Element Entries

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1 Managing Entries

Managing Entries

Once the elements and the links are defined, they are available to be distributed to individual assignments (employees) based on the eligibility. This distribution of elements is known as entries. The entries store the name of the element along with the input values, and also the values assigned to them. Later, when payroll is run, payroll manager engine picks the entries with the input values and processes them.

For an example, Bonus is a non-recurring element, and it contains two mandatory input values namely, subject to and percentage; along with Pay Value. There is a non-standard link on the bonus element that has an eligibility criterion of Payroll = ‘XXMonthly’.

As the link criterion suggests, a person who belongs to ‘XXMonthly’ payroll is eligible to receive this element
As it is not a standard link, it’s not going to make an element entry all by itself, so the element entry must be created explicitly
Once the entry is made, the start date will be the date on which the entry was made, and the end date will be the Pay Period end date, because it is a non-recurring element
With every entry, the mandatory input values must be populated with some value
The pay value can either be populated or be calculated based on the design (whether its user enterable / calculated through a formula )
Finally, when the ‘XXMonthly’ payroll for that pay period is run, it will populate / calculate the pay value based on design, and the final value is then used in payroll calculations

There are different ways to make an element entry. However we will discuss the major contributors.

Automatic Entries

In many cases automatic element entries can be done on assignments. Mostly the regular earnings are configured in a way that the entries are made by design. The assignment and element must satisfy the following conditions for an entry of this type.

The element link must be standard
The element must be a recurring one
The assignment must be eligible for the link, based on the criteria defined on the link

Manual Entries

There are cases where the payroll users key in entry by themselves. This type of entry is known as the manual entries.

Responsibility: HRMS Manager

Navigation: Total Compensation -> Enter and Maintain -> <Query the Employee> -> Assignments -> Entries

Steps: Select the element we want to update / create a new record with the element name. See Figure 5.21 – Element Entries.

Figure 21 Element Entries

(Figure 5.21 – Element Entries)

Period	The Payroll period for which element is being displayed.
Classification	This is filter to show elements related to the specified classification only
Processing type	This option filters out the processing type of the elements like recurring,
Element Name	This shows the name of element. In case a new element entry is required, a new row can be added a with the element name. However, if the element is already listed for the pay period, it does not appear on the list again, unless multiple entries are allowed.
Recurring Type	Auto populated based on the type of element chosen.
Costing	This is the costing level attached to element entries. This is the lowest level of costing, and holds the highest priority.
Additional	If the element is a special input element, and it uses additional input values then this box is checked to avail the additional input values.
Processed	Once the payroll is processed and the element entry is taken in to calculation, the processed box gets checked to symbolize that.

To give input values to the element, we will have to select entry values.

Input values	All the input values attached to the element appear here. However only the ones with user enterable flag checked, can be updated
Date Earned	This signifies the date on which the wage / hours are earned
Payee Details	In case of Third Party Payments, the payee details are added to show the particulars related to the Organization, court order number etc.
Processing Priority	This defaults with the processing priority attached to the element. The priority can be overridden here

Batch Element Entries

There is a feature in Oracle payroll, with which one can directly fill in element entries for a number of assignments / elements with one single interface. It also helps in validating the data being entered.

In cases where the Benefits system is managed by another vendor organization, the vendor might send a spreadsheet with the Insurance premium / rate to be cut off from employee's payroll as a deduction. It becomes impossible to get into each assignment and keep on adding the details without any mistake.

Similarly, if time tracking is done by an external system or if OTL is housed in a different environment, then the time must be transferred to appropriate element entries in the payroll system.

To facilitate an interface between an external system and the element entries, oracle has developed a feature called the batch element entry. This feature enables the users to update assignment entries of huge numbers, at one shot as a single batch.

Responsibility: HRMS Manager

Navigation: Mass Information Exchange: MIX -> Batch element entry

Steps: Create a new record with these details. See Figure 5.22 – Batch Element Entries.

Figure 22 Batch Element Entries

(Figure 5.22 – Batch Element Entries)

Batch Name	A unique name of the batch. It’s a good practice to add date to the end of the batch name for better tracking of batches.
Batch Status	A Batch can have five different statuses Unprocessed: The Batch is fresh, and has not been processed yet Valid: Validation is done, no errors found Transferred: Data Transfer is done. Process is complete Error: There is an error with one of the entries. The message button can be used to check the error details. Status Mismatch: The process is running; the row must be queried again to see the latest status
Action if Entry Exists	In a case, where one element entry is being added, and the entry already exists with the assignment for the same pay period, the system must take one of the following actions. Create New Entry: It creates a new entry. However only if the multiple entries are allowed for the element. Otherwise it throws an error on the batch line. Reject Entry: It does not alter the existing entry and rejects the batch line. Change Existing Entry: This will update the old entry with the new entry values fed by the batch line.
Date Effective Changes	This enables the date tracking Update: It lets the past data stay, and updates the entry with the new values as of the date change requested. If any future dated changes exist, it inserts the row in between. Correct: It overwrites the element entry with the new value. Old data is lost. Override: It lets the past data stay, and updates the entry with the new values as of the date change requested. However unlike update, If any future dated changes exist, it clears them off.
Reject If Future Changes	In a case where there already exists an entry in future, that matches the batch line; it will reject the entry if this box is checked. This is exactly opposite of Override. Hence both the options cannot be selected together.
Purge after transfer	This will cause the temporary tables linked to the BEE process to be purged off. Once this option is chosen, no roll back can be performed henceforth the transfer
Auto Query	This box needs to be checked, If the assignment lines window is being used and any existing batch lines for the assignment/element set need to be automatically displayed.
Auto Validation	Once this box is checked, it validates each and every assignment number is entered and it flashes an error message, as soon as an invalid assignment number is entered.
Element Lines	This window is to enter assignments. This helps in creating entries for one element for multiple assignments.
Assignment Lines	This helps in creating entries for multiple elements in one assignment.
Assignment Set	This can be chosen for a particular element to be entered for an assignment set.
Totals	This is a type of validation, where the totals of the entries are to be validated.
Messages	A Message can be Set up to display error messages.
Process	This tab gives user an option to choose the next action he wants to take. i.e. Validate / Transfer etc.

Using Element Lines:

This is the button to be used, when there is a need to make an entry for an element for multiple assignments.

Element	Select an element
Find	After pressing this button, it displays the list of assignments added with the element for this BEE.
Line	Just a sequence number called Line number
Assignments	The list of assignments. While creating a new BEE, we can keep on adding assignments here.
Input Values	The Input values appear like columns here.
Costing	Can enter Costing string here as well. This is the element entry level of override.
Date Earned	Can enter the Date Earned t override the element screen priority
Processing Priority	Can enter the Priority to override the element screen priority.
Effective date	The date as of which the entry should be made.
Status	Displays the status of the Batch line.
Messages	Displays the error messages
Defaults	Can enter the Default value for the Input values. This will be taken if no entries are available on the batch line.

Using Assignment Lines:

Now, this is the button, we would use, when we want to make an entry for multiple element for a single assignments.

Assignment	Select an Assignment for which the element entries are going to be made
Name	It will be auto populated based on the chosen assignment.
Element Set	Choose an element set.
Element	Elements as per the chosen element set appear here. Then one of the elements can be selected and the Input values, Defaults, Costing etc can be entered as explained in Element lines.

Using Assignment Set:

This is the Button, we would use, when we want to make an entry for a single element for multiple assignments. However the multiple assignments must be grouped together with an assignment set.

Assignment Set	Select an Assignment Set for which the element entries are going to be made
Payroll	Choose a Payroll with which all the assignments in the assignments are related to.
Element	Enter an element for which the entries are going to be made
Rest of the Fields	The rest of the fields are identical to what we have in Element Lines / Assignment Lines.

Using Totals:

Totals can be used to validate the BEE Transfer. We can put in conditions in order to validate if the number of entries made matches with the number of entries requested by us. Or even compare the sum of the number of hours entered as a whole. Or even do the summation of the monetary units and compare it with calculation. So this is a powerful tool to validate data.

Type	Choose a type of validation we would need.
Control Total	Enter the number against the validation.
Message	Message to be appeared if validation fails

For an example, we want a total of entries that are made. We choose a type of Line Count. Now, we add 55 in the Control Total, as we know there are 55 entries that are to be made. Then we can set up a message that will pop up if the line count exceeds or goes down the number 55.

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