Create an User-Defined Extract Definition

This topic demonstrates how you can create an extract definition to extract and report employee balances.

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.

Before You Begin

Before you create the extract definition you must create these payroll objects:

• Balance Group
• Balance Group Usage

Follow the steps given in the previous section to create these two objects.

Summary of Requisite Tasks

Complete these tasks to create the extract definition and run the extract.

1. Create an Extract Definition
   1. Create Extract Data Groups and Records
   2. Create Attributes
2. Define the Delivery Options
3. Submit the Extract

Create the Extract Definition

Use the Extract Definitions task in the Data Exchange area under My Clients Group to create your own extract definition to extract and report employee payroll balances.

Before you create the extract definition, consider the following:

• Create one extract definition because you are creating only one report.
• Search for and select a User Entity that has context to a Payroll Rel Action ID so that you can extract the balance results for the employee. If the value of Valid for Root Data Group is Yes, the user entity can be used as a root data group.

Complete these steps to create an extract definition.

1. Navigate to the Data Exchange area under My Clients Group and select the Extract Definitions task.
2. On the Extract Definitions page, click Add > Create New to open the Create Extract Definition page.
3. Select Other Payroll Archive and enter the information given in this table to create the Extract Definition.

   1. Field	Description
      Name	Employee Balances Report The application uses this name to generate the XML output file.
      Start Date	Enter an appropriate date.
      Consumer	Select Report since the extract is used for reporting.
      Additional Details	This field is left blank for reports.
      Legislative Data Group	Select an appropriate LDG. Select the same LDG you have used to create the Balance Group and the Balance Group Usage. Note: For extracts based on Other Payroll Archive, the LDG is a required field.

4. Click OK.

Create Extract Data Groups and Records

Create the following data groups.

• Work Relationships
• Pay Relationship Actions
• Balances
• Run Results
• Assignment

When you create the Data Groups, the formulas are auto-generated every time you validate or compile the extract. The generated formula is specific to the user and the extract being validated or submitted. Hence leave the Formula field blank, it gets populated with the details of the auto-generated formula after you have submitted the extract definition.

For detailed step-by-step instructions on how to create the data groups, refer to 'Create Extract Data Groups and Records for Payroll Balance Reporting' within this playbook.

Create Attributes

To retrieve the balance dimension values in the report, create attributes for each record as required. Consider the following while creating the attributes:

• Add a RUN dimension in the Balance Group Usage to make sure that the RUN attribute works. It can be any RUN dimension. For example, Assignment Tax Unit Run in the Balance Group Usage that we have created for this use case.
• Add the attributes (data elements) in the Balances record as procedure elements.
• When you create the attributes, enter 61 in the Output Column field for the first attribute. The value of the Output Column field of the subsequent attributes increases by 1. The Output Column values shouldn’t be duplicated.

For detailed step-by-step instructions on how to create the attributes, refer to 'Balance Dimensions and Attribute Contexts for an Extract Record' within this playbook.

Define the Delivery Options

Follow these steps to define a delivery option.

1. Select the Deliver icon and then select Add to add a row for the delivery option you're about to create.
2. Enter these details:
   • A value in the Delivery Option Name field. For example, Employee Balances Report in Excel.
   • A value in the Delivery Type field.
3. Click OK and enter this information.

   Field	Value
   Output Type	Select a value, for example, Excel.
   Report	Enter the location of the report output.
   Template Name	Enter the name of the report template for this output type.
   Output Name	Enter Name of the report output, for example, Employee Balances Report.
   Required	Select this check box if this delivery option is a required option.

4. Ensure you enter the additional information such as, the server, username, and password for the FTP delivery type.
5. View the extract definition details and ensure the structure is valid in the Validate page by selecting the Validate button. Check the validation messages at the top of the page to refine your extract definition.
6. Select Export XML Schema to download the XML Schema Definition (.XSD) file for this extract setup. This exported file contains the structure of the extract definition: the data groups, records, and attributes.
7. Click Save. When you save the extract definition, the application generates a flow with the same name as your extract definition.

Submit an Extract

Use any of these options to submit the extract:

• Submit Extracts task from the Data Exchange area. Use the View Extract Results task to view the results of the extract run.
• Submit a Flow task under Payroll. Search for the flow with the same name as your extract definition and enter the requisite data and submit the flow. Use the process results pages to view the run results.

Monitor the flow status on the Checklists page. After completion of the flow, ckick on the flow name to view the run results on the the process results page.