, for example, an employee
moving from an hourly wage to a monthly salary.
2. Notice that you cannot enter multiple components of a starting salary for a
newly hired employee or one assigned to a new salary basis.
3. You must assign a payroll to an employee before entering a salary.
4. Use the Salary Management folder to approve multiple salary proposals or to
download salary information to a spreadsheet. In the spreadsheet you can
enter new proposals, edit existing proposals, and approve salary components.
Then you can upload your changes to the database.
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3. Compensation Entry and Reporting
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3.2 CER Batch Element Entry
Navigation Path: Mass information Exchange -> Batch Element Entry
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The Undefined option is display-only (for batches created using
SQL*Plus or a similar tool).
6. If you want to reject batch lines that match entries that start in the future or
for which future changes are scheduled, check the Reject if Future Changes
check box.
7. Notice that if you check this box, you cannot select the Override option.
8. If you want the batch to be purged from the temporary tables after
successful transfer to Oracle HRMS, check the Purge After Transfer check
box.
Attention: You cannot roll back a batch transfer if you have purged the
batch from the BEE tables.
9. If you are going to use the Assignment Lines window and you want the
system to display automatically any existing lines in this batch for an
assignment and element set you select, check the Auto Query box.
10. If you are going to use the Batch Lines window and you want the system to
display an error if you enter an invalid assignment number, check the Auto
Validation box.
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3.3 CER Creating or Editing
Individual Batch Lines
1. In the Batch Lines window, you can enter new lines for individual
assignments, and you can view and edit lines created automatically for an
assignment set. You can speed up entry of new lines by entering default input
values
2. A batch can contain lines for as many elements as you require. Lines within a
batch can have different effective dates.
3.3.2IBL To Enter
Individual Batch
Lines:
1. Enter or query a batch header in the Batch Header window, and choose the
Element Lines button.
2. Select the element for which you want to make entries.
3. To enter default values to speed up the data entry, choose the Defaults
button. The Defaults window displays the input values for the selected
element.
4. Enter default values in any of the fields in the Defaults window. These
defaults apply to all new entries in the batch, but not to any entries you have
already made. You can change the defaults at any time during your data
entry.
5. Uncheck the Display check box for any field that you do not want to display in
the Lines window. You can hide any fields for which the default is correct for
every entry.
6. In the Lines window, enter the data required for the batch. Lists of values are
available on some fields, but no validation is enforced during data entry.
7. The following fields may be available depending on your localization and the
element you selected:
Enter Further Information for this element entry.
Select a date in the Date Earned field if you want to establish an earned
date for an earnings element that is outside of the current payroll
period. (For localizations outside North America, this is for information
only.)
Select a third party payment method in the Payee field to enter
information about a third party recipient of a payment resulting from a
deduction.
8. Enter a number in the Sub-priority field if you want to determine the
processing sequence of multiple entries in the payroll run. Lower priority
numbers process first.
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9. You can override the Effective Date for any line. This is the effective start
date for a new entry or the effective date of an update.
10. If you selected an absence element, enter the absence start and end dates.
BEE uses these dates to create an absence record.
11. Save your entries. If you want to make entries for another element, select
the element, enter new defaults, enter the lines, then save again.
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3.4 CER
Retrieving Existing
Batch Lines
3.4.1REBL To Retrieve
Existing Batch Lines:
1. Do one of the following:
Select the element in the Element field.
Check the Unknown Elements check box if you are querying batch lines
entered for an invalid element (or no element) by SQL*Plus or another
tool.
2. Choose the Find button.
3.4.2 REBL Updating A Batch
You can update a batch at any time before you transfer it. If you make any
changes to a batch with the status Validated or Error, the batch status changes to
Unprocessed.
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3.5 CER Reviewing
BEE Process Results
3.5.1RBPR To Review Batch
Process Results:
1. Query one or more batches by name, reference, or status in the Batch
Summary window.
2. If a batch status is Error, at least one line, control total, or the header is in
error.
3. Click on a batch to select it and choose the Errors button to identify the
problem with a batch that has the status Error. The Messages window opens.
You can view all messages or query them by type: Batch Header, Batch Line
Level, or Control Total.
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4. To see and correct a batch, click on it in the Batch Summary window and
choose the View Batch button. The Batch Header window opens with the
selected batch displayed.
5. From the header window, you can view lines, control totals, or messages:
To view the status of individual lines in the batch, choose the Element
Lines button. In the Batch Lines window, select an element and choose
Find.
If you entered control totals for the batch, choose the Totals button on
the Batch Header window to view the status for each control type.
To view messages for the whole batch, or all lines, or control totals,
choose the Messages button. Use the option group at the top of the
Messages window to control which messages are displayed.
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3.6 CER
Transferring a
BEE Batch
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3.7 CER Purging a Batch
From the BEE Tables
3.7.1 PB Introduction
1. If the “0Purge After Transfer” check box on the Batch Header window is
checked when you run the transfer process, the batch is deleted from the BEE
tables automatically after the transfer. If the box is not checked, you can
purge the batch by running a separate process.
2. You can purge a batch with any status.
3. You cannot roll back a batch transfer if you have purged the batch from the
BEE tables.
4. You can also purge several batches together from the Batch Summary
window.
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3.8 CER Rolling
Back a BEE
Process
Navigation Path: Processes and Reports -> Submit Processes and Reports
3.8.1 RB Introduction
1. After a successful BEE transfer, you can roll back the transfer process if you
want to completely remove it, provided you have not purged the batch from
the BEE tables. You can choose to purge the batch as part of the rollback
process.
2. The process interlock rule (which prevents you rolling back a payroll process
if any further processing has taken place) does not apply to BEE Rollback.
You can still perform the rollback even if run results from payroll processing
exist for any of the lines.
3. If the batch included absence entries, the rollback removes the absence
records as well as the element entries.
4. You run the BEE Rollback process from the Submit Requests window.
3.8.2RB To Roll
Back A BEE
Process
1. Follow the Navigation Path.
2. Select the batch header name of the process you want to roll back.
3. Enter “Yes” to cancel the rollback process if the system detects run results for
any of the batch lines. Enter No if you want the system to complete the
rollback even though run results exist.
4. Enter “Yes” to keep the batch after the rollback. Enter No to delete the batch
after the rollback.
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3.9 CER Listing
Employees by
Element
Navigation Path: View -> histories -> Entries
The Element Entries region displays all entries of the element for employees of the
type you selected in the chosen time period.
Note: This window does not display date-tracked updates to recurring element
entries. You only see the latest value (within your chosen time period) of each
element entry. The date of the last date-tracked update may vary from employee
to employee.
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3.10 CER Viewing
Element Entry
History
Navigation Path : View -> Lists -> Employees by element
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4. Payroll
4.1 P Overview
You can define as many payrolls as you need to meet the payroll processing needs
of your enterprise. Each payroll has one pay frequency only, such as weekly or
monthly, so the payroll of an employee assignment determines the pay frequency
for the employee.
This section contains the following subjects which are needed to understand and to
use the PAYROLL
1. Defining a Payroll
2. Deleting Payrolls
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4.2 P Defining A Payroll
Navigation Path: Payroll -> Description
Use the Payroll window to define a payroll, including its calendar and valid payment
methods.
4.2.1DEFP To Define
A New Payroll:
1. Follow the Navigation Path.
2. Set your effective date to a date early enough to handle any historical
information you want to enter. Your effective date must be on or before the
first period start date of the payroll calendar.
3. Enter the payroll's name and select its period type from the list.
4. Enter the end date of the payroll's first period, and the number of years for
which the system should initially generate the payroll's calendar. You can
increase this number later to generate additional years.
When you enter the First Period End Date, make sure that the corresponding
start date of the first period is after the start date of the payroll.
5. In the Date Offset region, you can change the zero default to a negative or
positive number of days before or after the period end date. For example, for
a semi-monthly payroll, the Cut Off date can be 3 days before the period end
date (-3), while the Scheduled Run and Check dates can be 5 and 7 days
after this date, respectively.
The Check Date, sometimes called Pay Date, is the date of constructive
receipt of pay, on which paychecks become negotiable.
The Scheduled Run Date is the date scheduled for the Regular run of
this payroll each period.
The Cut Off date, included for your reference, is the final date for
entering or changing payroll information before a run.
These offsets are the defaults for the calendar. You can manually make date
changes in the calendar, for example when an offset date falls on a weekend
or holiday, by choosing the Period Dates button.
6. Select a default payment method for employees who have no valid personal
payment method. You cannot select a method using magnetic tape because
this requires information about employees' bank accounts.
7. Select a default consolidation set for this payroll. One consolidation set is
created automatically when you define your Business Group. Oracle Payroll
users can create other consolidation sets for payroll processing.
8. In the Costing region, you can enter information about the set of books and
suspense account holding costing information for this payroll.
The information you enter here depends on the setup of your Cost Allocation
key flexfield.
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9. Check the Negative Payment Allowed checkbox if you want the pre-payments
process to include negative payments. If you leave the box unchecked, pre-
payments ignores negative payments.
10. If you are an Oracle Payroll user, enter the Statutory Information field to
open the Statutory Information window.
Your Oracle localization team may have created fields in this window.
The Statutory Information field is not visible if your “HR:User Type” profile
option is set to HR User.
11. Save your work.
12. Choose the Period Dates button to view the calendar generated for your
payroll. In the Period Dates window:
You can view the default offset dates for every period, and you can
manually override any of these dates in any record.
You can change the payroll's default Open status in any period to
Closed to prevent further element entries. You can also reopen the
period if necessary.
13. Choose the Valid Payment Methods button to add valid payment methods for
this payroll.
In the Valid Payment Methods window, the default payment method for
the payroll appears automatically. You can add other methods. First set
your effective date to the date you want the method to become valid.
An employee assigned to this payroll can have any number of personal
payment methods chosen from those you enter here for the payroll.
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4.3 P Deleting Payrolls
You can delete a payroll if there are no active employee assignments or element
links to it. However, if you have run processing for a payroll it is not advisable to
delete it. If necessary, define a new payroll and simply discontinue use of the old
payroll.
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4.4 P Defining
a Payment
Method
Navigation Path : Payroll -> Payment Method
4.4.2DPM To Define A
Payment Method:
1. Follow the Navigation Path.
2. Set your effective date to the date you want to begin using the payment
method.
3. Enter a name for the payment method, and select its type.
You can create as many payment methods for each type as you require. For
example, if you have different source bank accounts for different payrolls,
you must create separate payment methods.
4. The base currency for the Business Group appears. For some payment
methods, you can select another currency.
5. Select the Third Party Payment check box if this method is for making
payments to third parties, for example for employee benefits or court-
ordered deductions.
6. Enter the Bank Details field to open the Bank Details window. Enter
information about the account from which payments are coming.
7. Enter Further Information if your Oracle localization team has defined extra
fields in this protected flexfield.
8. Select Set of Books to indicate the set of books to use if you intend to
reconcile payments using Oracle Cash Management.
9. Select GL Cash Account to indicate the cash account to use for the
reconciliation of payments
The entry for Description is entered by default, depending on what you enter
as the GL Cash Account details.
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10. Save your work.
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4.5 P Entering Payment
Methods for an Employee
Assignment
Navigation Path: Fast Path -> Pay Methods
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6. For everywhere apart from the UK, if the payment method is a magnetic
transfer type, open the Bank Details window for entry of information about
the employee's bank account.
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4.6 P Mapping Cost Allocation to the
Accounting Flexfield
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4.7 P Running Post-Run
Processes For QuickPay
Navigation Path : Fast Path -> QuickPay
2. Set your effective date to the day you want to make the QuickPay payment.
The Payroll Period displays for the date selected, and the Date Paid and Date
Earned for this period also display. Date Paid is the regular payment date for
your legislation. You can update the Date Paid field, but only to another
period's regular payment date.
If you select an effective date for which there is no valid payroll period, all
three fields remain blank. You cannot select an effective date earlier than the
start date of the parent record - the employee assignment.
3. Select a consolidation set.
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The default is the consolidation set for the assignment's payroll.
The Number field remains blank and the status field remains set to
Unprocessed until the QuickPay run process is completed.
4. If your legislation makes use of run types, select the run type for this
QuickPay.
5. Enter a pay advice date and message if required. These fields are for
information only.
6. Save your QuickPay definition.
All assignment processes for the assignment's payroll must have a status of
Complete for you to save the definition. If not, you see an assignment
interlock failure message. Check the status of the assignment processes in
the Assignment Processes window, and delete, roll back or rerun any non-
Complete processes.
If the QuickPay Run itself displays In Error or Marked for Retry, choose the
Retry Run button to run the process again.
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2. You can choose the Entry Values button to view entry values for each
element.
You cannot create, update or delete entries or entry values in the Element
Selection and Entry Values windows. You can only select or clear the Include
check box for entries.
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Status: Values displayed for processed QuickPay runs are Complete, In
Error, Mark for Retry. You cannot enter or update values directly in this
field. Choose the Retry Run button to rerun the QuickPay process for
runs with the status In Error or Marked for Retry.
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4.8 P Data Costed At The
Organization And Assignment
Levels
When setting up an internal organization for which most or all labor costs go to the
same cost center, select that cost center from the appropriate segment of the Cost
Allocation flexfield when defining the organization.
For example, if the labor costs of most of the employees in the Commercial Sales
Group go against the cost center Sales, select Sales from the list of cost centers
when defining the organization Commercial Sales Group. This means that by
default, the system accumulates labor costs for each employee assigned to the
Commercial Sales Group for the cost center Sales.
Perhaps the costs of some employees assigned to this group should exceptionally
be charged to a different cost center. For these employees, you can enter the
correct costing information on their assignments. Entries at the assignment level
override entries at the organization level.
There may also be employees regularly assigned to work in this group only part
time, who work elsewhere the rest of the time. In cases like these, it is not
necessary to give employees two assignments. You can enter a number of cost
centers for one assignment, specifying the percentage of labor costs to charge to
each:
You can also enter other types of costing information at the assignment
level. For example, if a Production Department employee regularly
works 80% of the time on one product line and 20% on another, you
can enter this on the assignment.
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Employee labor distribution table:
Notice that assignment level entries are date-tracked, so you can enter
changes ahead of time.
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4.9 Correcting Run
Results Reversals
Navigation Path: Fast Path -> Reverse Payroll Run
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4.10 Update Payroll Run
Navigation Path: payroll -> Update payroll Run
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4.11 RetroPay Set
Navigation Path: payroll -> RetroPay Set
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4.12 P Defining Global Values
4.12.2 DGV To
Define A Global
Value:
1. Follow the Navigation Path.
2. Set your effective date to the date when you want to begin using the global
value.
3. Enter a name, data type (number, text, or date), and value. You can also
enter a description.
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4.13 P Setting Up User Tables,
Columns and Rows
Navigation Path: Other Definitions -> Table Structure
2. Set your effective date to the date from which you want the table's row labels
to take effect.
3. Enter the table name.
4. For the table's match type, select Match or Range. Select “Match” if each row
is for one item, such as one job or one code. Select “Range” if each row is for
a range of numeric values, such as an age range or a pay range.
5. If the match type is Match, select Date, Number or Text as the Key Units of
Measure, depending on whether entries in the rows are dates, numbers, or
alphanumeric text.
If the table's match type is Range, the Key Units of Measure automatically
becomes Number.
6. Enter the row label as the Row Title.
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For example, if the table rows refer to rate codes, an appropriate row title
would be Rate Code. If the rows refer to age ranges, you might use the title
Age Range.
7. Save your work, and choose the Columns button to go to the Columns
window.
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4.13.2 STCR To Set Up Columns:
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4.13.3 STCR To Set Up Rows:
1. In the Table Structure window, choose the Rows button to go to the Rows
window.
2. If the match type of the table is Match, enter the label for each table row in
the fields under the heading Exact.
If the match type of the table is Range, enter numbers representing the lower
and upper boundary of each row's range.
3. In the Sequence fields, you can optionally enter a number for each row label
to determine the order in which it appears on a list in the Table Values
window. Logical sequencing of row labels helps users enter table values
rapidly and accurately.
4. When you are finished, save your work and close the window. Your table is
now set up and ready to receive entries into its columns.
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4.14 P Entering Table Values
Navigation Path : Fast Path -> QuickPay
2. Set your effective date to the date from which you want the entries to take
effect.
3. Query the table name.
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4. With the cursor in the Column Name field, use the up and down arrows to
locate the name of the column in which you want to make entries.
5. In the Values region, select each row for which you want to make an entry.
You select rows in the “Exact” field or the Lower Bound field, depending on
the match type of the table.
6. For each row, make the appropriate entry in the Value field.
7. Save your work.
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4.15 P Creating
An Assignment
Set
Navigation Path: Payroll -> Assignment set
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4.15.3 CAS To Define A Set By
Including Or Excluding
Assignments:
1. Follow the Navigation Path.
2. Enter a unique name for the set.
3. If you are defining a set for payroll processing, select a Payroll.
4. Save the new set.
5. Choose the Amendment button.
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4.16 P Defining
Consolidation
Sets
Navigation Path: Payroll -> Consolidation
You must always select a consolidation set before starting a payroll run. This is
because the consolidation set provides essential labelling for each payroll run. This
applies even if you are only processing one payroll or one assignment set.
When you have defined a consolidation set, it is then available for selection when
you start a payroll run.
You define consolidation sets in the Consolidation Sets window.
4.16.1 DCS To
Define A
Consolidation Set:
8. Follow the Navigation Path.
9. Enter the name of a new consolidation set and save.
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5. Processes and Reports
5.1 PR Overview
This section contains the following subjects which are needed to understand and to
use PROCESSES AND REPORTS
2. View Request
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5.2 PR Submit
Processes And
Reports
Navigation Path: Processes And Reports -> Submit Processes And Reports
Standard Request Submission gives you control over how you run your requests
and request sets. This section describes how you customize and submit a request
using the Submit Request window.
There are three elements to submitting a request. Selecting the request or request
set to be submitted, defining a submission schedule, and providing completion
options.
Selecting the request or request set may require you to provide request
parameters and the output language.
Defining a schedule can be as simple as submitting as soon as possible
or using a more complex schedule that you define when you first
submit your request and may be used for other requests in the future.
Completion options allow you to deliver request output to others and
specify which printers and how many copies of the output you want to
produce for each request.
You can submit as many requests as you like from the Submit Request window.
You can even submit a request more than once if you want to run the same request
with different parameter values.
Refer to the user's guide of your Oracle Applications product to learn how to access
the Submit Request window from your application.
The following flow diagram outlines the steps required to submit a request.
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To Submit A Request:
1. Follow the Navigation Path.
2. Check the Request option to submit single requests.
3. Choose OK.
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Submitting Requests
4. Use the Copy... button to take advantage of previously entered request
submissions.
5. Select the Name of the request (report or program) you want to run from the
list of available requests.
Your responsibility's request group determines which requests appear in the list.
Defining Parameters
6. A Parameters window automatically appears if you select a request that
requires parameter values and your profile option Flexfields: Open Descr
Window is set to “Yes”. The prompts in the Parameters window are specific to
the request you select. The example in the figure below requires the
parameters Application Name and Responsibility Name.
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Some requests require you to enter parameter values so that you can specify
the scope of information you want in the request output. Some requests don't
have parameters at all. Some parameter fields also have a list of values
available to ensure you choose a valid parameter value while other
parameters are optional and require no value. Use the List of Values icon to
display a list of valid values for a parameter.
Default values may be predefined for one or more of the parameters
associated with your request. The default values are automatically applied to
these parameters when the parameters window is opened. However; if you
do not open the parameters window, default values are only applied to
required parameters.
7. Once you enter the values in the required parameter fields and choose OK,
the Parameters window closes, and your parameter values are concatenated
and displayed in the Parameters field.
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The scheduling window provides you with several scheduling options. You can
choose to re-use a schedule you previously defined and saved, or define a
new schedule. You can define your schedule to run a request as soon as
possible, at a specific time, or repeatedly at specific intervals, on specific
days of the week or month.
9. Choose Schedule... to open the Scheduling window.
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10. Choose a type of schedule from the following:
Apply a Saved Allows you to re-use a previously defined and saved schedule. You
Schedule may modify the saved schedule for this one submission or save the
modified schedule with a new name for future use.
If you intend to use the saved schedule as defined, you can proceed to step 13.
11. Many schedule types require additional information to complete the schedule.
Use the steps associated with your selected schedule type:
Once When you choose Once, a special time field appears that lets you
specify the time of day you want to submit your request. Use the
calendar by selecting the List of Values icon in the field to select a
date and time to submit your request.
Periodically When you choose Periodically, several new fields appear that let
you specify the interval of minutes, hours, days, or months that
you want to wait before resubmitting a request. You can also
specify whether to count your interval from the requested start
time of the request or from the completion time of the request.
Use the List of Values calendar to select start and end dates to define
the period in which you want to submit your request.
If you do not specify a start time, Oracle Applications uses the value
from your user profile option Concurrent: Request Start Time or the
current time as the default.
Whether a request completes successfully or in error, Oracle Applications
immediately submits the next run only if the next requested start date and
time is on or before the end date and time you specify. If you do not specify
an end date, the request or request set repeats indefinitely until you cancel
it.
Select the interval from the pop-list and enter the number of intervals
between each submission of your request.
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Choose to count your interval from the beginning or completion of the
prior run.
If your request contains date parameters, you can choose "Increment
date parameters each run" to have the value for that parameter be
adjusted to match the resubmission interval. For example, if the value
for the parameter is 25-JUL-1997 07:00:00 and your interval is
monthly, the parameter is adjusted to 25-AUG-1997 07:00:00 for the
next submission.
On Specific When you choose On Specific Days, new fields and calendars appear
Days that let you specify which day of the week and/or month to submit
your request.
Use the List of Values calendar to select start and end dates to define
the period in which you want to submit your request.
If you do not specify a start time, Oracle Applications uses the value
from your user profile option Concurrent: Request Start Time or the
current time as the default.
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Logon Used as the default for the notification field.
Printer Determines the default printer.
Concurrent: Report Used as the default for the number of copies for the printer
Copies defined in the Printer profile option.
Concurrent: Save Determines whether to save your report output by default.
Output
Once you submit your request, the Requests window opens and provides you
with the current status of your request and the request ID number.
Oracle Applications assigns a request ID to each request submission so that
you can identify the results of the request when it is complete. You can use
the request ID to query for your request output in the Requests window.
Oracle Applications also assigns a new request ID number to each
resubmission of a request and displays the request ID in the log file of the
previous request.
22. If you wish to submit another request, simply repeat Steps 1 through 21. All
the requests that you submit for the current session appear in the Requests
window.
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5.2.2 To Submit A Request Set:
1. Check Request Set in the Submit a New Request window and choose OK.
2. In the Submit Request Set window enter the name of the Request Set.
Alternatively, choose Copy a Prior Request button to use a previously defined
request set submission.
3. The requests assigned to the request set are displayed in the multi-row
region and may be modified for this request set submission.
When you move your cursor to the Parameters field for a request,
Oracle Applications displays a Parameters window specific to that
report. If there are no parameters, then the field is disabled.
When you finish entering the required parameter values for a request,
choose OK to close the window.
If you wish to define completion options, open the Upon Completion...
window for each request and enter your completion options.
If you wish to view a request's output online, you must check the Save all
Output Files check box for that request in the Upon Completion... window.
4. Choose the Schedule window to define a schedule for this request set
submission.
5. When you submit a request set, Oracle Applications assigns a request ID to
the request set as well as to each request in the request set. The request ID
for each request is displayed in the output and log files of the request set.
Oracle Applications also assigns a new request ID to each resubmission of a
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request set, and displays the request ID of the new request set in the log file
of the previous request set.
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5.3 PR View Request
5.3.1 VR Introduction
1. You can use the Requests window to view a list of all submitted concurrent
requests, check whether your request has run, change aspects of a request's
processing options, diagnose errors, or find the position of your request in
the queues of available concurrent managers.
2. Refer to the Menu Paths appendix of your application's user's guide to learn
how to access this window from your application.
3. If your system administrator sets the profile option Concurrent:Report Access
Level to "User," the Requests window displays the concurrent requests for the
current user. If your system administrator sets the profile option to
"Responsibility," the Requests window displays the concurrent requests for
the current responsibility in addition to requests for the current user.
Use the Find Requests window to specify the types of requests you want to
see. You can choose to view your completed requests, your requests in
progress, or all of your requests by selecting the appropriate option group.
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In addition, you can look for a particular request using the Specific Requests
option group. Use the find criteria fields as you would for any other find
window to specify as many or as few details as you need to locate the desired
request information.
You can use the Specific Requests region to view requests that you did not
submit by entering a requestor other than yourself or using wildcards such as
the "%" to query all requests.
Depending on the value of the profile option Concurrent: Report Access Level,
some concurrent requests may not be shown.
Although you can list all submitted concurrent requests, you can generally
only view detail, report output, and request log file information for your own
concurrent requests. However, if the user profile Concurrent: Report Access
Level is set to Responsibility, you can review the details of all requests
submitted for the current responsibility and username.
2. Use the Order By poplist to specify the order in which you want your requests
displayed.
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5.3.3VR To Use The
Requests
Window:
1. Move your cursor to the record that represents the request you want to
examine in detail.
Each record shows you the the request ID, request name, phase and status
of the request, as well as the parameters used by the request. If the request
is part of a request set, the request ID for the parent request is provided in
the Parent column.
From the Requests window you can Cancel a request or put it on hold if the
status of the Request is pending. If the status is completed, you can view the
output or the logs generated by the request. Lastly you can always review
the details of the request submission.
2. Choose View Details...
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5.3.4VR To Review And Update A
Request's Schedule:
The Date Started and Date Completed are displayed in the window's upper
region.
1. Choose Schedule... to see more detailed information.
You can update the scheduling information for your request if it meets all of
the following criteria:
You made the initial request.
The request has not yet run.
The program does not prevent request updates.
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5.3.5To Review And Update A Request's
Completion Options:
Choose Options... from the Upon Completion... region to see:
Names of people to notify
Name of printer used
Number of copies to print
Print Style
You can update the completion option information for your request if it meets
all of the following criteria:
You made the initial request.
The request has not yet run.
The program does not prevent request updates.
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The Manager Log entry on the Tools menu is disabled for all users except the
system administrator. This choice lets the system administrator open a
window displaying the concurrent manager's log file for the request.
2. Choose the Manager Queue button to display the Concurrent Manager Queue
window. This window displays the queue of requests waiting to be processed
by the concurrent manager you select in the Concurrent Managers window.
5.3.8VR To View
Request
Diagnostics:
With your cursor on a record of interest in the Requests window, choose
Diagnostics to display a window containing information about when the
request completed and if it did not complete, a message explaining why not.
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