Non-Oracle Payroll Interface enables the user to import, review, and edit payroll sublines created using a non-Oracle payroll system before initiating the Create Distribution Lines process.
Users who are likely to use the Non-Oracle Payroll Interface include the following:
Institutions using non-Oracle payroll applications
Institutions using Oracle Human Resources and Oracle Payroll that want to distribute certain labor costs that are not within the scope of the Oracle payroll generation
The Non-Oracle Payroll Interface process includes the following parts:
The methods for importing non-Oracle payroll sublines are as follows:
Importing Non-Oracle Payroll Sublines Using the Maintain Non-Oracle Payroll Sublines Window
Importing Non-Oracle Payroll Sublines Using the Concurrent Manager
This method includes importing sublines and validating each transaction.
If you use this window, you must specify a currency.
If you set the Import costed hours and encumber hours configuration value to Yes, then you can specify the hours (along with costs) in the Maintain Non-Oracle Sublines window.
For more information, see Set Up Configuration Options.
This method includes importing non-Oracle payroll sublines and validating each transaction. Oracle recommends using this method only if all transactions are valid.
If you do not specify a currency, your payroll interfaces will inherit the default currency from the Business Group.
The Import Non-Oracle Sublines concurrent process completes the following tasks:
Reads the Non-Oracle Payroll Interface table
Validates data in the Non-Oracle Payroll Interface table
Imports valid records into the Payroll Control table
All sublines are stored in the Non-Oracle Payroll Interface table by an interface program developed by the user during implementation. The information to be included on each subline is described in Table 1.
| Field Name | Description |
|---|---|
| Payroll ID | Payroll identifier; must be defined in Human Resources and linked to selected assignment |
| Payroll Period ID | Payroll period identifier; must be defined in Human Resources and linked to payroll name of interface table record. |
| Person ID | Employee identifier; must be entered in Human Resources. |
| Assignment ID | Assignment identifier; assignment must be linked to employee in Human Resources. |
| Element Type ID | Element identifier; must be linked to assignment in Human Resources. |
| Pay Amount | Amount to be paid for selected subline period; pay amount equals daily rate multiplied by number of business days between subline start and end dates. |
| Date Earned | Date pay amount is earned. |
| Check Date | Date check is made. |
| Effective Date | Date when pay amount is effective. This is the default date used for summary transactions for posting to General Ledger, Projects, or Grants Accounting. |
| Payroll Source Code | Payroll batch source; payroll source code must be available in PSP_Payroll_Sources table. |
| FTE | Full time equivalent employment status for assignment; value must not be greater than 10 and must be entered in the 9.99 format. |
| Status Code | Validation status of subline; changes to New when record is modified. Values are New, Valid, Error, and Transferred. |
| Reason Code | Reason code; indicates what needs to be fixed to successfully import the batch. |
| Payroll Interface ID | Primary key of the interface table. |
| DR_CR_Flag | D indicates debit C indicates credit |
| Batch Name | Batch name |
| Error Code | Error lookup token for current subline. |
| Subline Start Date | Subline start date for current subline period; must be a date after employee hire date in Human Resources. |
| Subline End Date | Subline end date for current subline period. |
| Daily Rate | Daily pay rate for subline. |
| Salary Used | Salary or wage used for pay amount. |
| GL Posting Override Date | General Ledger override date for posting. If defined, this date overrides the effective date for posting to General Ledger. |
| GMS Posting Override Date | Not currently used. |
| Business Group Identifier | Business group identifier. |
| Ledger Identifier | Ledger identifier |
| Currency Code | Currency type; if null, currency is derived from the Business Group's default. |
Each entry has a status code linked to it. The code values are as follows:
New
Error
Valid
Transferred
When the user populates the interface table, the status of all records is New. If users make any changes to a record, the status of that record is changed to New.
Users see only the batches that have not been transferred. If errors occur during the import process, the process is terminated. Users should delete or correct the error records in the source system or in the Maintain Non-Oracle Payroll Sublines window.
Processing of employee assignments with a zero work day allows the import of non-Oracle payroll for employees with zero work day situations, irrespective of employee assignment status, active or non-active, as long as the employee's final termination process in HRMS has not been completed.
For information on employee assignments with zero work day situations, see Employee Assignments with Zero Work Day.
Upon successful completion of Import Non-Oracle Sublines, users can proceed to the Create Distribution Lines procedure and Summarize and Transfer Payroll Distributions procedure.
For information on creating distribution lines, see Create Distribution Lines Procedures.
For information on summarizing and transferring, see Summarizing and Transferring Payroll Distributions Procedure.
Through the Maintain Non-Oracle Payroll Sublines window, users can populate a new Non-Oracle Payroll Sublines Interface table.
The following steps illustrate the Maintain Non-Oracle Payroll Interface process:
The user navigates to the Maintain Non-Oracle Payroll Sublines window.
The user types a name for the new batch.
The user selects a currency.
The user defines values in the Payroll Period, Name, Source tab.
The user defines values in the Element, Earned, Check Date tab. The elements available in this tab are determined by the selected currency.
The user defines values in the Amt, Dly Rate, Salary, D/C Flag tab.
If you have created auto-population rules for the following parameter classes, and if changes have occurred to any of them in HRMS within the relevant pay period, you must add a subline for each such change:
Assignment
Grade
People Group
Job
Position
Organization
To validate the transactions, follow the steps in the Maintain Non-Oracle Payroll Interface section.
To perform error checking on a batch:
The user navigates to the Maintain Non-Oracle Payroll Sublines window and selects a payroll batch.
The user selects the Error Records in Batch radio button.
The Maintain Non-Oracle Payroll Sublines window enables users to view the Non-Oracle Payroll Sublines Interface table and to make simple edits, corrections, and updates to the data.
The following steps illustrate the Maintain Non-Oracle Payroll Interface process:
The user navigates to the Maintain Non-Oracle Payroll Sublines window and selects a payroll batch.
The user defines the currency. By default, this is the business group's currency. You can change it to any currency available in this field's list of values. The new currency must be the same as the output currency of the elements constituting the batch.
If you change the currency after entering the distributions, you are warned that the currency format will be changed as well. If you agree to this, Labor Distribution formats all amounts according to the new currency precision. You may have to update the Pay Amount element in the Element, Earned, Check Date tab.
To run the Import Payroll Transactions concurrent process and to validate the transactions, the user clicks Validate.
The user views the request in the concurrent manager.
If the process is complete with no errors, the Status field displays Normal and the process is complete.
If there are errors, the Status field displays Error, and the user continues to Step 5 in the process.
The user returns to the Maintain Non-Oracle Payroll Sublines window to correct the errors. The Maintain Non-Oracle Payroll Sublines window displays the error status as follows:
The statuses of records with errors displays Error.
An error description appears in the window.
The error status is displayed for each row in the window.
After correcting errors, the user completes Steps 1 through 4 until all errors are corrected.
In the Non-Oracle Maintenance window, for Payroll Subline Start Date and Subline End Date, users can enter any dates before the final termination process date of employee assignment. If users enter a date after the final process termination date, an error message will appear. For information on employee assignments with zero work day situations, see Employee Assignments with Zero Work Day.
Upon completion of Maintain Non-Oracle Payroll Interface, users can proceed to the Import Non-Oracle Sublines concurrent process or the Create Distribution Lines procedure and Summarize and Transfer Payroll Distributions procedure.
For information on creating distribution lines, see Create Distribution Lines Procedures.
For information on summarize distribution lines and transfer, see Summarize and Transfer Payroll Distributions Procedures.
The Rollback of Non-Oracle Payroll process rolls back the import of a non-Oracle payroll batch to make changes after the Import Non-Oracle Sublines process is run but before Create Distribution Lines is run. This process reduces the need to create Distribution Adjustments to a great extent.
After a payroll batch is rolled back, users can reimport the same batch. This process can be repeated several times. The rollback process resets the status of the non-Oracle payroll batch to allow import of the same batch. Users can view the same batch in the Maintain Non-Oracle Payroll Sublines window.
The following rules apply to the Rollback of Non-Oracle Payroll process.
The Rollback of Non-Oracle Payroll rolls back an imported payroll batch only for an undistributed batch.
If the Create Distribution Lines process has been run, the user must first roll back the distribution lines and then roll back the non-Oracle payroll batch.
Note: If the user attempts to roll back import of a non-Oracle payroll batch after running Create Distribution Lines, a message appears advising the user to roll back the distribution lines first.
For information on rolling back distribution lines, see Rolling Back Distribution Lines Procedure.
If the Summarize and Transfer Payroll Distributions process has been run, the distribution lines and the import of non-Oracle payroll batch cannot be rolled back.
If the user runs the Reconciliation Report between Payroll Lines and Sublines after running Import Non-Oracle Sublines, any errors relating to the labor schedules, such as assignments and elements, are reported. The user can roll back the imported payroll batch and make changes to data in the Maintain Non-Oracle Payroll Sublines window.
For information on running Reconciliation Report between Payroll Lines and Sublines, see Generating Reconciliation and Control Reports Procedure.
If the user runs the Reconciliation Report between Payroll Sublines and Distribution Lines after running Create Distribution Lines, the user can identify distributions that are not targeted for the correct transfer destination. To rectify the distributions, the user rolls back the distribution lines and the imported payroll batch, makes changes to labor schedules, and reruns the two processes. This rollback process is essential to preclude making adjustments in Distribution Adjustments for a large amount of distribution lines.
For information on running Reconciliation Report between Payroll Sublines and Distribution Lines, see Generating Reconciliation and Control Reports Procedure.
Elements to be imported must be predefined within Labor Distribution.
To define elements to be imported, see Labor Scheduling Setup.
Non-Oracle payroll sources must be defined.
To define non-Oracle payroll sources, see Labor Scheduling Setup.
The Non-Oracle Payroll Interface Table must be loaded with appropriate data either through a user-defined process or through the Maintain Non-Oracle Payroll Sublines window.
For information on loading the Non-Oracle Payroll Interface Table, see Non-Oracle Payroll Interface Table.
Use one of the following methods to maintain the non-Oracle payroll interface:
Importing Non-Oracle Payroll Sublines Using the Maintain Non-Oracle Payroll Sublines Window
Importing Non-Oracle Payroll Sublines Using the Concurrent Manager
To import non-Oracle payroll sublines using the Maintain Non-Oracle Payroll Sublines window, perform the following steps.
In Labor Distribution, navigate to the Maintain Non-Oracle Payroll Sublines window as follows:
Payroll Interface > Non-Oracle Sublines
The Maintain Non-Oracle Payroll Sublines window appears.
Select a batch name as follows:
View > Find
Select a batch and click OK.
If required, select a new currency to match the output currency of the elements in the batch. If you change the currency, the currency format changes, and you must update the Pay Amount element in the Element, Earned, Check Date tab.
To run the Import Non-Oracle Sublines process and validate those transactions, click Validate.
View the request in the concurrent manager as follows:
View > Requests
The Find Requests pop-up window appears.
Select the All My Requests radio button.
Click Find.
To view the report output, select the appropriate Request ID and click View Output.
Close the window.
If there are errors, return to the Maintain Non-Oracle Payroll Sublines window to correct the errors as follows:
Payroll Interface > Non-Oracle Sublines
To display errors records only, in the Display region, click the Error Records radio button.
Select one of the following tabs:
Payroll Period, Name, Source
Element, Earned, Check Date
Amt, Dly Rate, Salary, D/C Flag
Subline Start End Dates, FTE
Note: To navigate to unseen tabs, use the arrows next to the tabs.
Enter data in each field of the Maintain Non-Oracle Payroll Sublines window as described in Table 2.
Repeat Step 4 until completed.
Close the window.
Note: Use this method only if all transactions are valid.
To import non-Oracle payroll sublines using the concurrent manager, perform the following steps.
In Labor Distribution, navigate to the Submit Request window as follows:
Processes & Reports > Run
The Submit a New Request pop-up window appears.
Select the Single Request radio button.
Click OK.
In the Request Name field, select PSP: Import Non-Oracle Sublines from the list of values.
The Parameters pop-up window appears.
In the Batch Name field, select a batch name from the list of values.
To apply the parameters, click OK.
In the Submit Request window, click Submit.
The Requests window appears.
To view the report output, select the appropriate Request ID and click View Output.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Header Region | |||
| Batch Name | Required | List of values | Imported batch name. |
| GL Posting Date | Optional | List of values | Effective posting date to General Ledger; cannot be modified if the date is populated when loading data into the interface table. |
| Currency | Required | List of values | Currency format of the batch. |
| Payroll Period, Name, Source Tab | |||
| Effective Date | Required | List of values | Date used when transaction posted to General Ledger, Projects, or Grants Accounting. |
| Person | Required | List of values | Employee name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number. Assignment must be linked to employee in Human Resources. |
| Payroll Name | Required | List of values | Payroll cycle name; payroll name must be defined in Human Resources and linked to the assignment selected. |
| Payroll Period | Required | List of values | Payroll period name; must be defined in Human Resources and linked to the assignment selected. |
| Payroll Source | Required | List of values | Payroll batch source; must be available in PSP_Payroll_Sources table. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified. Values are New, Valid, and Error. | |
| Error Description Footer Region | |||
| Error Description | Default display only | Describes errors for all records. | |
| Validate | Optional | Button | Validates records with New and Error statuses. |
| Display Footer Region | |||
| All Records in Batch | Required/ optional | Radio button | Displays all records in batch. |
| Error Records in Batch | Required/ optional | Radio button | Displays only records in batch with errors. |
Table 3 describes the Maintain Non-Oracle Payroll Sublines window, Element, Earned, Check Date tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Element, Earned, Check Date Tab | |||
| Effective Date | Required | List of values | Date used when transaction posted to General Ledger, Projects, or Grants Accounting. |
| Person | Required | List of values | Employee name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number. Assignment must be linked to employee in Human Resources. |
| Element Type | Required | List of values | Payroll element type; must be linked to assignment in Human Resources. |
| Earned Date | Optional | List of values | Date salary or wage earned. |
| Check Date | Optional | List of values | Check date. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified. Values are New, Valid, and Error. |
Table 4 describes the Maintain Non-Oracle Payroll Sublines window, Amt, Dly Rate, Salary, D/C Flag tab. For information on the header and footer regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Amt, Dly Rate, Salary, D/C Flag Tab | |||
| Effective Date | Required | List of values | Date used when transaction posted to General Ledger, Projects, or Grants Accounting. |
| Person | Required | List of values | Employee name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number. Assignment must be linked to employee in Human Resources. |
| Pay Amount | Optional | List of values | Pay amount equals daily rate times number of business days between subline start and end dates. |
| Daily Rate | Required | List of values | Daily pay rate. |
| Salary Used | Required | List of values | Salary batch used. |
| Debit/Credit | Required | List of values | Indicates amount is debited or credited to an account in General Ledger. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified. Values are New, Valid, and Error. |
Table 5 describes the Maintain Non-Oracle Payroll Sublines window, Subline Start End Dates, FTE tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Subline Start End Dates, FTE Tab | |||
| Effective Date | Required | List of values | Date used when transaction posted to General Ledger, Projects, or Grants Accounting. |
| Person | Required | List of values | Employee name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number. Assignment must be linked to employee in Human Resources. |
| Start Date | Required | List of values | Subline start date. |
| End Date | Required | List of values | Subline end date. |
| FTE | Optional | List of values | Full time equivalent employment status for assignment; must not be greater than 10 and must be entered in the 9.99 format. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified. Values are New, Valid, and Error. |
To roll back a non-oracle payroll batch, perform the following steps.
In Labor Distribution, navigate to the Submit Request window as follows:
Processes & Reports > Run
The Submit a New Request pop-up window appears.
Click the Single Request radio button.
Click OK. The Submit Request window appears.
In the Name field, select PSP: Rollback of Non-Oracle Payroll from the list of values. The Parameters pop-up window appears.
In the Batch Name field, select a batch name from the list of values.
To apply the parameters, click OK.
In the Submit Request window, click Submit. The Requests window appears.
To view the report output, select the appropriate Request ID and click View Output.
Close the window.