The Pre-generated Distribution Lines Interface process enables you to review, edit, and validate unprocessed pre-generated distribution lines before initiating the Import Pre-generated Distribution Lines concurrent process within Oracle Labor Distribution. The distribution lines can then be posted to Oracle Grants Accounting, Oracle Projects, and to Oracle General Ledger accounts through the Summarize and Transfer Payroll Distributions process. You can also archive and retrieve the pre-generated distribution lines from the interface table.
Labor Distribution imports already-distributed charges from time management systems and transfers them to Grants Accounting, Projects, and General Ledger accounts.
The Pre-generated Distribution Lines Interface process enables you to perform the following tasks:
integrate timecard data with labor distribution data for reporting
post timecard information to Grants Accounting, Projects, and General Ledger through Labor Distribution
In addition, you can run processes to archive and retrieve pre-generated distributed lines from the interface table.
The Pre-generated Distribution Lines Interface process includes the following parts:
The methods for importing pre-generated distribution lines are as follows:
This method includes importing pre-generated distribution lines 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 hours along with costs in the Maintain Pregenerated Distribution Lines window.
For more information, see Set Up Configuration Options.
This method includes importing pre-generated distribution lines and validating each transaction. Oracle recommends using this method only if all transactions are valid.
If you do not specify a currency, your Pre-generated Distribution Lines batch will inherit the default currency from the Business Group.
The Import Pre-generated Distribution Lines concurrent process performs the following tasks:
reads the Pre-generated Distribution Lines Interface table
validates data in the Pre-generated Distribution Lines Interface table
imports valid records into the Payroll Control table
The following information must be included on each line as described in Table 1.
| Field Name | Description |
|---|---|
| Distribution_Interface_ID | Unique identification number for pre-generated distribution batch. Primary key of the table. |
| Person_ID | Employee identifier; must be entered in Oracle Human Resources. |
| Assignment_ID | Assignment number; must be linked to an employee in Oracle Human Resources. |
| Element_Type_ID | Element; must be linked to assignment in Human Resources. |
| Distribution_Date | Date the amount is distributed; default date used for summary transactions for posting to General Ledger, Grants Accounting, and Projects. |
| Distribution_Amount | Amount distributed. |
| Payroll_ID | Payroll identifier; must be defined in Human Resources and linked to the selected assignment. |
| Time_Period_ID | Payroll period identifier; must be defined in Human Resources and linked to payroll name of interface table record. |
| DR_CR_Flag | Indicates debit or credit; D for debit and C for credit. |
| Source_Code | Payroll batch source; must be available in PSP_Payroll_Sources table. |
| GL_Code_Combination_ID | General Ledger accounting flexfield; required if there is no project/project and award data entered. |
| Project_ID | Projects project identifier; required if there is no General Ledger code combination ID entered. |
| Expenditure_Organization_ID | Expenditure organization identifier for Grants Accounting /Projects charging; required if there is no General Ledger code combination ID entered. |
| Expenditure_Type | Project expenditure type; required if there is no General Ledger code combination ID entered. |
| Task_ID | Task identifier linked to the selected project; required if there is no General Ledger code combination ID entered. |
| Award_ID | Project award identifier; required if charging to Grants Accounting; not required if using only Projects charging. |
| Status_Code | Validation status of pre-generated distribution line; changes to New when record modified and Valid when Validated. Values are New, Valid, Error, and Transferred. |
| Batch_Name | Unique batch name. |
| Error_Code | Describes errors for current distribution line. |
| GL Posting Override Date | General Ledger override date for posting; if defined, this date overrides the distribution date for posting to General Ledger. |
| GMS Posting Override Date | For future use. |
| Ledger ID | Ledger identifier. |
| Business Group ID | Business group identifier. |
| Suspense_Org_Account_ID | Suspense organization account identifier. |
| Currency Code | Currency type; if null, currency is derived from the Business Group's default. |
Each entry has a status code. The status code values are as follows:
New
Error
Valid
Transfer
When the user loads the interface table, the status of all records is New.
If errors occur during the import process, the process is terminated. Users must delete or correct the errors. Updates can be made in the source system or in the Maintain Pre-generated Distribution Lines window.
If you set up auto-population rules then the application substitutes the original expenditure type or natural account with the auto-populated values.
When you re-query a batch, the application displays the natural accounts or expenditure types as a result of the auto-population rules that it applied. If the charging instruction is not valid, the application displays the original values for the natural accounts or expenditure types.
If you re-query a batch and modify a valid charging instruction, then the application applies auto-population rules to that charging instruction again.
For information on setting up the auto-population profile options, see System Administration Setup.
For information on setting up auto-population, see Expenditure Type and Natural Account Auto-Population Setup.
Processing of employee assignments with zero work day allows the import of Pre-generated Distribution Lines 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.
A suspense account will be used if the PSP: Use Suspense Account for Pre-Gen Import profile option is set to Yes.
Upon completion of the Import Pre-generated Distribution Lines concurrent process, users can proceed to the Summarize and Transfer Payroll Distributions procedure.
For information on summarizing and transferring distribution lines, see Summarizing and Transferring Payroll Distributions Procedure.
Through the Maintain Pre-Generated Distribution Lines window, users can populate a new Pre-Generated Distribution Lines Interface table.
The following steps illustrate the Maintain Pre-Generated Distribution Lines Interface process:
The user navigates to the Maintain Pre-Generated Distribution Lines window.
The user types a name for the new batch.
The user selects a currency.
The user defines values for the Element Type, Payroll Source, Distribution Amount, Debit/Credit Flag, and Charging Instructions.
To validate the transactions, follow the steps in the Maintain Pre-Generated Distribution Lines 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 Pre-generated Distribution Lines window enables users to view the Pre-generated Distribution Lines Interface table and to make simple edits, corrections, and updates to the data.
In the Pre-generated Maintenance window for Distribution 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 appears.
For information on employee assignments with zero work day situations, see Employee Assignments with Zero Work Day.
The following steps illustrate the Maintain Pre-generated Distribution Lines process:
The user navigates to the Maintain Pre-generated Distribution Lines 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.
To run the Import Pre-generated Distribution Lines 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 Pre-generated Distribution Lines window to correct the errors. The Maintain Pre-generated Distribution Lines 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.
The Pre-generated Distribution Lines Interface table must be loaded with appropriate data either through a user-defined process or through the Maintain Pre-generated Distribution Lines window.
To load the Pre-generated Distribution Lines Interface table, see Pre-generated Interface Table.
Use one of the following methods to import pre-generated distribution lines:
To import pre-generated distribution lines using the Maintain Pre-generated Distribution Lines window, perform the following steps.
In Labor Distribution, navigate to the Maintain Pre-generated Distribution Lines window as follows:
Payroll Interface > Pre-Gen Distribution Lines
The Maintain Pre-generated Distribution Lines window appears.
Select a batch name as follows:
View > Find
Select a batch and click OK.
To run the Import Pre-generated Distribution Lines 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 file, select the appropriate Request ID and click View Output.
If there are no errors, close the window.
If there are errors, return to the Maintain Pre-generated Distribution Lines window to correct the errors as follows:
Payroll Interface > Pre-Gen Distribution Lines
To display errors only, in the Display region click the Error Records radio button.
Select one of the following tabs:
Payroll Name, Period, Element
Pay Source, Dist Amt, D/C Flag
GL Account
Project, Task, Award
Expenditure Organization, Type
Note: To navigate to unseen tabs, use the arrows next to the tabs.
Enter data in each field of the Maintain Pre-generated Distribution Lines 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 pre-generated distribution lines 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 Pre-generated Distribution Lines from the list of values. The Parameters pop-up window appears.
Note: If auto-population is enabled, the Import Pre-generated Distribution Lines procedure uses auto-population.
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 file, 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 | Pre-generated distribution batch identification number. |
| GL Posting Date | Optional | List of values: pop-up calendar | Effective date for posting transactions to General Ledger; cannot be modified if date is populated when loading data into the interface table. |
| Currency | Required | List of values | Currency format of the batch. |
| Payroll Name, Period, Element Tab | |||
| Distribution Date | Required | List of values | Distribution date. |
| Person | Required | List of values | Employee's name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number; must be linked to employee in Human Resources. |
| Payroll Name | Required | List of values | Payroll cycle name; must be defined in Human Resources and linked to the selected assignment. |
| Payroll Period | Required | List of values | Payroll period name; must be defined in Human Resources and linked to payroll name of interface table record. |
| Element Type | Required | List of values | Element type; must be linked to assignment in Human Resources. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified and Valid when validated. Values are New, Valid, and Error. | |
| Error Description Footer Region | |||
| Error Description | Default display only | Describes errors for all records. | |
| Validate | Button | Validates records with New or Error status. | |
| Display Footer Region | |||
| All Records | Optional | Radio button | Displays all imported records. |
| Error Records | Optional | Radio button | Displays imported records with errors only. |
Table 3 describes the Maintain Pre-generated Distribution Lines window, Pay Source, Dist Amt, D/C Flag tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Pay Source, Dist Amt, D/C Flag Tab | |||
| Distribution Date | Required | List of values | Distribution date. |
| Person | Required | List of values | Employee's name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number; must be linked to employee in Human Resources. |
| Payroll Source | Required | List of values | Payroll batch source; must be available in PSP_Payroll_Sources table. |
| Distribution Amount | Required | List of values | Amount distributed. |
| D/C Flag | Required | List of values | Indicates debit or credit. |
| Status | default display only | Validation status of pre-generated distribution line; changes to New when record modified and Valid when validated. Values are New, Valid, and Error. |
Table 4 describes the Maintain Pre-generated Distribution Lines window, GL Account tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| GL Account Tab | |||
| Distribution Date | Required | List of values | Distribution date. |
| Person | Required | List of values | Employee's name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number; must be linked to employee in Human Resources. |
| GL Account | Conditionally required | List of values | General Ledger accounting flexfield; required if no other charging instruction entered. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified and Valid when validated. Values are New, Valid, and Error. |
Table 5 describes the Maintain Pre-generated Distribution Lines window, Project, Task, Award tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Project, Task, Award Tab | |||
| Distribution Date | Required | List of values | Distribution date. |
| Person | Required | List of values | Employee's name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number; must be linked to employee in Human Resources. |
| Project | Conditionally required | List of values | Grants Accounting or Projects project number; required if there is no General Ledger account entered. |
| Task | Conditionally required | List of values | Task number linked to the selected project. |
| Award | Conditionally required | List of values | Project award number. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified and Valid when validated. Values are New, Valid, and Error. |
Table 6 describes the Maintain Pre-generated Distribution Lines window, Expenditure Organization, Type tab. For information on the header, footer, and Display regions, see Table 2.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Expenditure Organization, Type Tab | |||
| Distribution Date | Required | List of values | Distribution date. |
| Person | Required | List of values | Employee's name; must be entered in Human Resources. |
| Assignment | Required | List of values | Assignment number; must be linked to employee in Human Resources. |
| Exp. Org. | Conditionally required | List of values | Expenditure organization. |
| Expenditure Type | Conditionally required | List of values | Project expenditure type. |
| Status | Default display only | Validation status of pre-generated distribution line; changes to New when record modified and Valid when validated. Values are New, Valid, and Error. |
Use the PSP: Archive Pre-Gen Distribution Interface process to archive pre-generated distribution lines from the interface table (PSP_DISTRIBUTION_INTERFACE). You run the PSP: Archive Pre-Gen Distribution Interface process from the Submit Requests window.
To run the PSP: Archive Pre-Gen Distribution Interface process
In the Submit Requests window, enter PSP: Archive Pre-Gen Distribution Interface as the name.
Enter an Archival Code. This is the archival code you will use to retrieve the pre-generated distribution lines batch.
Enter a Start Date. This is the date from which to start archiving the pre-generated distribution lines from the interface table. This is not a mandatory field and if null, the application considers the start of time as the Start Date.
Enter an End Date. This is the date on which to end archiving the pre-generated distribution lines from the interface table. This is not a mandatory field and if null, the application considers the end of time as the End Date.
Click OK and Submit your request.
Use the PSP: Retrieve Pre-Gen Distribution Interface process to retrieve archived pre-generated distribution lines from the archived table (PSP_DISTRIBUTION_INT_ARCH) back to the interface table (PSP_DISTRIBUTION_INTERFACE). You run the PSP: Retrieve Pre-Gen Distribution Interface process from the Submit Requests window.
To run the PSP: Retrieve Pre-Gen Distribution Interface process
In the Submit Requests window, enter PSP: Retrieve Pre-Gen Distribution Interface as the name.
Enter an Archival Code. This is the code you used to archive the pre-generated distribution lines batch.
Click OK and Submit your request.