The labor scheduling setup options provide users with flexibility in labor scheduling.
With this process you set up Oracle Labor Distribution to distribute payroll costs to one or more charging instructions in Oracle Grants Accounting, Oracle Projects, or Oracle General Ledger.
Table 1 shows the charging instructions you must enter for Projects and Grants Accounting.
| Field | Projects | Grants Accounting |
|---|---|---|
| Project | x | x |
| Expenditure Organization | x | x |
| Expenditure Type | x | x |
| Task | x | x |
| Award | x |
The labor scheduling setup process includes setting up:
The system administrator selects the Generic Suspense Account organization. For information on selecting the Generic Suspense Account Organization, see System Administration Setup.
Choosing a Generic Suspense Account is mandatory. After the System Administrator selects Generic Suspense Account organization, users can specify Grants Accounting and Projects charging instructions and General Ledger accounting flexfields. Users specify the effective date range of the organization suspense account.
Once you save an organization suspense account, the following rules apply:
You cannot delete the Generic Suspense Account if you have imported payrolls for the date range of the suspense account.
You cannot modify the begin date.
You can charge the Generic Suspense Account organization to a different organization by having the System Administrator select a different organization as a Generic Suspense Account organization.
Note: There can only be one Generic Suspense Account organization at one time.
For information on validation rules, see Data Entry Validations Process.
Setting up Organization Suspense Accounts is optional. You can specify Grants Accounting and Projects charging instructions and General Ledger accounting flexfields. You specify the effective date range of the organization suspense account.
Once you save an organization suspense account, the following rules apply:
You cannot delete an organization suspense account if you have imported payrolls for the date range of the suspense account.
You cannot modify the begin date.
For information on validation rules, see Data Entry Validations Process.
Setting up the Organization Default Labor Schedule is optional. You make this determination when setting up system profile options.
For information on setting up system profile options, see System Administration Setup
The Organization Default Labor Schedule setup procedure defines the organization default labor schedule by specifying Grants Accounting and Projects charging instructions and General Ledger accounting flexfields and percentages. You specify the effective date range of the default labor schedule.
Once you have saved the default labor schedule, the following rules apply:
You cannot delete the default labor schedule if you have imported payrolls for the date range of the default labor schedule.
You cannot modify the begin date.
For information on validation rules, see Data Entry Validations Process.
Setting up Organization Default Accounts is optional. You can make this determination when setting up system profile options.
For information on setting up system profile options, see System Administration Setup.
The Organization Default Accounts setup procedure sets up an organization default account by specifying Grants Accounting and Projects charging instructions and General Ledger accounting flexfields. You specify the effective date range of the default account.
Once you save the default account, the following rules apply:
You cannot delete the default if you have imported payrolls for the date range of the organization default account.
You cannot modify the begin date.
For information on validation rules, see Data Entry Validations Process.
The Elements Imported setup procedure enables users to define which payroll elements the payroll import process imports and the effective date range of the element. Some examples of payroll elements are earnings, deductions, and benefits. You can add or delete elements from the Elements Imported setup window. You cannot delete the element if you have imported payrolls for the defined dates, but you can end-date it.
Note: You can use only elements selected for import in the Scheduling Hierarchy region of the Schedule Lines window.
The following rules apply to Elements Imported:
The same element can occur more than once as long as the periods do not overlap.
You can extend the end date of an element as long as the new period does not overlap with that of an already existing period of the same element.
Once you save an element import setup, you cannot modify the begin date of an element.
For information on validation rules, see Data Entry Validations Process.
The Global Element Override setup procedure creates a specific set of charging instructions for a particular element (such as earnings, deductions, and benefits). The global element overrides all of the employee and assignment schedule hierarchy selections. You cannot delete the global element if there are payrolls imported for the defined dates, but you can end-date it.
The user specifies Grants Accounting and Projects charging instructions and General Ledger accounting flexfields and percentages. The user also specifies the effective date range of the override.
When you save the override schedule, the following rules apply:
You cannot delete the override schedule if you have payrolls imported for the defined dates, but you can end-date it.
You cannot modify the begin date.
For information on validation rules, see Data Entry Validations Process.
You define element groups at the site level and use them to group elements. These classification groups identify a common distribution group of all elements within a classification that are scheduled and distributed for an employee assignment.
The following rules apply to the element groups:
An element can be active in only one group for a given day.
Once you save an element group, you cannot modify its begin date. However, you can end-date it.
For information on validation rules, see Data Entry Validations Process.
Create a single schedule for an employee assignment at the element group level of Regular Salary, where Regular Salary includes the elements of Regular Pay, Overtime, and Shift. Any Regular Pay, Overtime, and Shift element paid to that employee assignment uses the labor schedule defined for the Regular Salary element group. This means that the user does not have to individually create a labor schedule for each element.
For information on scheduling hierarchies, see Scheduling Hierarchy Process.
Use the Payroll Sources setup procedure to define source codes for payroll sources other than Oracle. Use the Source Type source code for validations on the import of non-Oracle payroll sources and pregenerated distribution lines. You can have more than one source code for each payroll source type.
Use the Begin Date and End Date Auto-fill Parameters setup procedures to select one of three options to auto-fill the begin date field and end date field in the Schedule Lines window for each charging instruction to Grants Accounting, Projects, and General Ledger:
No auto-fill: The Begin Date is not auto-filled.
User-specified: Use the user-defined Begin Date for auto-fill.
System-generated: If you have installed Grants Accounting, the auto-filled Begin Date is the latest date between the current system date, the employee assignment Begin Date, the award Begin Date/project Begin Date, and the day after the last Payroll Process Date. If you have General Ledger installed, the auto-filled Begin Date is the latest date between the current system date, the employee assignment Begin Date, and the day after the last Payroll Process Date.
System-generated: If you have installed Grants Accounting, the auto-filled End Date is the latest date between the current system date, the employee assignment Begin Date, the award Begin Date/project Begin Date, and the day after the last Payroll Process Date. If you have General Ledger installed, the auto-filled End Date is the latest date between the current system date, the employee assignment Begin Date, and the day after the last Payroll Process Date.
Use the clearing account in Labor Distribution for all types of balancing transactions. The clearing account maintains a balance of zero as Labor Distribution processes transactions. You can use the clearing account to verify that transactions are processing correctly by returning to a zero balance.
The clearing account is usually the same General Ledger account that was charged with employee payroll costs when they were transferred to General Ledger from Oracle Payroll. Use the Clearing Account setup procedure to change the clearing account.
For information on accounting transactions, see Labor Distribution Accounting Example.
For information on defining payrolls, see Labor Scheduling Setup.
Setting up Organization Suspense Accounts includes:
To set up organization suspense accounts, perform the following steps.
In Labor Distribution, navigate to the Organization Suspense Accounts window as follows:
Setup > Organization Suspense Accounts
Perform one of the following tasks:
To set up a generic suspense account, select the Generic Suspense Account check box.
To set up an organization suspense account, in the Organization field, select an organization from the list of values.
If entering a General Ledger accounting flexfield, perform the following steps:
In the GL Account field, select a General Ledger account from the list of values. A pop-up find window appears.
In the Shortcut Code field, select a code from the list of values, and click OK. The Parameters pop-up window appears.
Enter data in each field as required from the list of values, and click OK.
In the Begin Date field, enter the start date for the use of the General Ledger account specified by the accounting flexfield.
Optionally, in the End Date field, enter the end date for the use of the General Ledger account specified by the accounting flexfield.
For information on end date validation rules, see Data Entry Validations Process.
Repeat steps 1 through 5 until completed.
Note: You must end-date records before you can create additional records.
Optionally, in the Comments field, enter comments.
To enter a Grants Accounting or Projects charging instruction, perform the following steps:
Enter data in the following fields as described in Table 2:
Project Number
Task Number
Award Number, for Grants Accounting only
Exp Org
Exp Type
Begin Date
End Date
Repeat Step 1 until completed.
Note: You must end-date records before you can create additional records.
Save or save and continue.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Organization | required | list of values | Organization name. |
| Generic Suspense Account | display only | check box | Indicates if you are using this organization as a generic suspense account. Corresponds to the organization you selected as PSP: Generic Suspense Account Organization profile option. |
| Account Details Region | |||
| GL Account | conditionally required | list of values: pop-up window | General Ledger accounting flexfield; required if there are no Grants Accounting or Projects charging instructions. |
| Project Number | conditionally required | list of values | Grants Accounting or Projects project number charging instruction; required if there are no General Ledger accounting flexfields. |
| Task Number | conditionally required | list of values | Grants Accounting or Projects task number charging instruction; required if there are no General Ledger accounting flexfields |
| Award Number | conditionally required | list of values | Grants Accounting award number charging instruction; required if there are no General Ledger accounting flexfields; not required if entering a Projects charging instruction. Only the awards belonging to the selected project are available for selection. |
| Exp Org | conditionally required | list of values | Grants Accounting or Projects expenditure organization charging instruction; required if there are no General Ledger accounting flexfields. |
| Exp Type | conditionally required | list of values | Grants Accounting or Projects expenditure type charging instruction; required if there are no General Ledger accounting flexfields. |
| Begin Date | required | list of values: pop-up calendar | Effective start date of suspense account. You cannot modify or delete this date. |
| End Date | optional | list of values: pop-up calendar | Effective end date of the suspense account. |
| Comments | optional | n/a | User setup comments. |
Setting up Organization Default Labor Schedule includes the following:
To set up organization default labor schedules:
In Labor Distribution, navigate to the Organization Default Labor Schedule window as follows:
Setup > Org. Default Labor Schedules
In the Organization field, select an organization from the list of values.
In the Begin Date field, enter the effective start date for the Organization Default Labor Schedule from the list of values.
Optionally, in the End Date field, enter the effective end date for the Organization Default Labor Schedule from the list of values.
For information on deletion and end date validation rules, see Data Entry Validations Process.
To enter a General Ledger accounting flexfield:
In the GL Account field, select a General Ledger account from the list of values. A pop-up find window appears.
In the Shortcut Code field, enter a code from the list of values, and click OK. The Parameters pop-up window appears.
From the list of values, enter data in each field as required, and click OK.
In the % field, enter the distribution percentage to be applied to this accounting flexfield.
Repeat steps 1 through 4 until completed.
Note: You must end-date records before you can create additional records.
To enter a Grants Accounting or Projects charging instruction:
Enter data in the following fields as described in Table 3:
Project Number
Task Number
Award Number, for Grants Accounting only
Exp Org
Exp Type
%
Repeat step 1 until completed.
Note: You must end-date records before you can create additional records.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Organization | required | list of values | Organization name. |
| Begin Date | required | list of values: pop-up calendar | Effective start date for default labor schedule. You cannot modify or delete this date. |
| End Date | optional | list of values: pop-up calendar | Effective end date for default labor schedule. |
| Default Schedules Region | |||
| GL Account | conditionally required | list of values: pop-up window | General Ledger accounting flexfield. This is required if there are no Grants Accounting or Projects charging instructions. |
| Project Number | conditionally required | list of values | Grants Accounting or Projects project number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Task Number | conditionally required | list of values | Grants Accounting or Projects project task number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Award Number | conditionally required | list of values | Grants Accounting project award number charging instruction. This is required if there are no General Ledger accounting flexfields. It is not required if you are entering a Projects charging instruction. Only the awards belonging to the selected project are available for selection. |
| Exp Org | conditionally required | list of values | Grants Accounting or Projects project expenditure organization charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Exp Type | conditionally required | list of values | Grants Accounting or Projects project expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. |
| % | required | n/a | Distribution percentage applied to the schedule line for the dates specified. |
| Comments | optional | n/a | User setup comments. |
Setting up Organization Default Accounts includes the following:
To set up organization default accounts:
In Labor Distribution, navigate to the Organization Default Accounts window as follows:
Setup >Organization Default Accounts
In the Organization field, select an organization from the list of values.
If entering a General Ledger accounting flexfield:
In the GL Code field, select a General Ledger account from the list of values. A pop-up find window appears.
In the Shortcut Code field, enter a code from the list of values, and click OK. The Parameters pop-up window appears.
From the list of values, enter data in each field as required, and click OK.
In the Begin Date field, enter the start date for the use of the General Ledger account specified by the accounting flexfield.
Optionally, in the End Date field, enter the end date for the use of the General Ledger account specified by the accounting flexfield.
For information on end date validation rules, see Data Entry Validations Process.
Repeat steps 1 through 7 until completed.
Note: You must end-date Records must be end-dated before additional records can be created.
When entering a Grants Accounting or Projects charging instruction:
Enter data in the following fields as described in Table 4:
Project Number
Task Number
Award Number, for Grants Accounting only
Exp Org
Exp Type
Begin Date
End Date
Comments
Repeat Step 1 until completed.
Note: You must end-date Records must be end-dated before additional records can be created.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Organization | required | list of values | Organization name. |
| Account Details Region | |||
| GL Account | conditionally required | list of values: pop-up window | General Ledger accounting flexfield. This is required if there are no Grants Accounting charging instructions. |
| Project Number | conditionally required | list of values | Grants Accounting or Projects project number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Task Number | conditionally required | list of values | Grants Accounting or Projects project task number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Award Number | conditionally required | list of values | Grants Accounting award number charging instruction. This is required if there are no General Ledger accounting flexfields. This is not required if you are entering a Projects charging instruction. Only the awards belonging to the selected project are available for selection. |
| Exp Org | conditionally required | list of values | Grants Accounting or Projects expenditure organization charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Exp Type | conditionally required | list of values | Grants Accounting or Projects expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Begin Date | required | list of values: pop-up calendar | Effective start date of the default account. You cannot modify this date. |
| End Date | optional | list of values: pop-up calendar | Effective end date of the default account. |
| Comments | optional | n/a | User setup comments. |
To set up elements, perform the following steps.
In Labor Distribution, navigate to the Elements Imported window as follows:
Setup >Element Types
Enter data in each field of the Elements Imported window as described in Table 5.
To add a new line, place the cursor in the Element Name field. A new line appears.
Select an element from the list of values.
Repeat Step 2.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Element Name | required | list of values | All payroll elements appear in this list of values. |
| Begin Date | required | list of values: pop-up calendar | Effective import start date. |
| End Date | optional | list of values: pop-up calendar | Effective import end date. |
| Adjust | conditionally required | check box | If you select this, you can adjust the element in the Distribution Adjustments window. |
| Comments | optional | n/a | User setup comments. |
Setting up Global Element Override includes the following:
To set up a global element override:
In Labor Distribution, navigate to the Global Element Override window as follows:
Setup > Global Elements
In the Element field, select an element from the list of values.
In the Begin Date field, enter the effective start date for the global element override from the list of values.
Optionally, in the End Date field, enter the effective end date for the global element override from the list of values.
For information on end date validation rules, see Data Entry Validations Process.
If entering a General Ledger accounting flexfield:
In the GL Account field, select a General Ledger account from the list of values. A pop-up find window appears.
In the Shortcut Code field, enter a code from the list of values. The Parameters pop-up window appears.
Click OK.
From the list of values, enter data in each field as required.
Click OK.
In the % field, enter the distribution percentage to be applied to the accounting flexfield.
If entering Grants Accounting or Projects charging instructions, perform the following steps.
Enter data in the following fields as described in Table 6:
Project Number
Task Number
Award Number, for Grants Accounting only
Exp Org
Exp Type
%
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Element | required | list of values | Element. |
| Begin Date | required | list of values: pop-up calendar | Effective start date of the override. You cannot modify or delete this date. |
| End Date | optional | list of values: pop-up calendar | Effective end date of the override. |
| Account Details Region | |||
| GL Account | conditionally required | list of values: pop-up window | General Ledger accounting flexfield. This is required if there are no Projects or General Ledger charging instructions. |
| Project Number | conditionally required | list of values | Grants Accounting or Projects project number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Task Number | conditionally required | list of values | Grants Accounting or Projects project task number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Award Number | conditionally required | list of values | Grants Accounting project award number charging instruction. This is required if there are no General Ledger accounting flexfields. This is not required if you are entering a Projects charging instruction. Only the awards belonging to the selected project are available for selection. |
| Exp Org | conditionally required | list of values | Grants Accounting or Projects project expenditure organization charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Exp Type | conditionally required | list of values | Grants Accounting or Projects project expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. |
| % | required | n/a | Distribution percentage applied to schedule line for dates specified. |
| Comments | optional | n/a | User setup comments |
In Labor Distribution, navigate to the Element Groups window as follows:
Setup >Element Groups
Enter data in each field of the Element Groups window as described in Table 7.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Element Group | required | n/a | Element group name. |
| Begin Date | required | list of values: pop-up calendar | Effective start date for group. You cannot modify or delete this date. |
| End Date | optional | list of values: pop-up calendar | Effective end date for group. |
| Comments | optional | n/a | User setup comments. |
| Elements Region | |||
| Element Name | required | list of values | Element to be grouped under classification. This can be active in only one group for a given day. |
| Begin Date | display only | n/a | Effective start date for element as part of group. |
| End Date | display only | n/a | Effective end date for element as part of group. |
Perform the following steps to set up payroll sources.
In Labor Distribution, navigate to the Payroll Sources window as follows:
Setup >Payroll Sources
To enter a new payroll source, enter data in each field as described in Table 8.
Save or save and proceed.
To query all available payroll sources records, navigate as follows:
View >Find All
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Header Region | |||
| Payroll Source Type | required | list of values | Payroll source type name. |
| Source Codes Region | |||
| Source Code | required | n/a | User-defined source code. |
| Description | required | n/a | User description of source code. |
To set up the begin date auto-fill parameter:
In Labor Distribution, navigate to the Begin Date Auto-fill Parameters window as follows:
Setup >Auto-fill Begin Date
Enter data in each field of the Begin Date Auto-fill Parameters window as described in Table 9.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Begin Date Auto-Fill Parameters Region | |||
| System-generated | optional | radio button | Indicates if begin date field automatically populated based on defined parameters. |
| User-specified | optional | radio button | Indicates if users specify begin date. |
| No Auto-filled | optional | radio button | Indicates if there is no begin date. |
| User-specified Date | optional | list of values: pop-up calendar | Users specify auto-fill begin date. |
| Description of Selected Auto-Fill Parameter Region | |||
| Description of Selected Auto-Fill Parameter | display only | n/a | Displays the auto-fill parameter rules for selected begin date auto-fill parameter. |
| Comments | optional | n/a | User comments. |
To set up the end date auto-fill parameter:
In Labor Distribution, navigate to the End Date Auto-fill Parameters window as follows:
Setup > Auto-fill End Date
Enter data in each field of the End Date Auto-fill Parameters window as described in Table 10.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| End Date Auto-Fill Parameters Region | |||
| System-generated | optional | radio button | Indicates if the end date field is automatically populated based on defined parameters. |
| User-specified | optional | radio button | Indicates if the users must specify an end date. |
| No Auto-filled | optional | radio button | Indicates if there is no end date. |
| User-specified Date | optional | list of values: pop-up calendar | Users specify auto-fill end date. |
| Description of Selected Auto-Fill Parameter Region | |||
| Description of Selected Auto-Fill Parameter | display only | n/a | Displays the auto-fill rules for selected end date auto-fill parameter. |
| Comments | optional | n/a | User comments on setup. |
You can set up multiple clearing accounts for a payroll. You set up multiple clearing accounts if, for example, your organization has business units or operating companies that need to maintain separate transactions. You can now set up those clearing accounts at the payroll level in Oracle Labor Distribution to identify the transactions of each payroll. Each payroll can have a dedicated clearing account for use with Oracle Labor Distribution.
To set up a clearing account:
In Labor Distribution, navigate to the Clearing Account window as follows:
Setup > Clearing Account
To change the payroll, click the Payroll Name field and select the payroll.
To change the clearing account, click the GL Account field and specify the information in the window that appears.
In the Comments field, if necessary, describe the clearing account.
Save your work.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Payroll | Required | List of values | Name of the payroll |
| GL Account | Required | List of values | General Ledger clearing account |
| Comments | Optional | n/a | User-defined comments |