Payroll to GL Transfer : All you wanted to Know..

Posted on December 11th, 2008 by Sanjit Anand | Print 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.

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 postpayroll 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

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.

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

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

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