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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.

 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.

Who 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

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:

 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

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:

 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

Technical Tables Involved

 pay_assignment_actions
 pay_action_interlocks

 pay_assignment_actions

 pay_gl_interface

 pay_cost_allocation_keyflex

 gl_import-refrence

 gl_interface

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

insert into PAY_ACTION_PARAMETERS values ('TGL_DATE_USED','E');

insert into PAY_ACTION_PARAMETERS values ('TGL_REVB_ACC_DATE','Y');
insert into PAY_ACTION_PARAMETERS values ('TGL_GROUP_ID','Y');

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:

SELECT * FROM PAY_COSTS WHERE ASSIGNMENT_ACTION_ID = &assignment_action_id;

8) Then you need to run the Payroll transfer to GL process: Here are the data get inserted in GL Interface.
select gl.*
from pay_payroll_actions ppa,
pay_assignment_actions paa,
pay_costs pcv,
gl_interface gl
where ppa.payroll_action_id = :costing_payroll_action
and ppa.action_type='C'
and pcv.transfer_to_gl_flag='Y'
and ppa.payroll_action_id = paa.payroll_action_id
and paa.assignment_action_id=pcv.assignment_action_id
and gl.user_je_source_name='Payroll'
and gl.reference22=to_char(pcv.cost_allocation_keyflex_id));

9) Verify the data should be imported into gl_interfaces

Do a quick check

<pre>select * from gl_interface

where set_of_books_id =1003 --(set_of_books_id)
and group_id =123 -enter_group_id

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.

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

Inventory Transfer To GL
How Inventory Passes Journals To General Ledger (GL)

Inventory Transactions transfer to GL normally done by Program called INCTGL.

 The accounting information related to transactions in INV
module is transferred to GL by running the ‘Transfer
Transactions to GL’ concurrent program. This is part of
‘Period End Process’ . However, you can run explicitly any
time during an open period. When you run this process
and in case if more than one period is open, all the
transactions from the earliest open period to the date up
to which the process is run (Transfer Date) are considered
for transfer to GL.

When you run this program all the accounting information

is inserted into gl_interface table. ‘Journal Import’ and
‘Post Journals’ processes in Oracle General Ledger can
then be used to post the information in General Ledger.

The level of detail that is transferred to GL for the accounting information related to these transactions depends on the
value chosen in the Organization Parameters Screen

Navigation: Oracle Inventory > Setup > Organization > Parameters

Each parameter has there own significance.

1. Organization Code : This is one of inventory organization, for which the gl transfer has to be done.
2. Date :A date in any open period.

3. Current Period

4. GL Description

The possible values for the ‘Transfer to GL’ field (in Organization Parameters Screen) are – Detail, Summary, None.

 When Summary is selected :The accounting information pertaining to the transactions is summarized and
the summary entries are posted to GL. One of the advantage of running the process in ‘Summary’ mode over
‘Detail’ mode is minimising the posting times.
 When ‘Detail’ is selected :The detailed accounting entries are transferred to GL. In this case, the posting
times are larger due to a larger number of records. The advantage of this mode is creation of detailed
accounting records in GL for every transaction in Inventory/WIP.

 When none is selected: This case no transfer of accounting information to GL is done for this organization.

Running ‘Transfer to GL’ process

You can run Transfer Transactions to GL process can be run from Oracle Inventory

Accounting Close Cycle .. General Ledger Transfers

Technical Details

These are the tables which get affected By transfer Program.

 GL_INTERFACE : Based out of Program logic, new row inserted into this table. The connecting link are
established by these columns.GROUP_ID, REFERENCE21, REFERENCE22,ACCOUNTING_DATE,
USER_JE_CATEGORY_NAME,GL_SL_LINK_TABLE
 o Action on this table :Insert

 MTL_TRANSACTION_ACCOUNTS : Mtl_transaction_accounts holds the accounting information for each

material transaction in mtl_material_transactions.

o Action on this table :Select/Update

 WIP_TRANSACTION_ACCOUNTS :This table stores the accounting information for each resource transaction in
wip_transactions.

o Action on this table :Select/Update

 MTL_PARAMETERS :This table maintains a set of defaults and controls like general ledger accounts; locator, lot,
and serial controls; inter-organization options; costing method; etc. for each organization defined in Oracle
Inventory.

o Action on this table :Select

 ORG_GL_BATCHES :This table holds history rows for every batch of transactions that have been interfaced to
the gl_interface table.

o Action on this table :Insert/Delete/Update

 ORG_ACCT_PERIODS :This table holds the open and closed financial periods for organizations.

o Action on this table :Select

 ORG_ORGANIZATION_DEFINITIONS : Defination of the Org is derived from this table

o Action on this table :Select

 GL_SET_OF_BOOKS : Table holds the setof book data used for joining purpose.

o Action on this table :Select

Query for Subledger Transfer to GL

If you want to get details of different journals transferred to GL, use this to get the result. You can also fine tune with
period , currency or clearing company code or Journal Type.

Here is the query:

<pre>

SELECT gjh.period_name "Period name"

,gjb.name "Batch name"
,gjjlv.header_name "Journal entry"
,gjjlv.je_source "Source"
,glcc.concatenated_segments "Accounts"
,mmt.subinventory_code "Subinventory"
,glcc3.segment4 "Costcenter"
,gjjlv.line_entered_dr "Entered debit"
,gjjlv.line_entered_cr "Entered credit"
,gjjlv.line_accounted_dr "Accounted debit"
,gjjlv.line_accounted_cr "Accounted credit"
,gjjlv.currency_code "Currency"
,mtt.transaction_type_name "Transaction type"
,to_char(mta.transaction_id)"Transaction_number"
,mta.transaction_date "Transaction_date"
,msi.segment1 "Reference"
FROM apps.gl_je_journal_lines_v gjjlv,
 gl_je_lines gje,
mtl_transaction_accounts mta,
mtl_material_transactions mmt,
mtl_system_items_b msi,
gl_je_headers gjh,
gl_je_batches gjb,
apps.gl_code_combinations_kfv glcc,
apps.gl_code_combinations_kfv glcc2,
mtl_secondary_inventories msin,
mtl_transaction_types mtt,
MTL_SECONDARY_INVENTORIES cost,
gl_code_combinations glcc3
WHERE gjjlv.period_name BETWEEN 'NOV-2008' AND 'DEC-2008'
AND gje.code_combination_id = gje.code_combination_id
and gjjlv.line_je_line_num = gje.je_line_num
AND gl_sl_link_table = 'MTA'
AND gjjlv.je_header_id = gje.je_header_id
AND mmt.inventory_item_id = msi.inventory_item_id
AND gje.je_header_id = gjh.je_header_id
and gjh.je_batch_id = gjb.je_batch_id
and mmt.organization_id = msi.organization_id
and mmt.organization_id = msin.organization_id
and mmt.subinventory_code= msin.secondary_inventory_name
and mta.gl_sl_link_id= gje.gl_sl_link_id
and mta.reference_account = glcc.code_combination_id
and msin.expense_account = glcc2.code_combination_id
and mmt.transaction_id = mta.transaction_id
and mtt.transaction_type_id = mmt.transaction_type_id
and cost.organization_id(+) = mmt.organization_id
and cost.secondary_inventory_name(+) = mmt.subinventory_code
and glcc3.code_combination_id(+) =

cost.expense_account