Processing Rollovers
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From Integrity and Rollover (G772471), choose Year End Rollover
You use rollover programs to carry forward balances for pay types, deductions, benefits, and accruals (PDBAs) at the end of the year and to create the beginning balances for the next year. You need to carry forward these balances to correctly process payroll cycles in the new year.
You use the year-end rollover programs to process DBAs that roll over balances at the end of the standard year. You must run these programs after you process the last payroll cycle of the year. These programs use the previous year's DBA balances to create beginning balances for the new year.
In some cases, you might want to roll over DBA balances at times other than the end of the calendar year. For example, you might want to roll over vacation accrual balances on employees' hire dates. You use the Fiscal or Anniversary Rollover version to process DBAs that are set up to roll over balances at times other than the end of the standard year.
When a payroll cycle crosses into the next year, the system stores the history in the pay-period ending date field and prorates the amount to both years during pre-payroll processing. The system creates the following two records in the DBA Transaction Detail table (F0609):
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Rollover amount for the current year.
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Rollover amount for the next year.
You use two versions of the year-end rollover program to process DBAs that roll over balances at the end of the standard year. You must run these versions after you process the last payroll cycle of the year. These versions use the previous year's DBA balances to create beginning balances for the new year.
You need to run two rollover versions before you run the first payroll of the new year. These versions are:
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Year-End Payroll Month Rollover - Run this version after the last cheque date of the current year and before the first cheque date of the new year.
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Year-End Calendar Month Rollover - Run this version after the last payroll with work dates in the current year.
The following table illustrates an example of when you must run each rollover version.
|
Pay Period Ending Date |
Cheque Date |
Run Payroll Month Rollover |
Run Calendar Month Rollover |
|---|---|---|---|
|
12/31/24 |
12/31/24 |
After this payroll |
After this payroll |
|
12/31/24 |
01/05/25 |
Before this payroll |
After this payroll |
|
01/05/25 - with work dates in 2024 and 2025 |
01/05/25 |
Before this payroll |
After this payroll |
The Payroll system maintains standard-year balances for all PDBAs in the following tables:
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The Year-End Calendar Month Rollover program uses the Calendar Month DBA Summary History table (F06145).
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The Year-End Payroll Month Rollover program uses the Payroll Month PDBA Summary History table (F06146).
The system updates the Calendar Month DBA Summary History table by work date and the Payroll Month PDBA Summary History table by cheque date.
You use the same DREAM Writer program to process both types of rollovers. Although you can run both versions at the same time, JD Edwards World recommends running two different versions at different times.
First, you set the processing options of the rollover programs to run in proof mode. When you run the rollover programs in proof mode, the system identifies possible errors without changing any information in the history table. Review the reports for errors. When beginning balance hours or monetary amounts are negative, the rollover creates the Year-End Rollover report and includes a message that the rollover amount is negative.
After you correct any errors, rerun the rollover programs in update mode.
If an employee worked in more than one company last year, the payroll history rollover combines like PDBAs from the individual companies and carries over the total to the employee's current home company. The report also prints a separate line showing the detail for each company. If you do not want to combine the employee's accruals, create a unique payroll-month history version for each company. If an employee has sick or vacation pay history in multiple companies, the system combines all hours for each pay type before subtracting the total hours from the combined history for the related accrual.
If different groups of employees have unique rollover rules for the same DBA, you must create a separate payroll-month history version for each group. Set up each version so that it selects only those employees in that group.
Before You Begin
Set up the rollover information for DBAs. See Entering Rollover Information for DBAs
Create a copy of the Payroll Month History (F06146) and Calendar Month History (F06145) tables. The system does not automatically create backup copies when you run the year-end rollover programs.