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.
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
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)
To give input values to the element, we will have to select entry values.
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)
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.
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.
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.
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.
Choose a type of validation we would need.
Enter the number against the validation.
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.