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

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.

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.

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

How it works

The 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:

Which program take care of payroll cost transfer.

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

What 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:

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

Technical Tables Involved

Step 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 [1] INTO [2] PAY_ACTION_PARAMETERS VALUES [3] ('TGL_DATE_USED','E');
  3. INSERT [1] INTO [2] PAY_ACTION_PARAMETERS VALUES [3] ('TGL_REVB_ACC_DATE','Y');
  4. INSERT [1] INTO [2] PAY_ACTION_PARAMETERS VALUES [3] ('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 [4] * FROM [5] PAY_COSTS WHERE [6] 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 [4] gl.*
  4. FROM [5] pay_payroll_actions ppa,
  5. pay_assignment_actions paa,
  6. pay_costs pcv,
  7. gl_interface gl
  8. WHERE [6] ppa.payroll_action_id = :costing_payroll_action
  9. AND [7] ppa.action_type='C'
  10. AND [7] pcv.transfer_to_gl_flag='Y'
  11. AND [7] ppa.payroll_action_id = paa.payroll_action_id
  12. AND [7] paa.assignment_action_id=pcv.assignment_action_id
  13. AND [7] gl.user_je_source_name='Payroll'
  14. AND [7] gl.reference22=TO_CHAR [8](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 [5] gl_interface
  3. WHERE [6] set_of_books_id =1003 --(set_of_books_id)
  4. AND [7] GROUP_ID [9] =123 -enter_group_id
  5.  

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

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

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 [10]

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

18 Comments (Open | Close)

18 Comments To "Payroll to GL Transfer : “All you wanted to Know…..”"

#1 Comment By Gary Merrill On January 13, 2009 @ 12:52 pm

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 Comment By M. Skulski PL On February 3, 2009 @ 4:04 pm

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

#3 Comment By Narayan Pillai On February 5, 2009 @ 5:59 pm

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

Thanks

#4 Comment By Robert Moulder On June 10, 2009 @ 1:10 pm

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 Comment By Muzamil On June 14, 2009 @ 6:57 am

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 Comment By Mark On July 8, 2009 @ 10:22 pm

I have rarely seen such detailed article on payroll.

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

[11]

#7 Comment By Jeyaseelan On August 12, 2009 @ 4:31 am

Very nice document….

GL figure and Payroll is not getting tally.

Can I get reconcilation script, please

#8 Comment By Ayaz On August 18, 2009 @ 12:22 am

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

#9 Comment By MUZAMIL KHAN On September 13, 2009 @ 4:15 am

last script link is not working…

#10 Comment By Jay On September 15, 2009 @ 6:42 am

Can I get reconcilation script, please
Thanks

#11 Comment By Ajit Kumar Jha On November 17, 2009 @ 4:27 am

The article is very good.

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

#12 Comment By Raghu On January 17, 2011 @ 2:44 pm

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

#13 Comment By Ayodeji Olabooye On February 17, 2011 @ 10:52 am

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

#14 Comment By Krishna On December 11, 2011 @ 12:35 am

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

#15 Comment By Sanjit Anand On December 12, 2011 @ 11:53 am

drop me email

#16 Comment By Nilam On January 30, 2012 @ 2:00 am

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

#17 Comment By Masai On February 2, 2012 @ 10:05 pm

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 Comment By Helen Nyathi On February 13, 2012 @ 4:27 am

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