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.