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Payroll to GL Transfer : “All you wanted to Know…..”

Posted on December 11th, 2008 by Sanjit Anand |Print This Post Print This Post |Email This Post Email This Post

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Okay.. this was again a hetric week , learn some of new things from HR area. As helping some fresh payroll guys who was doing some report development and other group came for some rescue for balances discrepancy from payroll they transfer to GL. Thought to have this post , and tried to cover some of the vital information which purely focus on Payroll to GL transfer Process.

dgreybarrow What is purpose of Payroll Costing and Transfer to General Ledger ?

In Payroll area, the Costing process basically allocates payroll run which results to cost segments.

  • The Transfer to the General Ledger process transfers cost information to Oracle General Ledger interface tables.
  • At the installation - setting up segments of the Cost Allocation key flexfield to determine the windows in which users can select cost codes.
  • Oracle Costing you use a post–payroll run process to accumulate payroll costs.
  • For Oracle General Ledger you can map the segments of the Cost Allocation key flexfield to the corresponding segments of the General Ledger Accounting flexfield.
  • If you do not using GL in same product, you may consider how to relate information on labor costs entered in Oracle Human Resources to your financial systems.

dgreybarrowWho drives the payroll costing :Its Cost Allocation Flex field Segments

  • Define a structure for your Cost Allocation Flex field which contains the segments you want to use for your Business Group. You will use this structure to enter your payroll costing details in Oracle HRMS.
  • You use Segment Qualifiers to control the level at which costing information can be entered to the system. Each Qualifier determines the level at which costing information can be entered

dgreybarrowHow it works

payroll to GL transferThe costing process picks up 'run results'. The specific 'payroll actions' that will be picked up by the costing process are in PAY_ACTION_CLASSIFICATION table and have a CLASSIFICATION_NAME of 'COSTED".

So the process will create an assignment_action for every assignment that has a run result from one of the 'costed' classifications.

The process then populates the PAY_COSTS table with the run result value (costed value). The actual cost code is stored on the PAY_COST_ALLOCATION_KEYFLEX table in the 'concatenated_segments' column, this is referenced using the 'cost_allocation_keyflex_id' from PAY_COSTS. (Adopted - Source metalink)

When the Payroll costing results are transferred to Oracle General Ledger only the mapped segments and the costing amounts are transferred. The data is transferred from the PAY_COSTS table into the GL_INTERFACE table by running the Oracle Payroll process Transfer to GL. After the transfer from Payroll is complete, the batch will need to be imported into GL. This is done by running the Oracle General Ledger standard GL Import process .

Transfer Program to GL process populates the following columns:

  • status
  • set_of_books_id
  • accounting_date : This is effective date of payroll run
  • currency_code
  • date_created
  • created_by :801...which is the application id for Payroll
  • actual_flag
  • user_je_category_name :hard-coded as Payroll
  • user_je_source_name :hard-coded as Payroll
  • entered_dr :the dollar amount to be debited
  • entered_cr :the dollar amount to be credited
  • reference21 :payroll_action_id of the transfer to GL process from pay_payroll_actions
  • reference22 :cost_allocation_keyflex_id from pay_cost_allocation_keyflex

dgreybarrow Which program take care of payroll cost transfer.

It is pytrangl.pkb, located in $PAY_TOP/patch/115/sql/pytrangl.pkb

dgreybarrowWhat data is mapped from Payroll to General Ledger when information

Similar to other Application transfer program, Payroll transfer populates the following reference columns in GL_INTERFACE:

  • Reference21 :Payroll_action_id of Payroll Transfer to GL process
  • Reference22 :Cost_allocation_keyflex_id of Payroll cost flexfield for this entry
  • Reference23 :effective date of the Payroll Run this entry is derived from
  • Reference24 :Date_earned of the Payroll Run this entry is derived from
  • Reference25 :Payroll_action_id of Payroll Run this entry is derived from

Journal import is then placed these in reference1, reference2, reference3, reference4 and reference5 in GL_IMPORT_REFERENCES table.

The GL_IMPORT_REFERENCES columns are actually populated during the GL Journal Import process. Although these are mapped from the columns in the GL_INTERFACE table, the 'Transfer to GL' process does not actually populate the GL_IMPORT_REFERENCES table

dgreybarrowTechnical Tables Involved

  • pay_assignment_actions
  • pay_action_interlocks
  • pay_assignment_actions
  • pay_gl_interface
  • pay_cost_allocation_keyflex
  • gl_import-refrence
  • gl_interface

dgreybarrowStep for Payroll Tranfer To GL

1) insert the following parameters in PAY_ACTION_PARAMETERS

Costing results are generated based on the check date of the payroll process. However, you do have the ability to set the accounting date for the transfer to date earned rather than date paid. To do this you would need to change the TGL_DATE_USED pay action parameter to "E". If you do not do this then the accounting date of the transfer defaults to the check date of the originating payroll

  1.  
  2. INSERT INTO PAY_ACTION_PARAMETERS VALUES ('TGL_DATE_USED','E');
  3. INSERT INTO PAY_ACTION_PARAMETERS VALUES ('TGL_REVB_ACC_DATE','Y');
  4. INSERT INTO PAY_ACTION_PARAMETERS VALUES ('TGL_GROUP_ID','Y');
  5.  

2) Setup your costing flexfield qualifiers.

3) Create an element.

4) Link the element : You need to check the costing radio button,and transfer to GL checkbox. Then you have to enter the values for the costing/balancing field.

5) Then you need to run the quickpay/pre-payments/costing process

6) Then you can track the ASSIGNMENT_ACTION_ID and PAYROLL_ACTION_ID navigating to View-->Payroll Process Results/Assignment Process Results

7) Verify that the costing details are created in PAY_COSTS table.

This is small query which you can use to get the details:

  1.  
  2.  
  3.  
  4. SELECT * FROM PAY_COSTS WHERE ASSIGNMENT_ACTION_ID = &assignment_action_id;
  5.  
  6.  

8) Then you need to run the Payroll transfer to GL process: Here are the data get inserted in GL Interface.

  1.  
  2.  
  3. SELECT gl.*
  4. FROM pay_payroll_actions ppa,
  5. pay_assignment_actions paa,
  6. pay_costs pcv,
  7. gl_interface gl
  8. WHERE ppa.payroll_action_id = :costing_payroll_action
  9. AND ppa.action_type='C'
  10. AND pcv.transfer_to_gl_flag='Y'
  11. AND ppa.payroll_action_id = paa.payroll_action_id
  12. AND paa.assignment_action_id=pcv.assignment_action_id
  13. AND gl.user_je_source_name='Payroll'
  14. AND gl.reference22=TO_CHAR(pcv.cost_allocation_keyflex_id));
  15.  

9) Verify the data should be imported into gl_interfaces

Do a quick check

  1.  
  2. <pre>select * FROM gl_interface
  3. WHERE set_of_books_id =1003 --(set_of_books_id)
  4. AND GROUP_ID =123 -enter_group_id
  5.  

10) Then import the same in GL by navigating to Journal-->Import.

dgreybarrow Running Transfer To GL Process

  1. Select View tab in the menu and then select requests
  2. Select Submit a New Request button
  3. Select Single Request radio button and then click ok button
  4. Now enter as follows
    Name : Transfer To GL
    Select the parameters Field then enter the Following details
    Payroll Name: enter the Payroll Name for which you want to Process
    Consolidation Set : Consolidation Set name of a Payroll
    Start Date : Select the Start Period for which you want to run the Payroll
    End Date: Period End Date
  5. Then after filling the above fields then select OK Button
  6. Select Submit button to submit the

dgreybarrow Query to get Payroll data in GL side

Here is small query that you can use to get the details of Payroll data from GL side.Script

Let me know, if you have any question and comments for GL transfer of Payroll area.:)

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Posted in HRMS | 18 Comments »Email This Post Email This Post | Print This Post Print This Post

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18 Responses
  1. Gary Merrill Says:

    Would you provide the script to get the payroll data on the GL side? I am referencing your process in the ‘all you wanted to know’ article and am unable to retrieve the web link.
    Thanks for your information!

  2. M. Skulski PL Says:

    An article is Ok.
    Would you publish the web link to script?

  3. Narayan Pillai Says:

    Could you please post the script to get the payroll data on the GL side.

    Thanks

  4. Robert Moulder Says:

    Would you provide the script to get the payroll data on the GL side? I am referencing your process in the ‘all you wanted to know’ article and am unable to retrieve the web link.
    Thanks for your information!

  5. Muzamil Says:

    Hi,

    Article is very good, and step by step to understand the whole payroll process.

    Script web Link is not working, please provide that script to get the payroll data on the GL side.

  6. Mark Says:

    I have rarely seen such detailed article on payroll.

    A script to get payroll data on GL side is also appreciable.

    Interim Management Jobs

  7. Jeyaseelan Says:

    Very nice document….

    GL figure and Payroll is not getting tally.

    Can I get reconcilation script, please

  8. Ayaz Says:

    Nice article, can help starter like me.
    Link of a script will def. help me alot. Can you provide it please.

  9. MUZAMIL KHAN Says:

    last script link is not working…

  10. Jay Says:

    Can I get reconcilation script, please
    Thanks

  11. Ajit Kumar Jha Says:

    The article is very good.

    A script to get payroll data on GL side is also appreciable

  12. Raghu Says:

    Very nice article. Can you please send the reconcilation script as well?

  13. Ayodeji Olabooye Says:

    This article is really helpful.
    Could you pls send me the script to view the Payroll details from GL.

  14. Krishna Says:

    Can you please send me the script. The link posted here doesn’t work.

  15. Sanjit Anand Says:

    drop me email

  16. Nilam Says:

    Could you pls send me the script to view the Payroll details from GL

  17. Masai Says:

    Great article!

    I have a question. Our company pays employees in arrears and costs to period based on the day employee worked. For example, John worked on 19 Jan, time sheet (from legacy system) is imported and processed on Feb 3, employee paid on Feb 4.

    How can we get Payroll Transfer to GL cost amounts in Jan period (when employee worked) instead of Feb period (when employee got paid)?

    Thanks.

  18. Helen Nyathi Says:

    Could you pls send me the reconciliation script to view the Payroll details from GL

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