1. Implementing Global Payroll
  2. Considerations for Using HCM Extracts for Payroll Balance Reporting

Considerations for Using HCM Extracts for Payroll Balance Reporting

Use HCM Extracts to retrieve data in bulk from the Oracle HCM Cloud application for generating reports. For large volumes of data, HCM Extracts is the recommended process for extracting and reporting Balances of employees.

Before you create the extract definition for payroll balance reporting, you must create these payroll objects:
  • Balance Group to include the balance definitions and dimensions you want to use to retrieve balances for the employee.
  • Balance Group Usage to represent how the balance group is used.

For a step-by-step information on how to create a balance group and balance group usage, refer the Create Balance Groups and Usages topic on the Oracle Help Center.

Use any of the options mentioned in these sections for extracting and reporting employee Balances.

Delivered Payroll Calculation and Balance Reports

Use any of the delivered payroll calculation and balance reports, for example, the Statutory Deduction Register for the Latest Process or the Employee Active Payroll Balance Report to retrieve the run results data.

Use the Submit a Flow task under Payroll and search for a report that suits your requirement. Use the Flow Submission page to define parameters you can use to extract the requisite balance information. For example, use the Run Statutory Deduction Register for the Latest Process flow to extract the year-to-date (YTD) payroll balances for large volumes of data. Use the Payroll Statutory Unit parameter to report on the balances of employees in a specific PSU.

For more information on the delivered reports that are readily available for you to use for balance reporting, refer the Payroll Calculation and Balancing Reports topic on the Oracle Help Center.

Delivered Employee Payroll Balances and Run Results Extract Template

Use the delivered, ready-to-use Employee Payroll Balances and Run Results Extract template to create your own user-defined extract definition. Use the template to create an extract definition by selecting the records and attributes from an available set of data elements.

You can choose the list of attributes for your extract definition in these areas:

  • Payroll Relationship Actions

  • Assignments

  • Balances
  • Run Results

Use the pre-defined filter criteria for the various data elements to further refine your extract definition. For example, use the Filter Criteria option on Balances and select an appropriate Balance Group Usage for your extract definition. If you don’t select a Balance Group Usage, the process uses a dummy Balance Group Usage and the process may not give you the expected output.

For more information on filter criteria, refer the Filter Extracts Using Advanced Filter Criteria topic on the Oracle Help Center.

User-Defined Extract Definition

Use the Extract Definitions task in the Data Exchange area to create your own extract definition to generate balance reports as per your business requirements.

Consider the following when you define an extract definition for payroll balances reporting:

  • Select an Extract Type of Other Payroll Archive so that the extract uses the archived payroll information to generate the report. The type of extract you select determines the purpose of the extract. It also determines the parameters that are automatically generated.

  • For extracts based on Other Payroll Archive, the LDG is a required field. Select the same LDG you have used to create the Balance Group and the Balance Group Usage.

  • Add a user entity that has PAYROLL_REL_ACTION_ID set as the context for the Root Data Group. Include a user entity with a payroll relationship action because you are reporting employee payroll balance calculations from the payroll run results. A payroll run result is identified by the payroll relationship action.

  • Extract records represent a grouping of related data, or a physical collection of all fields required in the extract. Consider the following when you create an extract record to retrieve and report on the balance calculations:
    • Select Detail Record as the record type.
    • Select the name of the Balance Group you have created for the report as the Process Type.
    • Select the Balance Group Usage you have created for the selected Balance Group.
    • Ensure that PAYROLL_REL_ACTION_ID is set in the current or parent data group so that the context is derived.
  • To retrieve the balance dimension values, add the attributes in the record as procedure elements.
  • Create an attribute for each context within the balance group usage. The created attributes should have a name and a short code. For example, Name of Attribute is Payroll Action ID and the corresponding short code is PAYROLL_ACTION_ID. It’s important that you enter the correct short code, or your extract will error and not give you the expected output results.

    For more information on short codes, refer the Balance Dimensions and Attribute Contexts for an Extract Record topic on the Oracle Help Center.

  • Define a Run dimension in the Balance Group Usage you are using. It can be any Run dimension, for example, Assignment Tax Unit Run.

    For more information on Balance Dimensions and Contexts for the Attributes you add to the extract records, refer the Balance Dimensions and Attribute Contexts for an Extract Definition on the Oracle Help Center.

Once you define and save your extract definition, the application creates a flow in the same name as your extract definition. Search for the flow in the flow submission page and submit the flow to extract the data and generate the report. To get the desired results, run the extract for a valid payroll.

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