PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Manage Commitment Accounting

Distributing Funding Sources Retroactively

This chapter provides an overview of retroactive distribution of funding sources and discusses how to:

Create retroactive distribution transactions directly.
Create retroactive distributions from the department budget table component.
View and process retroactive transactions.
Run the Retroactive Distribution report.

Understanding Retroactive Distribution of Funding Sources

You can make mass changes to the distribution of funding sources at the department, job code, position pool, position, or job data (appointment) level for data that has been posted to PeopleSoft Enterprise General Ledger. Create retroactive transactions directly by using the Direct Retro Distributions (direct retroactive distributions) process to search the database for records that meet search criteria and replace selected data in those records with new information. Or create retroactive transactions by modifying department budgets. When you start the Budget Retro Distribution process, the system will create retroactive transactions for all records affected by the changes, either using the Direct Retro Distribution process or in the Department Budget Table component (DEPT_BUDGET).

After you create the transactions, using either method, view them in the Review Retro Distribution (review retroactive distribution) component (HP_RDIST_TRANS_USA or HP_RDIST_TRANS_CAN) to ensure that they are correct and make changes if necessary. From there, start the online transaction process to apply the new transactions to the actuals data.

The following diagram illustrates the two methods of creating retroactive transactions, applying transactions, and the flow of data through the Commitment Accounting business process and to other PeopleSoft applications:

Two methods of creating retroactive distributions

Common Elements Used in This Chapter

Combination Code	Combination code funding the associated portions of the check. Note. Click the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page. See Editing ChartField Combinations in HRMS Transactions.
Benefit Plan	Displays the benefit plan covered by the paycheck.
Canadian Tax Class	Displays the Canadian tax class for Canadian taxes.
Check # (check number)	Paycheck number.
Company	Name of company that issued check.
Current Deduction	Displays the deduction amount distributed to the associated combination code.
Current Tax	Displays the total amount of tax deduction distributed to the associated combination code.
Deduction Classification	Displays the deduction classification of the deduction covered by the paycheck.
Deduction Code	Displays the deduction code of the deduction covered by the paycheck.
Department	Displays the department to which the earnings, deductions, or taxes are distributed.
Earnings	Displays the amount of earnings distributed to the associated combination code.
Earnings Code	Displays the earnings code describing the earnings, such as Regular or Vacation.
Job Code	Displays the job code to which the earnings, deductions, and taxes are distributed.
Line	Paycheck line number.
Locality	Displays the locality that regulates and collects the associated tax.
Message ID	The message ID of the message generated by the associated process. The system displays the text of the message in the text box below this field.
Off Cycle	Indicates if the check is off-cycle.
Page	Paycheck page number.
Pay End Date	Pay end date of the pay cycle.
Pay Group	Pay group that the check was processed with.
Plan Type	Displays the type of benefit plan covered by the paycheck.
Position Number	Displays the position number to which the earnings, deductions, and taxes are distributed.
Position Pool ID	Displays the position pool ID to which the earnings, deductions, and taxes are distributed.
Province	Displays the province that regulates and collects the tax.
Selected	Check to include the paycheck in retroactive processing.
State	Displays the state (or federal marker, if a federal tax) that regulates and collects the tax.
Tax Balance Class	Displays the tax balance class for US taxes.

Creating Retroactive Distribution Transactions Directly

This section provides an overview of retroactive distribution transactions and describes how to:

Specify search and update criteria.
View earnings, deductions, and tax transaction messages.

Understanding Retroactive Distribution Transactions

You can redistribute funding sources directly in the actuals records at the department, job code, position pool, position, or job data (appointment) level without making changes to the department budget. The Direct Retro Distributions (direct retroactive distributions) process selects the records that fit your search criteria. It updates the data in specified fields with the new data from the run control page.

Note. The system only selects records processed by the Commitment Accounting GL Interface process.

In this section we discuss how to:

Specify search criteria, and indicate which fields to update and the data to update them with.
Run the Retro Distribution process.
View the earning, deduction, or tax-related messages generated by the Retro Distribution process.

Pages Used to Create Retroactive Distribution Transactions Directly

Page Name	Definition Name	Navigation	Usage
Process Direct Retro Distribution (process direct retroactive distribution)	RUN_HP_RETDISTSRCH	Payroll for North America, Payroll Distribution, Commitment Accounting CAN, Process Direct Retro Dist, Process Direct Retro Distribution Payroll for North America, Payroll Distribution, Commitment Accounting USA, Process Direct Retro Dist, Process Direct Retro Distribution	Enter search criteria to specify which records to modify. Indicate which field values the system should update and with what values. Run the Retro Distribution (retroactive distribution) process.
Earnings Messages	HP_RETDIST_ERNMSG	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution Msgs, Earnings Messages Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution Msgs, Earnings Messages Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution, Earnings Messages Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution, Earnings Messages	View the earnings-related messages created by the Retro Distribution process.
Deduction Messages	HP_RETDIST_DEDMSG	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution Msgs, Deduction Messages Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution Msgs, Deduction Messages Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution, Deduction Messages Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution, Deduction Messages	View the deduction-related messages created by the Retro Distribution process.
Tax Messages	HP_RETDIST_CTXMSG	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution Msgs, Tax Messages Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution, Tax Messages	View the Canadian tax-related messages created by the Retro Distribution process.
Tax Messages	HP_RETDIST_TAXMSG	Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution Msgs, Tax Messages Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution, Tax Messages	View the tax-related messages created by the Retro Distribution process.

Specifying Search and Update Criteria

Access the Process Direct Retro Distribution (process direct retroactive distributions) process page (Payroll for North America, Payroll Distribution, Commitment Accounting USA, Process Direct Retro Dist, Process Direct Retro Distribution).

The Direct Retro Distributions process does not apply any changes to the database. If this process produces warnings or errors (viewed in the Review Retro Distributions Msgs components) you can rerun this process with different parameters.

Processing Option

Apply to Transactions

Select All to process earnings, deductions, and tax transactions.
Select Earnings, Deductions, or Tax to process only that kind of transaction.
Select Earns&Ded (earnings and deductions), Earns&Tax (earnings and taxes), or Ded&Tax (deductions and taxes) to process two of the three kinds of transactions.

Search for Next Payroll

Pay Period End Date

The pay period end date defaults the end date closest to, but not included in, the last CA GL Interface process run. Enter a new pay period end date, if necessary.

The system only processes pay periods that have not been processed by the CA GL Interface.

Days Prior End Date

Enter the number of days prior to the posting date of the pay calendar.

Ignore Off Cycle

Select to ignore off cycle pay calendars.

Transaction Date Range

The process searches for the earnings end dates that fall within the date range you specify.

Begin Date and End Date

Enter the transaction begin and end dates. Clear these fields to use fiscal periods as the date range.

Or Fiscal Periods

Detail Calendar ID	Select a detail calendar ID.
From Year/Period and To Year/Period	Enter the year and period from and to which you want to process.

Search Fields

Field Description and Field Value	Select the fields and the field values of the records you want the process to search for.
Search Spaces	Select to have the system search for blank field values.

Update Sequences

SeqNum (sequence number)	Enter the sequence in which this funding amount should be used.
Amount	Enter the funding amount.

Update Value

Field Description and Field Values	Select the fields in the selected records that should be updated and the values they should be updated with.
Update Space	Select to have the system update spaces.

Viewing Earnings, Deductions, and Tax Transaction Messages

Use Review Retro Distribution Messages component to view any messages generated by the retroactive distribution process.

To view retroactive distribution messages:

Access the Retro Distribution Messages component and select the Earnings Messages page, Deduction Messages page, or the Tax Messages page.
View the check earnings line and the earnings distribution, check deductions line and deduction distribution, or check taxes line and tax distribution information of the transaction.
View the message ID and message text explaining the results of the process for this transaction.

Creating Retroactive Distributions From the Department Budget Table

Make retroactive changes to budgets on the Department Budget Table component. Insert a new, effective-dated row in the Department Budget Table and make the necessary funding changes to the budget. Run the Budget Retro Distributions (budget retroactive distributions) process to redistribute paycheck transactions using the new budget setup.

In this section we discuss how to:

Make changes to a department budget.
Run the Budget Retro Distributions process.

Pages Used to Create Retroactive Distributions From the Department Budget Table

Page Name	Definition Name	Navigation	Usage
Budget Retro Distributions (budget retroactive distributions)	RUN_HP_RETDISTBDGT	Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Budget Retro Distributions	Redistributes effected paycheck transactions using the new department budget setup.

Making Changes to a Department Budget

Access the Department Budget Table and open the department budget you want to modify.

To make changes to a department budget that has been used in encumbrance or actuals processing:

Insert a new effective-dated row (the date as of which the retroactive changes should apply).
Make funding distribution changes on the Dept Budget Earnings, Dept Budget Deductions, or Dept Budget Taxes pages.
Save your changes.
Select Yes to the system prompt "Do you want to save changes for retro distribution?"
Select Yes to the system prompt "Do you want to go to Run Control Page?"

The system accesses the Budget Retro Distributions (budget retroactive distributions) page.

Note. If you don't opt to save the changes for retroactive distribution, the system will not initiate retroactive distribution processing for the newly added data.

Running the Budget Retro Distributions Process

Access the Budget Retro Distributions page (Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Budget Retro Distributions).

SetID, Department, and Fiscal Year

Enter the department budget's setID, department, and fiscal year.

Search for Next Payroll

Pay Period End Date	Enter the end date of the pay period that you are processing retroactive distributions for. This must be the same pay ending date as the original entry.
Days Prior End Date	Enter the number of days prior to the posting date of the pay calendar.
Ignore Off Cycle	Select to ignore off cycle pay calendars.

Transaction Date Range

The process searches for the earnings end dates that fall within the specified date range.

Pay Period Dates

Begin Date and End Date

Enter the transaction begin and end dates. Clear these fields to use fiscal periods as the date range.

Or Fiscal Periods

Detail Calendar ID	Select a detail calendar ID
From Year/Period and To Year/Period	Enter the year and period from and to which you want to process.

Note. The Budget Retro Distribution does not update transactions for which the Combination Code has been overridden.

Viewing and Processing Retroactive Distributions

This section discusses how to:

Compare new earnings, deduction, and tax transactions with old.
Process the retroactive distributions.

After you have made retroactive changes to funding distribution, either directly or through the Department Budget Table, you can view the new transactions and compare them with the old. If you are satisfied with the new transactions, you can run the Retro Distribution Update process to distribute the actuals using the new information.

Pages Used to View and Process Retroactive Distributions

Page Name	Definition Name	Navigation	Usage
Retro Distribute Earnings	HP_RETRO_DISTERNS	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution, Retro Distribute Earnings Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution, Retro Distribute Earnings	Modify the earnings transactions created by the Retro Distribution process.
Retro Distribute Deductions	HP_RETRO_DISTDEDS	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution	Modify the deductions transactions created by the Retro Distribution process.
Retro Distribute Tax	HP_RETRO_DISTCTXS	Payroll for North America, Payroll Distribution. Commitment Accounting CAN, Review Retro Distribution, Retro Distribute Tax	Modify the Canadian tax transactions created by the Retro Distribution process.
Retro Distribute Tax	HP_RETRO_DISTTAXS	Payroll for North America, Payroll Distribution. Commitment Accounting USA, Review Retro Distribution, Retro Distribute Taxes	Modify the US tax transactions created by the Retro Distribution process.
Update Actuals Distribution	RUN_HP_RETDIST	Payroll for North America, Payroll Distribution, Commitment Accounting CAN, Update Actuals Distribution Payroll for North America, Payroll Distribution, Commitment Accounting USA, Update Actuals Distribution	Use to apply retroactive distribution updates to the database.

Comparing New Earnings, Deductions, and Tax Transactions with the Old Transactions

Use the Review Retro Distribution (review retroactive distribution) component to compare the proposed funding distribution transactions with the old and to make any necessary changes.

To view, compare, and modify proposed retroactive distribution earnings, deductions, and tax transactions:

Access the Review Retro Distribution component and select the Retro Distribute Earnings page, Retro Distribute Deductions page, or the Retro Distribute Tax page.
View the paychecks affected by this retroactive transaction using the Employee ID and Employee Name tabs in the Check Earns Line group box.
Compare the information on the New Data and Posting Accounting Period tabs with the information on the Old Data and Old Accounting Period tabs.
Modify the distribution information in the fields on the New Data tab, if necessary.

Remember that you must distribute and fund all the earnings on the person's paycheck.
Select the transactions to process by clicking Select or Select all.

The system only processes selected transactions.

Processing Retroactive Distribution Transactions

When the retroactive distribution transactions meet your approval, process them to apply them to the system. The retroactive distribution process applies all the selected transactions to the actuals distribution of the original paycheck. The system marks the checks as corrected and posts the corrected date. After processing, the actuals are ready to be processed by the Commitment Accounting GL Interface and Time and Labor records are ready to be processed to PeopleSoft Enterprise Projects.

Access the Update Actuals Distribution page (Payroll for North America, Payroll Distribution, Commitment Accounting USA, Update Actuals Distribution).

Select

Select the transactions (listed by the run control ID for each transaction) to process. The process will only process one selection at a time.

Errors Option

Select the option the process should use if there is insufficient funding for the transaction:

Select Suspense to have the process fund the transaction from the suspense combination code.

Select Stop to stop the process.

Running the Retroactive Distribution Report

This section explains how to generate the Retro Distribution report.

Page Used to Run the Retro Distribution Report

Page Name	Definition Name	Navigation	Usage
Retro Distribution Audit Report	RUNCTL_BUD020	Payroll for North America, Payroll Distribution, Commitment Accounting CAN, Retro Distribution Audit Rpt, Retro Distribution Audit Report Payroll for North America, Payroll Distribution, Commitment Accounting USA, Retro Distribution Audit Rpt, Retro Distribution Audit Report	Run the Retro Distribution report (BUD020). This reports on the paychecks that have been modified using retroactive distribution. The report displays the old and the modified check data.

Running the Retro Distribution Report

Access the Retro Distribution Audit Report page (Payroll for North America, Payroll Distribution, Commitment Accounting USA, Retro Distribution Audit Rpt, Retro Distribution Audit Report).

Run Control ID

Select the Run Control ID of the Create Retro Distribution Transactions process on which you want to report.

Create User ID

Select the Create User ID of the retroactive processes on which you want to report.

Error Status

Select the error status of the retroactive transactions on which you want to report.

Process Status

Select the process status of the retroactive transactions on which you want to report.

Create Date Range

Enter the create date range.

Start Date and End Date

Select the created date range of the transactions on which you want to report on.

Processed Date Range

Enter the processed date range.

Select	Select the transactions (listed by the run control ID for each transaction) to process. The process will only process one selection at a time.
Errors Option	Select the option the process should use if there is insufficient funding for the transaction: Select Suspense to have the process fund the transaction from the suspense combination code. Select Stop to stop the process.

Run Control ID	Select the Run Control ID of the Create Retro Distribution Transactions process on which you want to report.
Create User ID	Select the Create User ID of the retroactive processes on which you want to report.
Error Status	Select the error status of the retroactive transactions on which you want to report.
Process Status	Select the process status of the retroactive transactions on which you want to report.
Create Date Range	Enter the create date range.
Start Date and End Date	Select the created date range of the transactions on which you want to report on.
Processed Date Range	Enter the processed date range.