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Oracle Apps Payroll Setup & Configurations


Oracle Apps Payroll: Oracle Payroll is a module in oracle apps HRMS.
Processing payroll is a very typical and fundamental business requirement
across enterprises. If we have human resource, we will have to pay them.
Processing payroll for a big enterprise is a Complex task to do. It takes a lot of
preparation just for the payroll processing and again a lot of post execution
steps to make sure all the data are accurate and stored for further usage.
Pre-Processing
 Capturing salary
 Capturing time cards
 Running Business process
Components of Payroll:
 Earning
 Deductions
 Taxes
 Element
 Input Values
 Balances
Different Mode of Payment: Using Payment Method we can define the
mode of payments
Setup Payrolls For an Organizations
1. Setup Compensation and benefits
2. Define payroll
3. Write basic Oracle fast formula
4. Set up people and their Assignments
5. Payroll Run Process
1. Setup Compensation and Benefits: Compensation and Benefits are
part of Payroll element which is used to represent all type of earning,
deduction and benefit. Below are the steps to configure Compensation and
Benefits:
 Uses Elements to represent all types of earning, deduction and benefit
 Link Elements to any number of combinations such as organizations, job, positions, grade
 Create Payroll
 Create Salary Basis
 Link Salary Basis to Employee.
 Salary structure of an employee is captured
There are Fundamental Setup steps within Total Compensation
Element Setup for Payroll. They link together to create effective
Payroll definitions.

Steps to Setup an Element


1. Element Types and Input Values
2. Element Link
3. Element Entries
1. Element Types: It’s a placeholder to hold the values that can be assigned
to store an entity of payroll; like an earning, a deduction, a life insurance
premium etc. Elements are the building block of the payroll. If we look at a
pays lip, we will see different types of pay, like the basic, travel allowance,
Medical allowance, deductions etc. Those are all elements.
Navigation: Go to HRMS Responsibility → Total Compensation → Basics → Element
Description
Input Values: These are the place holders that keep the values that can be
used for calculations related to payroll. One element can have one or more
input values attached to it. The input values store the different values that are
used for the calculation of the final value of the element.
Classifications: Choosing a correct primary and secondary classification is
very important in order to ensure the elements behave the way they are
designed to. The primary classification is a seeded functionality, however the
secondary classification is customization and we can add new secondary
classifications based on our business needs. Here is the list of Primary
classifications, the categories and their meanings.
Tables:

1. PAY_ELEMENT_TYPES_F
2. PAY_INPUT_VALUES_F
3. PAY_ELEMENT_CLASSIFICATIONS
2. Element Links: Once the elements are in place, some eligibility criteria
must be defined to help the system determine, whether an element can
be attached to a particular employee or not. That concept is known as
linking. The indicative data with which the eligibility criteria of an element
link can be defined are:
 Organization
 People Group
 Job
 Position
 Grade
 Location
 Employment Category
 Payroll
 Salary Basis
Navigation: Go to HRMS Responsibility → Total Compensation → Basics → Link

Table: PAY_ELEMENT_LINKS_F
3. Element Entries: Once the elements and the links are defined, they are
available to be distributed to individual assignments (employees) based on the
eligibility. This distribution of elements is known as entries. The entries store
the name of the element along with the input values, and also the values
assigned to them. Later, when payroll is run, payroll manager engine picks the
entries with the input values and processes them.

There are different ways to make an element entry:


1. Automatic Entries
2. Manual Entries
Automatic Entries: In many Cases automatic element entries can be done
on Assignments. Mostly the regular earnings are configured in a way that the
entries are made by design. The assignments and element must satisfy the
following conditions for an entry of this type
 Element Link must be standard
 The element must be a recurring one
 The assignment must be eligible for the link, based on the criteria defined on the link
Manual Entries: There are some cases when the payrolls users do the entry
by themselves. This type of entry is known as the manual entries.
Navigation: Go to HRMS Responsibility → People Enter and Maintain → Query for an
Employee → Assignment → Entries → Entry Values

Tables: PAY_ELEMENT_ENTRIES_F and PAY_ELEMENT_ENTRY_VALUES_F


Batch Element Entries: There is a feature in Oracle Payroll with which one
can directly fill in element entries for a number of assignments/element with
one single interface. It also helps in validating the data being entered. If time
tracking is done by an external system or if OTL is housed in a different
environment, then the time must be transferred to appropriate element
entries in the payroll system. To facilitate an interface between an external
system and the element entries, oracle has developed a feature called the
Batch Element Entries. This Features enables the users to update assignments
entries of huge numbers at one shot as a single batch.
Navigation: Go to HRMS Responsibility → Mass Information eXchange: Mix → Batch Element
Entry

2. Define Payroll: For HR and payroll installations, the definition of a


payroll is necessary if elements (compensation and benefits) will be used. A
payroll is required to give a set of employees’ salaries with a single frequency.
Navigation: Go to HRMS Responsibility → Payroll → Description
Table : PAY_PAYROLLS_F
2.1 Element Sets: There will be many situations in payroll processing,
where we need some kind of grouping to keep things in order and to keep
them easy. Tools like, Element sets, or Assignment sets help us processing
things easily on a group of elements / assignments, without any hassle of re-
entering the Element Names and Assignment Numbers repeatedly.
Navigation: Go to HRMS Responsibility → Payroll → Element Set
To start with element sets, these are of 4 types:
 Customization Set: A Customization set is used, to restrict the elements that can be
entered or viewed on a configured version of the Element Entries window. It can also be
selected for element entry purposes, using BEE in the Batch Assignment Entry window.
 Run Set: In a situation where an Oracle Payroll user wants to run payroll for a given set of
elements, rather running it on all elements; s/he can use a Run set to specify the elements
to be processed in the run.
 Distribution Set: An Oracle Payroll user can use a Distribution set to define the elements
over which the costs of other elements are to be distributed.
 Event Model Sets
2.2 Assignments Sets: Assignment sets enable us to group a number of
assignments together, and then run any process on them. Examples of its
usage are, running payroll for a set of assignments, Loading Element entries
for a set of assignments etc.
Navigation: Go to HRMS Responsibility → Payroll → Assignment Set
2.3. GL FlexField mapping: Payroll is all about paying salaries to
employees. And the salary must be heaved from an account in the enterprise.
Usually the labor cost is distributed based on different organizations that get
benefited by the work. The distribution system is known as costing.

The GL Flex field mapping helps the system link different accounts setup in
the HRMS system with the accounts available in GL (accounting flex field). In
other words, with the GL Mapping it will establish a relationship between the
Cost allocations KFF with the Accounting KFF. With this mapping in place,
when the costing process (A post processing process) is run, it helps the
system to carry the costing information to GL.
Navigation: Go to HRMS Responsibility → Payroll → GL Flexfield Map
2.3 Balances: A balance is helpful to store positive or negative accumulation
of elements. This can be fed by the pay run results or by an Input value.
Usually a balance is created when we need to track an aggregated value
associated to one or more elements, for the purpose of reporting or
validations. To Measure a balance, we have dimensions and levels.
Dimensions: These are the different axes through which the system can
calculate the numbers. For an example, the gross earning in this month, in this
Quarter, in this Year; are the different time dimensions.
Levels: These are the levels on which the dimensions will be applied. For an
example, if we take Month as the time dimensions, the levels can be, Monthly
Salary of an assignment, Monthly Salary of an employee, Monthly Salary of a
department etc.

To summarize, balances are a way of keeping track of one or more elements


with various dimensions and levels. Once the balance is created, the system
needs to know the different elements that will be part of the balance
calculations. The attachment of elements to balance, can be done in three
ways:
 Using Primary Classifications: The run result of all elements, under the classification will be
gathered in the balance.
 Using Secondary Classification: It’s as good as using Primary classification, however
the classification changes to a more granular level.
 Using Individual Elements: We can either choose a Run Result or an Input value for the
same. However if we are using an Input value, we should always have the units same as
balance’s unit.
Navigation: Go to HRMS Responsibility → Basic → Balance

2.4 Balance Feeds: There are three ways to assign elements to a balance.
However we basically divide the ways into two, using Elements and using
Classifications (Including both primary and secondary).
Navigation: Go to HRMS Responsibility → Basic → Balance → Feeds
3. Write Basic Oracle Fast Formula: Oracle Fast Formula use to calculate
element pay values and run results during payroll processing. We have three
steps to create Fast formula:
1. Create Fast Formula
2. Create Formula Function
3. Create Formula Results
3.1 Create Fast Formula: Define the Formula name as per the requirement
and then write the formula inside edit space. we can use formula Function
inside the formula.
Navigation: Go to HRMS Responsibility → Basic → Write Formulas → Write Formula Name →
Edit
Example: One fast formula ‘EMP_NUMBER_GENERATION’ is created for Automation of
Employee Number and inside that one function ‘XXZG_DEBUG_FF’ is being used to debug
person_type and party_id.
3.2 Create Formula Function: Formula functions are being used in
formula text. Formula function is having package-function in definition. We
can pass parameters in Parameter tab of Define Function.
1. Parameters: To define Functions Parameters.
2. Context Usages: These are database predefined items like Business groups id, Assignment
id
Navigation: Go to HRMS Responsibility → Other Definitions → Formula Functions
Here Package Function name: XXZG_DEBUG_FF_PKG.zg_debug_ff_fn
3.1 Create Formula Results: Now in Formula Results we can attach the
created Formula to a particular element for processing.
Navigation: Go to HRMS Responsibility → Total Compensation → Formula Results
Tables of Fast Formula:
1. FF_FORMULAS_F
2. FF_FUNCTIONS
3. FF_FUNCTION_CONTEXT_USAGES
4. FF_FUNCTION_PARAMETERS
5. PAY_FORMULA_RESULT_RULES_F
3. Set up people and their Assignments: Create Employees and their
Assignments. In Assignments, assign Payroll, position, location, job etc to
initiate Payroll process.
Navigation: Go to HRMS Responsibility → People → Enter and Maintain → Search for an
employee → Assignments
5. Payroll Run Process: At last we can run Payroll once everything
is setup and configured. There are 2 ways to run payroll.
5.1 Quick Pay: Enables you to carry out payroll processing for individual
employee. We Can use Quick Pay to pay employees who are leaving and who
require payment
Navigation: Go to HRMS Responsibility → People → Enter and Maintain → Search for an
employee → Assignments → Others → QuckPay
5.2 Run payroll for set of employees using Assignment Set: – . There
is one Seeded Concurrent program called ‘Payroll Run’ which enable
us to carry out payroll processing for a set of employees using Assignment Set.
Concurrent Program Name: ‘Payroll Run’
Navigation: Go to HRMS Responsibility → View → Request → Submit a new request → Single
Request

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