Setup of Expenditure Type and Natural Account Auto-Population provides for automatic auto-population of expenditure type and natural account information for an employee's charging instruction based on user-defined auto-fill mapping rules.
You can use auto-population rules for the following processes:
PSP: Create Distribution Lines
PSP: Summarize and Transfer Payroll Distributions
PSP: Create and Update Encumbrance Lines
PSP: Encumbrance Summarize and Transfer
PSP: Distribution Adjustments
PSP: Import Pre-generated Distribution Lines
This section describes the following:
Expenditure Type and Natural Account Auto-Population setup procedures enable you to define rules for auto-population using a wide range of parameters. You can use a rule calculator to build the rules.
You can develop ordering rules to order and specify effective dates for the auto-population rules. Ordering rules ensure that one rule is used over another in the event that multiple rules validate to true. This enables you to create multiple rules for the same expenditure type and to order them among the other rules. Effective dates ensure that the application uses the rule only for distribution lines with a valid payroll date.
You can group rules by period type to:
Apply rules to specific employees based on their payroll.
Reduce processing time for the application to cycle through a set of rules.
When the application determines the expenditure type or natural account that it needs to use, it applies only those rules that you grouped under a specific period type.
You can override auto-population values from the list of values.
Note: The rules are specific to the business group and ledger of the Labor Distribution responsibility that you are using.
The expenditure type and natural account auto-population setup process includes the following:
You can run auto-population rules at the level at which you define a labor schedule. For example, you can configure the application to apply auto-population rules to a labor schedule that you defined at the Global Element level and the Organization Default Labor Schedule level.
To apply auto-population rules, you must enable the Enable Auto-Population configuration value in the Configuration Values page.
See: Set Up Configuration Options.
You can apply auto-population rules to any of the following schedule hierarchy levels:
Global Element
Assignment
Assignment (Element)
Assignment (Element Group)
Organization Default Labor Schedule
Organization Default Account
Suspense Account
Pre-generated Lines
Excess Salary Account
If you enable auto-population, then you must define the natural account segment for auto-population for the present responsibility.
When you set up the lookup, you can define the lookup table with all the parameters and its associated information to make the parameters available when you create rules. The parameters that you select in this window appear in the list of values when you create an auto-population rule.
Note: Lookup data is not partitioned by Multiple Organizations.
When defining expenditure type and natural account auto-population rules, the user performs the following tasks:
selects the Period Type to group rules applying to a specific payroll as described inTable 1.
| Period Type | Description |
|---|---|
| Calendar Month | applies rules to all employee assignments belonging to a payroll based on a calendar month period |
| Semi-Month | applies rules to all employee assignments belonging to a payroll based on a semi-month period |
| Bi-Weekly | applies rules to all employee assignments belonging to a payroll based on a bi-weekly period |
| Weekly | applies rules to all employee assignments belonging to a payroll based on a weekly period |
selects the expenditure type or the natural account
selects effective payroll period start and payroll period end dates for a rule
defines rules by defining parameter expressions
builds a rule expression by combining parameter expressions with Boolean logic using a rule calculator
saves validated rules
The bypass table stores the expenditure types that the application must skip when it applies auto-population rules. The auto-population process compares the present expenditure type on an employee's labor schedule with the expenditure types in the bypass table. If the application finds a match, then the application returns the same expenditure type and does not process any more rules.
Note: Bypass expenditure types are specific to the business group and ledger of the responsibility you are using.
To define expenditure types, see Expenditure Types, Oracle Projects User's Guide.
To define natural accounts, see Designing Your Account Segments, Oracle General Ledger User Guide and Defining Your Account Structure, Oracle General Ledger User Guide.
To set up the autopop segment for Multiple Organizations, perform the following steps.
In Labor Distribution, navigate to the Auto-Population Segment Definition window as follows:
Setup > Auto-Population > Segment Setup
In the Segment field, select a segment name from the list of values.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Auto-Population Segment Region | |||
| Segment | required | list of values | natural account segment used for auto-population |
To set up Lookup, perform the following steps.
In Labor Distribution, navigate to the Lookups (Auto Lookups) window as follows:
Setup > Auto-Population > Lookups Table
Enter data in each field of the Lookups (Auto Lookups) window as described in Table 3.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Parameter Class | required | list of values | enabled flexfield segments for Human Resources Job Key Flexfield and project information from Oracle Grants Accounting tables |
| Parameter | required | list of values | parameter values associated with selected parameter class |
| Datatype | users | datatype information; automatically populated when parameter selected |
The Defining Expenditure Type Auto-Population Rules procedure includes the following parts:
To define parameters, perform the following steps.
In Labor Distribution, navigate to the Auto-Fill Expenditure Types window as follows:
Setup > Auto-Population > Expenditure Type
Enter data in each field of the Auto-Fill Expenditure Types window as described in Table 4.
Perform one of the following steps:
To re-order the sequence of Expenditure Types, place the cursor on the line to be reordered and click Re-Order.
The Reorder pop-up window appears.
In the From field, enter the sequence number of the selected line.
In the To field, enter the new sequence number for the selected line.
Click OK.
To define a rule for the expenditure type, click Define Rule. The Define Rule window appears.
To define parameter expressions, perform the following steps.
In the Parameter Class field, select a parameter class from the list of values.
If required, in the Parameter field, select a parameter from the list of values.
In the Operand field, select an operand from the pop-up list.
In the Parameter Value field, enter a value from the list of values.
Repeat steps 1 through 4 until all expressions needed are entered.
Save the record.
In the calculator field, click the line numbers for a particular expression on the calculator and combine them with the logic and parentheses buttons.
When the rule expression is complete, click OK. A Note pop-up window displays acknowledging the validity of the rule or indicating an error.
If the rule is valid, click OK.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Auto-Population Definition Region | |||
| Period Type | required | list of values | window and displays rules, if any, defined for selected category |
| Seq. | display only | sequence number automatically generated after saving | |
| Expenditure Type | required | list of values | expenditure types |
| From | required | list of values | payroll period start date; can be overridden |
| To | optional | list of values | payroll period end date; can be overridden |
| Rule Definition Region | |||
| Rule Definition | users | user-defined rule; displayed after rule defined | |
| Re-Order | button | re-orders Expenditure Type lines | |
| Rules | optional | button | opens Define Rule window |
| Field Name | Type | Features | Description |
|---|---|---|---|
| check box | indicates Define Rule window is linked to master detail windows, Auto-Fill Expenditure Types and Auto-Fill Natural Account; master detail windows refreshed when data saved in Define Rule window | ||
| Parameter Expressions Region | |||
| Line | users | sequence number automatically generated when record saved | |
| Parameter Class | required | list of values | parameter class |
| Parameter | required | list of values | parameter |
| Datatype | display only | automatically populated based on parameters selected | |
| Operand | required | list of values | appropriate operand list for datatype selected |
| Parameter Value | required | list of values | value to compare to the parameter with the operand chosen; automatically populated when operand selected |
| Define Rule Region | |||
| calculator | required | parameter expressions combined into a Boolean expression using sequence numbers | |
| rule definition | display only | successfully validated rule displayed with parameter expressions substituted for sequence numbers used during calculator entry |
The Defining Natural Account Auto-Population Rules procedure includes the following parts:
To define parameters, perform the following steps.
In Labor Distribution, navigate to the Auto-Fill Natural Account window as follows:
Setup > Auto-Population > Natural Account
Enter data in each field of the Auto-Fill Natural Account window as described in Table 6.
Perform one of the following steps:
To re-order the sequence of Natural Accounts, place the cursor on the line to be reordered and click Re-Order. The Reorder pop-up window appears.
In the From field, enter the sequence number of the selected line.
In the To field, enter the new sequence number for the selected line, and click OK.
To define a rule for the natural accounts, click Define Rule. The Define Rule window appears.
To define parameter expressions, perform the following steps.
In the Parameter Class field, select a parameter class from the list of values.
If required, in the Parameter field, select a parameter from the list of values.
In the Operand field, select an operand from the pop-up list.
In the Parameter Value field, enter a value from the list of values.
Repeat steps 1 through 4 until all expressions needed are entered.
Save the record.
In the calculator field, click the line numbers for a particular expression on the calculator and combine them with the logic and parentheses buttons.
When the rule expression is complete, click OK. A Note pop-up window appears acknowledging the validity of the rule or indicating an error.
If the rule is valid, click OK.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Auto-Population Definition Region | |||
| Period Type | required | list of values | clears form and displays rules, if any, defined for selected category |
| Seq. | users | sequence number automatically generated after saving | |
| Natural Account | required | list of values | natural account |
| From | required | list of values | payroll period start date; can be overridden |
| To | optional | list of values | payroll period end date; can be overridden |
| Rule Definition Region | |||
| Rule Definition | users | user-defined rule; displayed after rule defined | |
| Re-Order | button | re-orders Natural Account lines | |
| Rules | button | opens Define Rule window |
To set up bypass expenditure types, perform the following steps:
In Labor Distribution, navigate to the Bypass Expenditure Types window as follows:
Setup > Auto-Population > Bypass Expenditure Type
In the Bypass Expenditure Type fields, select bypass expenditure types from the list of values.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Bypass Expenditure Type Region | |||
| Bypass Expenditure Type | optional | list of values | expenditure types bypassed |
To set up the bypass natural account, perform the following steps:
In Labor Distribution, navigate to the Bypass Natural Account window as follows:
Setup > Auto-Population > Bypass Natural Account
In the Natural Account fields, select natural accounts from the list of values.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Bypass Natural Account Region | |||
| Natural Account | optional | list of values | natural accounts bypassed |