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People Budgets and Costing Overview

 

HRMS Budgeting Overview

Human Resource budgets allow you to manage the cost of hiring personnel effectively. With the help of Oracle HRMS it is possible to make and approve budgets that can help you:

  • Control expenditures for HRMS organizations
  • Make adjustments to forecasts
  • Plan for the future cost

It is possible to estimate the costs in these HRMS entities:

  • Job
  • Position
  • Grade
  • Organization
  • Open

NOTE: The Open budget entity lets you create an budget that can be applied to any position, job grade, job, or even organization. It is not possible to use control budget functions with this Open entity.

Your budget is created in accordance with your company's style and business needs. For commercial businesses that have a budget for fiscal purposes, it typically is based on company revenue, but it can be altered throughout the financial year. For public sector companies like city government as well as educational establishments, the budgets have to comply with the funding requirements of legislation. Check out the next section, Control Budgeting.

You can adjust your budget if the amount of money or expenditures are changed. You can also create a fresh version of your budget that is based on the previous version at any point. Budgets can be entered straight into the databases or send budget worksheets to approval online. You can track your headcount, money, FTE and the number of hours (up to three times in the same budget). You can input the amount of each line item as fixed or determine the amount of each line item as a percentage of your total amount.

You can set any time frame you'd like for the fiscal year of your budget and include currencies of any length with the option of a decimal point placement variable. If you budget according to location or an organization, you can create an organization hierarchy to allocate your budget to the managers of your organization.

HRMS Cost Analysis Overview

Oracle products that are installed within your company will determine how to make use of costing data.

The entries you enter within cost allocation segments allow you to link costing information to account codes for general ledger accounts and then distribute the costs throughout your business.

HRMS permits you to alter the default cost allocations at five levels, in order to take into account costs that are temporary or not in accordance with the rules:

  • Payroll
  • Element link
  • Organization
  • Assignment
  • Element entry

Cost information at the payroll stage when you charge your expenses to the same business or to the same ledger.

Cost information at the level of element links when you determine costed fixed costed, or dispersed costing types for earnings as well as deductions.

Cost information at the organizational and assignment levels in the event that costs are often assigned at the cost centers of the same organization.

Cost information at the level of entry when you need costs for an element entry, like an entry on a timecard, to be able to override costs that are entered at another level.

RetroCosting ensures that the costing information that you have processed during payroll runs is accurate by identifying any discrepancies that are due to processing errors or modifications to your structure for implementation.

Reporting on Cost Analysis

After you've completed the costing procedure, it is possible to run your Cost Breakdown report in order to examine the distribution of your payroll calculations, along with the corresponding General Ledger and labor cost information. There are two reports:

  • Cost Breakdown report for costing Run provides a summary of costing totals for a particular costing procedure
  • Cost Breakdown Reports for Date Time It provides a summary of costing summaries for a certain condensing set or payroll set pay period.

Control Budgeting

If you label your budget for a control-budget, you may:

  • Integrate your budgeting process into accounting by uploading your budget to Oracle General Ledger and/or Grants Management
  • Reports can be run to compare the budget's estimates to actual expenditures or take a look at the line items that are not budgeted, at any point in the budget cycle
  • Implement business rules that are consistent with the business policies of your company for example, ensuring that funds are available prior to making assignments or approving budget reallocations

An effective HRMS Control Budgeting implementation typically requires coordination and consultation with experts working on other modules:

  • General Ledger (for chart of code combinations for accounts)
  • Payroll (for costing structures that create actuals)
  • grants Accounting along with Labor Distribution (optionally in the event that your company is able to perform grants accounting)

Budgeted Amounts

It is possible to distribute estimates of cost for estimated costs to Oracle General Ledger by linking budget elements to the appropriate chart of codes for accounts. Utilizing budget sets, it is possible to analyze a budget element and then link it to multiple codes, which allows you to take account of any funding source that is responsible for a particular cost. It is possible to post your budget to the GL using the costing segments of HRMS flexfield to the general ledger accounts code segment.

Budget Sets in reality, employees' packages comprise of a variety of elements, such as example, income from supplemental earnings, tax benefits, direct payments and liabilities of the employer. You can make the number of budget sets you want to reflect the structure of your company and reflect your employee benefits and then link them to the positions within your budget in order to include links to these elements as well as to the accounts that pay for them.

Budgeting Headcount and FTE You can make budgets to monitor or control the FTE and Headcount.

Employ business rules with budgeted or position-specific FTE, to guarantee that the control of position will issue a warning or stop processing if promoting or hiring someone would place you over the FTE you have been allocated. It is also possible to set up the application to calculate and modify Assignment Budget values for FTE automatically when the determining variables change, such as the hours of work or frequency.

Postings for Budgeting When you have posted the position control budget you can include a position in it and then enter budget allocations according to the amount of the budget period at the time you create or modify the position. By using a default set of budgets that links to the budget's characteristics as well as provide the default element and source of funding details.

Actuals and Commitments

The costing and budgeting functions of HRMS combine to allow you to compare budgeted amount against actual figures. When you use Oracle Payroll, HRMS costing processes are used to allocate employee expenditures to cost centers general ledger codes or labour distribution codes. HRMS creates balances with pay elements that and you can also include them in your budget to track the actuals. Budget commitments are tracked similarly by affixed budget elements to commitment monitoring. Then, you can evaluate your actual expenses against budgeted amounts, commitments and projections. Refer to the next section: Monitoring Control Budgets.

Integration Considerations

The implementation team of your organization is responsible for arranging the required connection between budgeted and budgeted elements. Organisations often have to have to account for the costs of posts by assigning employees to several assignments, particularly those which must comply with the strict guidelines of grant accounting. Multiple assignments permit you to define cost percentages in different ways to each task.

Here are a few issues you must consider when implementing your program:

  • What General Ledger Chart of Accounts codes are available to you?
  • Which accounts are used to fund posts, jobs, organisations or even the grade in your business?
  • How will you allocate costs so that the actuals generated by payroll runs match the budgeted amount?
  • Does your business make use of Grants Accounting?
  • Do you require multiple assignments? Do you need to specify the costing percentages at the level of assignment, to comply with rules or reporting requirements?
  • Do you use HRMS for for costing or labor distribution?
  • Are Labor Distribution processing commitments, or HRMS?
  • What combination of payroll Link-, Organization- Assignment-, and Element Entry level costing best suits your company's way of tracking costs?

Reporting on Control Budgets

Oracle HRMS provides reports to let you monitor the progress of your control budgets. Budget control reports can be helpful in the analysis and adjustment phases during the planning cycle. Use the Reports under the Budgeted Organizations to highlight the line items whose estimated costs are higher than budgeted. You can then redistribute the resources of over budgeted entities.

Status reports provide information on the main organization (typically posts) for specific time frames that allow you to review budgeted, real commitment, projected as well as balances. There are also any differences between budgeted and real amount in terms of percentage.

To get a comprehensive budget overview you can use the Position Summary report to present the state of all positions in an company. If you're looking to focus on a particular pay element you can use this report. entity element summary report. To see the specific positions in an organization, separated in terms of pay, you can run the Detail of the Position Element report. If you work for an organization that controls positions then use the Organizational Position Summary report that is based on an organizational hierarchy.

Notice: You can restrict the content of most reports to certain kinds (over budgeted, below budgeted and both).

People Budgets and Costing

Oracle HRMS provides all the tools you require to manage the budgets for your human resource positions. It is possible to create budgets for various types of HR expenses, from financial expenditures such as benefits and salary as well as headcount and full-time equivalents, all in the exact same budget.

Can I keep budgets for all of my Oracle HRMS work structure?

Oracle HRMS enables you to create a budget for your posts, jobs or grades as well as organizations You can also create an budget with any of the structure.

Do I have the ability to manage budgets for salary with Oracle Human Resource Management Software?

Yes. with Oracle HRMS you can add salary estimates to work-related structures of your budget. Utilizing Budget sets you can connect values from your budget to the elements used to keep track of the value of your pay. Management reports let you examine actual expenses against budget.

Do I input an amount into it?

It is used to create the budget spreadsheet to input budget information in the program. The data is expressed in terms of a number or an amount of percentage of the budget amount. You may also include a position into an existing budget and then enter budget information at the appropriate period when you make or edit the position.

Do I have the ability to delegate a budget spreadsheet to the manager of my organization?

Yes, provided you budget for your positions or groups as these work structures allow for the use of hierarchies within organizations. It is possible to start with a budget worksheet and then transfer the worksheet to an administrator within your organizational the hierarchy.

Can I send the budget to be approved?

With Oracle Workflow allows you to send a budget to be approved. You choose your list of approvals based upon the routing lists, supervisory hierarchy or a hierarchy of positions.

If an approver is able to approve the Budget worksheet you then apply this budget workbook to the database to allow the budget to be converted into part of an active budget. Management reports show the difference between actual expenses in a budget that is active.

You may also operate in a non-approval-only mode if your company does not need online approval for budgets.

How can I move budgets from my previous system onto Oracle the HRMS?

By using Oracle HRMS Concurrent Manager. Oracle HRMS Concurrent Manager Administrators of systems can program a batch process to transfer budgets from earlier versions in Oracle HRMS into the latest budget function. The budget you transfer has been approved by Oracle HRMS and does not have to be sent out to the appropriate authorities for approval.

Can I move the budget for control from one item line to another?

Oracle HRMS enables you to transfer excess resources to positions or jobs, grades or other organizations that require these resources. The web-based interface provides the budgeted, current committed, as well as available amounts per budget period which allows you to move budgeted amount using automatic process routing as well as approval.

How can I verify budgets or reallocations in relation to my business policies?

If you upload the budget worksheet you have approved or transfer transaction in the HR database the application applies business rules that you set up or designate to compare the results of the transaction with the information that you supply about budgets, positions or assignments. You set up every rule to display an alert, stop processing, or disregard the error in validation.

What can you do with cost analysis to help you with your business?

Oracle HRMS can be used to:

  • Calculate labor costs based on current definitions of compensation
  • Future labor costs can be predicted by modeling organizational changes and review of salary

Additionally, you can utilize Oracle Payroll to accumulate actual payroll expenses to the transfer into Oracle General Ledger. If you are running an pay period, Oracle Payroll calculates any prorated result if the cost center has changed during the period of payroll. You can create a dynamic trigger to generate prorated cost results which reflect changes in cost center.

Budgeting

Using HRMS Budgeting

The following sections give an overview of how you can make use of Oracle HRMS budgeting tools and how to integrate your budgeting process Oracle General Ledger, Oracle Grants Accounting as well as Oracle Labor Distribution:

  • The Budget Cycle
  • Migrating an Existing Budget to Oracle HRMS
  • Creating and Approving Budgets
  • Reallocating and Reserving Budget Resources
  • Enforcement of Policy with Business Rules
  • Control Budgeting in a Grants Environment

The Budget Cycle

For many companies budgeting is long and time-consuming. Oracle HRMS provides support for all stages in this budget cycle:

Stages of the Budget Cycle

 

Each stage is different, Oracle HRMS features are available to help you control your budget.

  • Budget funding Utilize Oracle General Ledger to report on funds that are available, from revenues or authorized funding. Utilize Oracle HRMS control budget reports to identify budget surpluses or deficits during the year.
  • budget entry Use the HRMS Budgeting to define the parameters of your budget and to enter the values.
  • Budget Approval Budget worksheets should be routed for approval via Oracle Workflow. Once approved, you can apply your budget into the database.
  • Budget Analysis Control HRMS: Schedule budget reports that compare budgeted figures with actual expenditures commitments, projections and commitments.
  • Budget adjustment You can make adjustments to an active budget in the fiscal year by reallocating funds on other lines when necessary, or reserve resources to not make use of them.

Migrating an Existing Budget to Oracle HRMS

If your company has implemented the Oracle HRMS in the prior version of Release 11 i You can transfer your old budgets to the latest version HRMS. The previously migrated budget as the base for the creation of a new budget.

Creating and Approving Budgets

If your company is in a setting where budgets must go through approval processes it is possible to route your budget online to an approval hierarchy. After approval, you can apply your budget into the database in order to allow it to be activated.

For companies without any formal approval process you can add your budget numbers directly.

Upload a control budget into Oracle General Ledger to make it accessible to your financial institution or even integrate HRMS budgeting into Oracle Grants Accounting.

Reallocating and Reserving Budget Resources

In companies that have an extremely tight oversight of creation and modifications of positions, the managers can't exceed budgeted amount. Budget reallocation (the ability to shift available resources from one budget control line item into another in the budgetary period) allows for some flexibility in an otherwise rigid system of control. When more money in terms of FTE, hours or headcounts are available in the event that the position is vacant or not filled it is possible to transfer resources from positions that are over-budget and organizations, grades or even jobs to organizations that are under-budget.

You can also reserve resources so that you are unable to use them, or transfer resources to non-budget entities.

Enforcement of Policy using Business Rules

Business rules that can be configured (also known as processes rules) permit you to confirm the position of transactions as well as budget worksheets and reallocation transactions upon approval, making sure that proposed actions conform to company policies.

Life cycle of any transaction is comprised of three phases:

  • Initiate
  • Route and Approve
  • Join the database

As you can see in the following image In the figure below, the application invokes processes rules whenever you submit transactions to databases.

Process Rules

 

When you connect an business transaction to your database, process rules are used to verify the information that are entered into the transaction. The rules issue an error or warning in the event that, for instance budgeted funds are not enough to cover a new job or the amount of money donated to an actualization is greater than the threshold specified or if the FTE of the donor exceeds a certain threshold.

.

Control Budgeting in a Grants Environment

Oracle HRMS works with Oracle Grants Accounting to make reservations once you have approved and then post your financial plan (funds monitoring). If you assign a person to a position that is budgeted as well as calculate the commitments you will automatically release reservations and create encumbrances to grants. When payroll runs result in real numbers, Grants Accounting records the expenses against budgets for award.

Notice: Commitments in HRMS are like encumbrances in grant accounting.

Under Budgeted Entity Reporting

In the case of budgets that are controlled for controlled budgets, you can run a report in order to find the entities (positions or organizations, jobs or grades) that the application predicts to be in budget. The method by which the application determines whether an entity is budgeted under is based on the measurement of budget unit.

These budget-related measurement units are divided in two groups:

  • Total: Time and Money
  • Not cumulative: Any other unit like FTE, headcount and all budgets that are user-defined units.

Calculations for Cumulative Budget Units

If the measurement unit of budget is Money, then an entity is in budget when:

(Budgeted Salary + Reallocated Salary) < (Actual Salary + Commitment Salary)

If the measurement unit for budgets is "Hours," the entity is not budget if:

(Budgeted Hours + Reallocated Hours) < (Actual Hours)

Notification: Budgeted Amount, Reallocation Amount, Actual Amount, and Commitment Amount from the Cumulative Units are calculated through an accumulation process (summation) in a specific date time period.

If a date range is provided with a cumulative unit the calculation above is only run once for the date range to determine the budgeted entities that aren't

Calculations for Non-cumulative Budget Units

If the measurement unit for budgets is FTE Headcount, FTE, or another non-cumulative unit An entity is not budgeted properly when:

(Budgeted Amount + Reallocated Amount) < (Actual Amount)

NOTE: Budgeted Amount, Reallocation Amount, and the Actual The amount of the non-cumulative Units is determined as the value that is defined at the time of the date.

If a date range is specified using the Non-Cumulative Unit and the calculation above will be done on all dates that are possible within the date range to determine the under budgeted entities.

Items for Under Budgeted Calculations

Items used in the calculation above are explained in greater detail in the following sections:

  • The Budgeted Salary is the individual element's values for the budget sets that are defined for every budget detail as well as the control budget that is associated with it. The amounts are prorated in the event that the beginning or ending date is within the beginning and ending dates.
  • The Reallocated Salary is the amount that has been derived after funds have been reallocated by using the pool of budget funds. In the event that the budgeting unit used is either Money, hours or aggregate, then the reallocated amount will be prorated.
  • Real Salary is the sum of all elements of that type that is applicable to all assignments within the specified time frame.
  • Cost of Commitment represents the total of amount of commitment for each assignment, as well as the element's type.
  • Budgeted hours represents the total of total budget value for budgeted periods, and for all budgets that fall within the time period that you define. The budgeted hours are prorated when the your input start or end date falls between budget element's start and ending dates.
  • Relocated Hours is the amount that is derived when funds are allocated by using an allocated budget. In the event that the budget's unit is either Money, Hours or Aggregate, then the amount reallocated is divided by.
  • Actual Hours is the sum of normal hours taken into consideration the frequency of all assignments.
  • Budgeted amount will be the aggregate of budget values for all budgets, for all budgets that fall within the time frame you choose.
  • Relocated Amount is the amount that is derived following the reallocation of funds through the pool of budget funds.
  • Actual amount represents the total of value for budgets of all assignments that are scheduled to be completed by the date of the effective date.

Defining Budgetary Calendars

You can define calendars for budgets of human resources within the Budgetary Calendar window.

Once you have defined the calendar, it is impossible to:

  • Change the date of start. Change the date of start so that you can fill in any details about your budget history you'd like to include.
  • Define years with a later date of start than the beginning in the year.

In each calendar you determine the number of years you need. There is no need to make a new calendar every year. Just add new times on the calendar.

To create the term "budgetary calendar"

  1. Input the name and the start date of your calendar.

Verify that the start date for the year is sufficiently early to accommodate your historical data. Once you have defined the calendar, you are unable to alter the date of start.

  1. Select a time period. If you choose Semi-monthly, select a number that is between one and 28, in the Midpoint Offset field to determine the beginning date of the second time frame each month. For instance, if you enter 15, the 2nd time period every month starts at the end of each month on 16th.
  2. Keep the calendar.

The system creates automatically the details of the time period. You can change the default names of each time period.

  1. If you wish to add years to or remove years from the final day of the calendar click to click the Change Calendar button.
  2. Once you've defined your calendars, you are now ready to create your budget.

Renaming Period Types

Calendars for payroll and budgetary calendars are based upon a particular period like a Quarter or year. Period types that are standard are set by the system. If you would like to choose another name for a particular type of period simply type the name into the window for Period Types.

There is no way to delete the names already specified however, you can create an entirely new record and choose the appropriate Year Per Number.

To change the name of an existing type of punctuation

  1. Make the new record.
  2. You must enter the brand new title of the type of period.
  3. Input the amount of time frames to be observed per year.
  4. Save your new type of period.

Defining Budget Sets

By using budget sets, you are able to connect budget entries that you make on a budget worksheet to the pay elements that you use to record compensation as well as other values. It is possible to run Oracle HRMS reports to compare the budgeted value of an element with the run results recorded for the element.

Budget sets are also used to migrate budgets from previous versions that were part of Oracle Human Resource Management prior to Release 11 i.

Utilize your Budget Set window to define the default budget set. You can edit or add elements of a budget set using the worksheet for budgets.

To establish the budget to be set

  1. Input or request the Budget Set.
  2. Select from the Elements tab.
  3. Select the element you would like to add to the budget.
  4. Input the default percentage that is the Budget Entry amount that will be divided among the elements.
  5. Continue steps 3, 4 and 3 for every item of the budget.
  6. Select the Sources tab. Sources tab.
  7. Use one of the arrows, left and right to select an element from the set of budgets.
  8. Choose at least one of the following things:

If the element is funded by your GL, then simply click the Cost Allocation field to open the Cost Allocation Flexfield window. input the cost allocation code combination by choosing the appropriate field.

If the item is supported by a grant, you must enter your Project, Task, Award expense Organisation (PTAEO) combo by choosing an appropriate value for each field. In future versions of Oracle HRMS this combo will be verified with respect to your Oracle Grants configuration.

Notice: The PTAEO fields are only visible if Oracle Grants is installed.

  1. Input a percentage of distribution for each source of funding.
  2. Keep your work.

 

Entering Assignment Budget Values

When you are at level Business Groups level, you can input the default value for an assignment for each kind of budget that you have set. For certain assignments, you change this default value using the window of Assignment Budget Values.

If you do not have an initial amount at the Business Group level, you must ensure that you provide a value for each assignment. If there isn't a value set within the Assignment Budget Values window, the assignment will not included in the calculation of actual budget values.

NOTE: If you are using Workforce Intelligence or Oracle HRMS Intelligence, any assignments with no budget values are taken into account in the calculation of actual values for the budget.

See: Workforce Intelligence in the Oracle HRMS Configuring, Reporting, and System Administration Guide.

To input a budget for an assignment

Recalculating Assignment Budget Values

If you notice data changes which could impact Assignment Budget Values (ABV) for example, changes to work hours frequency, working hours, or other work terms You can program the application to change the ABV in a timely manner through the Configuration Values function.

For instance, if the you work 40 hours weekly, when you are assigned an assignment that requires forty hours of work per week the FTE is one. If the employee's hours increase to 30 hours per week, then recalculating the budget's value, FTE is changed to 0.75.

Organization policy or legislative requirements can dictate a unique implementation. The company's rules or contract provisions can determine FTE in specific methods. Certain locations might add overtime to regular working hours or deduct non-paid sick time. The flexibility and scaling of the procedure allows you to satisfy business demands. You can choose the ABV to keep (typically an derived value like the Full-Time Equivalent, or per percent Full) and then you decide how to determine the value.

Concurrent process (Calculate the Assignment Budget Values) can also allow users to update their ABV following batch modifications, such as mass update of assignments or in the process of initializing assignments during the execution.

Three configuration steps are required for every budget measurement unit you would like to keep automatically

You can modify predefined configurations at the level of business groups. In Configuration Values, you can query in the Module Assignment Budget Value Maintenance.

Enabling an Assignment Budget Value

Configuring Date Collection

The Add Configuration Values page, modify your process definition by entering:

Configuration Name

Budget Value Unit Of Measurement

Event Dates Source (Event Group and/or Custom Function)

If you've installed Oracle Payroll, you can set up a payroll event groups that is of the type Retro to track system events.

See: Defining Event Groups, Oracle HRMS Payroll Processing Management Guide

For more details on how to define the custom function, refer to the PL/SQL User's Manual and Reference.

Specifying a Recalculation Formula

See: Oracle FastFormula Overview, Oracle HRMS FastFormula User Guide

Setting Up Default Assignment Costing for Budgets

Follow the procedure below to establish default costing for assignments for budgets.

NOTE: If you write a FastFormula to choose default allocation costing accounts and proportions this formula will override the default costing of assignments for the budget.

See: Writing Formulas for Default Assignment Costing, Oracle HRMS FastFormula User Guide

to set the default costing of assignments for budgets.

HR: Default Assignment Costing

If you link an assignment to a position and assign a cost to it, the default costing accounts and proportions are calculated based on the budget for control of positions.

Defining Budget Characteristics

The budget Characteristics Window to determine the characteristics of budgets. After you have defined the properties then utilize your Budget Worksheet or Budget Details window to create budget entries.

Utilize the window Budget Characteristics to:

Notice: The application freezes the budget's attributes once you have created a budget worksheet or budget version of that budget.

To define the characteristics of a budget

NOTE: You can define only one budget control for each budget measurement type within the time frame of an organization group.

Notice: This check box will only be displayed when the user has Oracle Grants installed.

Note: You can enter allocations for budget period within the fiscal year when you fill out this worksheet on budgeting.

Select Open to choose an amalgamation of Position, Job Grade or Organization. Choose the Open entity less frequently generally for budgets transferred to earlier versions of Oracle HRMS (11.0 as well as later). If you select an Open entity, you will need to input each line item manually (Populate All will not work). It is not possible to create a control budget with the Open entity. Report under Budgeted entities will not be able to work.

NOTE: The list of principal entities is seeded in the product and it is not possible to add more entities to this list.

It is necessary to enter budget values on the worksheet for the principal entity. If you select the position to be the main entity you can restrict the position to one within a grade by with an budget worksheet.

Choose the Top-Down option If you input the total allocation amount for each budget measurement unit as you finish this worksheet. It is possible to distribute the allocated amount between line items of this version of the budget.

Choose the Bottom-Up option in the event that you do not include the total allocated sum for every budget measure in your budget workbook. In this instance the application adds up the total amount for all budgeted line items in order to calculate allocated amounts total of this budget.

This application shows the latest version of the hierarchy of organization within the Version field.

When you create a control budget, you need to mark the organizational the hierarchy to control position.

NOTE: If you do not choose an organizational hierarchy the budget worksheet will display every position and organization in the Business Group.

Notification: You cannot enter budget values for any organization within the hierarchy of organizations above the initial organization.

NOTE: If you save the budget as a valid grade then you are unable to modify it back to an all-grade budget.

Oracle HRMS delivers the following measure units that are seeded in the system such as: Hours, Money, Headcount Full Time Equivalent as well as Percent of Full Time Equivalent. You cannot extend these units, but you can use the User Types and Statuses window to copy and rename a unit by selecting the BUDGET_MEASUREMENT_TYPE lookup value.

Very Important While it's theoretically feasible to create budgets that quantify the amount of money or hours, headcount and FTE for a variety of combinations of fiscal periods, entities and budget calendars this method is not in line with the best practice. For a meaningful outcome in report, Oracle recommends using a specific measurement unit that is based on one person, fiscal time along with a calendar for budgets. This is crucial when you are implementing Workforce Intelligence reporting, such as Workforce Budget Management.

Accumulate defines the total as the amount that is accumulated during the budget period. If you choose to use money as a budgeting component and you select Accumulate as the method of aggregation.

average is the term used to define the sum as an sum of the values for the period of budget. It is usually used to calculate non-monetary units, such as Headcount or FTE, in which allocations may vary greatly between one time period and the next.

Maximum defines the total as the highest amount that can be incurred for the budget period.

Defining Budget Elements to Track Actuals and Commitments

You can compare the budgeted sums against actual expenses and commitments projected for any fiscal year. To keep track of commitments or actuals you need to specify the method you will use in your configuration:

NOTE: If you define an element in your budget that tracks both commitments and actuals (Type is "Both"), you must select Input Value for the calculation method. It is possible to define the same item multiple times (once for each type) to indicate an alternative method of calculating commitments.

You calculate commitments in Concurrent Manager using the batch process Calculate Commitment.

To define budget elements

NOTE: This field filters the list of elements to show only the elements that are in the chosen classification. Because budgets track payments, you should not choose the deduction category in this field.

Choose an input value to the element, like Pay Value or Amount.

Click to activate by clicking the Salary Basis check box.

Select a FastFormula.

  • If you need to, utilize to use the DateTrack facility to determine the effective date of the budgets for the assignment. It is necessary to re-query the values of the budget for your assignment into the window in case you change your effective date.
  • Choose a budget type from the Units field. Enter the value of the budget for this budget into the field Value. Oracle HRMS displays the effective dates of the budget's value in the Effective Dates From and To fields.
  • Allow the Assignment Value Active maintenance on the unit of measurement for budgets you prefer.
  • Set up Date Collection Set the events group or custom function that you've created to record events in the system, for example, modifications to records of assignment.
  • Select a Recalculation Formula to select an FastFormula that you write to calculate the given ABV.
  • The module utilizes the type of configuration Maintenance Configuration to enable or disable maintenance for a specific budget value measurement unit.
  • The module utilizes the Process Definition configuration type Configuration to gather an event calendar to be processed, based on an event source you select. The list of dates allows the system to calculate and update the ABV for the trigger record at the time of the date of effective, as well as any future changes that affect on the value of budget.
  • In the page for adding configuration values, enter the formula for the budget value (QuickPaint FastFormula) that you designed to calculate the ABV.
  • Select the following Profile option as Yes
  • Define a budget for the control of position.
  • Create funding sources for your positions within your budget for controlling positions.
  • Select the primary budgeting entity. You can choose a job grade, position or organization or any combination of these structures.
  • Choose the measurement units for your budget like headcount or money.
  • Define the fiscal year in the budget.
  • Indicate the budget elements you would like to track commitments and actuals.
  • Map Cost Allocation Flexfields to Oracle General Ledger account codes If you upload your budget in Oracle General Ledger.
  • Enter the budget's name, then choose a budget calendar.
  • Select on the Control Budget check box if the budget is intended for purposes of control, like controlling position.
  • If it is controlled budget, then select on the Transfer to Grants checkbox if you wish to transfer your budget data into the Oracle Grants management system.
  • Select the tab for Budget Characteristics.
  • You must enter the fiscal period to be used in this budget's From and To field.
  • Select the currency for the budget. If you don't select an option, the default currency of your business is selected.
  • If you prefer, choose an existing budget setting from the selection. Position users can make use of the data in this set in order to supply information on the budget at the element level and the funding source level whenever they update or create positions.
  • Choose the primary entity in this budget for example the position.
  • Select the Budget Style.
  • Choose An Organization hierarchy when the primary organisation or position and you would like to delegate budget responsibility to the management of an organizational hierarchy.
  • Choose the top company for which you're planning your budget for in the Starting Organization field if you choose an organization that is a hierarchy.
  • If you would like to restrict the grades that can be used for budgeting to those that are appropriate for the particular job or position, then make sure you check for the valid grade required box.
  • Choose the first Budget Measurement Unit for which you budget for, like headcount or money.
  • Choose an aggregation technique inside the Aggregate Field to determine how the application assembles budget summaries by the budget duration for every budget measure unit.
  • Keep your work.
  • It is necessary to input an Input Value that tracks the current value.
  • You may choose to calculate commitments based on input value, the Salary Basis or an FastFormula rule that you decide to define.
  • Create and query the details of a budget into the window for Budget Characteristics.
  • Select the Elements tabbed area.
  • The Type field should indicate the purpose for which you would like to make use of the element to track Actuals or commitments, or both.
  • In the field for Classification Choose a possible payment category from the available options which includes Earnings or Supplemental Earnings or Employer Liability.
  • In the field for Element choose the element you wish to use for tracking commitments and/or actuals.
  • If you chose either of the two options in the field Type, you must specify an input value to keep track of the element.
  • If you chose Commitments or Both in your Type field, use one of these to define the method of calculation:
  • Choose a Default Frequency to indicate the unit of time that you will calculate commitments (day month, week,).
  • You can also input an Overhead percentage for adding a portion of commitment calculation results to the total amount of commitment.
  • Keep your work.

Mapping Cost Allocation Flexfields to Oracle General Ledger Accounts

You can transfer your completed budget onto Oracle General Ledger. To allow the transfer to be made, you must create a map from Oracle Cost Allocation flexfields in HRMS and the general ledger accounts codes.

Notice: Budget sets enable you to connect each budget item with several GL code accounts. To accommodate multiple sources of funding, connect the budget set to lines of your budget.

Budget worksheets are designated to be transferred to GL instantly, once you add the budget to the database. If you are using Direct Budgeting (without routing) then you must run the process concurrently to budget. GL Posting.

to map cost allocation flexfields with the Oracle General Ledger accounts

  1. .Enter or search for your budget using the window for Budget Characteristics.
  2. .Select an GL budget from the GL Budget field.

NOTE: The application activates the Transfer to GL checkbox by itself.

You must choose an GL budget within the GL Budget field to enable the GL Segment Map tabbed region. It is clear that the GL budget is unfilled, and is ready to receive budget information since a counterpart who has an GL Manager's responsibility will create the budget for you.

  1. If your budget was created using Oracle Public Sector Budgeting, then Public Sector Budgeting transfers the budget to GL and HRMS Control Budgeting transfers only commitments to GL. When this happens, you must check the transfer only commitments to the GL check box.
  2. Select to select the GL Segment Map tabbed region.
  3. Choose an HRMS Costing Segment for each GL Chart of Accounts segment.

When you create your budget source of funding percentages of distribution you set for each component of your budget sets allow the appropriate allocation amounts to be shown in GL separated by GL accounts' codes.

  1. .Save the work you've done.

Entering Non-Approved Budgets

If your company is not able to approve budgets online, use the Budgets window to create the budget versions that you created with the window for Budget Characteristics.

Notice: You enter budgets which are online and approved through Oracle Workflow in the Worksheet window.

To enter budgets that have not been approved

  1. Choose a Budget Name from the Find Budgets window. You can also find the budget by entering the fiscal year of the budget from the To Date and to Date fields.
  2. Select"Find", and then click to display the window for Budgets.
  3. Input the date range in the time you will allocate the measure of budget in the fields From and To.
  4. Input the budget amount for each measurement unit of the budget.
  5. Select"Open" to display the budget window, where you can input the budget amounts for all line items within the budget.

If a budget has been marked by the designation transfer to GL or transfer to Grants and hasn't already been transferred you can click the transfer to GL or in the event that Oracle Grants is installed, the button for Transfer to Grants/GL is activated.

NOTE: When you create or update a position you can apply it to the version of the budget that controls it and then enter the budget information to the appropriate period under the tab Budgets.

Creating Budget Worksheets

Setting up an Oracle HRMS Budget for Transfer to Oracle General Ledger

It is possible to transfer the HR budget that is active in the Oracle General Ledger so that funds can be allocated within the General Ledger for the HR budget.

As a requirement that you determine the GL budget prior to defining the HR budget that is corresponding.

Get in touch with your Finance department and request the user with General Ledger responsibility set up the GL budget.

to set up an HR Budget to transfer into Oracle General Ledger

  1. Determine the budget within Oracle General Ledger.

Click your Define Budget window.

Input a budget's name.

Choose the Status of Open to indicate that the budget is open to update and entry.

Input your budget for the period.

Select to click the Open New Year button.

Close this window. Define Budget window.

  1. Set the budget within Oracle HRMS.

Open the window Budget Characteristics.

You can enter a budget name.

Choose that GL budget name that you created earlier within the GL Budget field.

Complete the definition of budget.

Map Cost Allocation Flexfields to the GL account codes

Save your work, then shut down your window. Budget Characteristics window.

  1. Fill in the worksheet for budgeting.
  2. Send the budget to be approved If needed.
  3. Add the budget you have created on the form.

NOTE: If you enable budgetary control on this GL Ledger associated with this budget, the program will automatically post the budget to the GL when there aren't any errors. If you don't enable budgetary control, a user will have to manually upload the budget data.

  1. Check for any errors in budget posting within the Process Log Navigator window.

Setting Up Budget Worksheets

Utilize the worksheet Characteristics window to determine the characteristics of the budget worksheet.

To create the worksheet for budgeting

  1. Name the worksheet budget worksheet.
  2. Choose a Worksheet Mode. Choose:

Edit and Make an Update to duplicate an existing budget version to a fresh version that is editable.

Correct version for correcting an old version of the budget.

Start by Scratch to begin a blank budgeting worksheet.

  1. Choose the Propagate Method to determine how the program calculates budget entries when you change the total amount of money allocated to an accounting unit for budgeting. Choose:

Save Value to keep the budget entry value unaltered as you change the budget entry value.

Keep Percentage to change the value of the budget entry in proportion to the amount allocated. For instance, if you increase the amount allocated in 10% increments, so the amount of each entry in the budget is increased by 10 percent.

Users Preference keeps values from the entry into budget (either an amount of money or percentage) and then calculates the derived value. As an example, suppose you have a budget of 500,000 for positions within an company. For the position 1 on your budget is 50k. If you decide to increase the total budgeted amount of the company to 550,000, the budgeted amount of the post remains at 50,000, but the percentage goes from 10 percent to 9.9%.

  1. Select the Budget Name for the budget that you're working on.
  2. Select the budget version when you're making corrections the existing version of the budget.
  3. Select the Create Worksheet button to open the Worksheet window. Close it. Worksheet characteristics windows.

Notification: You complete the budget worksheet by entering the values and percentages of each item within the budget. The worksheet can be saved into your inbox for workflow, send the worksheet to the person who approves or delegate the budget work to an additional manager within the organization in the hierarchy.

Completing a Budget Worksheet

Input the budget details for lines in your budget by using the Worksheet window. You can also delegate your budget spreadsheet to a different manager within your company in the hierarchy.

To fill out the budget worksheet

  1. Determine the characteristics for a worksheet on budget using the Worksheet Characteristics window . You can also start an open worksheet that you have in your inbox.
  2. Change your name on the worksheet If necessary, edit the name of the Worksheet.
  3. Enter the date on which you'll add the budget on the Action Date field.
  4. Input both the Date of Start as well as End Date for this version of the budget.
  5. Click the Worksheet Characteristics tab to look over the features on the budget worksheet in the view-only mode.

Select OK to close this window. Worksheet Characteristics window.

  1. Input the allocation sum for every budget measure unit. When you allocate budget resources to item lines, your program determines the available amount to be allocated.

NOTE: You can enter budget values, but you must first enter the total amount allocated.

  1. Select on the Budget tab.
  2. Select to click the Populate All button to load every line item into the worksheet of the budget's primary entity.

Selecting Populate All doesn't add position transactions to the worksheet. It is possible to add position transactions into the worksheet using the list of options. If the application hasn't changed the position transaction in the application after you have applied the budget worksheet then the Apply Budgets procedure writes an error message to the Process Log Navigator.

If budgets have an primary entity of work or grade or grade, the Populate All button will load every entity of the type selected within the Business Group.

Line items budgeted are limited by organizational hierarchy when you choose an organizational hierarchy when you are defining the parameters of your budget.

NOTE: If the worksheet mode is Edit and Create an new Version (or Correct an Old Version and it is possible to use the Populate All button loads the line items of the selected budget version to the worksheet. Select to click the Populate All button before selecting any line items to be loaded into the worksheet.

  1. Utilize the Folder Tool to alter the size and the order of columns on the worksheet, conceal fields, or name the prompts.

NOTE: You can use the same folder to create multiple worksheets as long as your budget has the same entity as the primary, measuring unit and style of budget.

  1. Choose at least one line item to add to your budget.

NOTE: For example, select a position when you are budgeting through a the position.

  1. You can enter a budget figure on each line or enter a percentage from the total amount that is allocated to the measurement unit of budget.

The application allows for the entry of values for currency in any length and with any number of decimal point positioning.

NOTE: You can divide the budget amount of the line item in budget time periods within the Details window for the Budget Details window.

You can't budget for one line item at a time. By entering a line item on the worksheet will remove the item from the available entities.

  1. Click Apply to spread any changes in the amount you have allocated across the worksheet, based on the method of propagation you choose.

NOTE: If you change the amount you have allocated but don't apply the change the application will calculate the new sums subsequent time it opens the workbook following adding it to the email or when you submit your budget in the application.

Entering Budget Values by Calendar Period

It is possible to divide the entries on your budget spreadsheet into period. For instance, you could divide the post-budget of 10,000 into 10,000 for each quarter of fiscal.

Budget periods are defined when you establish the budgeting calendar.

To enter values for budgets for each the period

  1. Set a value for each line item of the budget within the Worksheet window.
  2. Select the appropriate period for the Budget Details window.
  3. Select the tab for Periods.
  4. Select the coordination checkbox If you don't want this window to access the records in detail for the budget period at the time it opens.
  5. Choose your Start and the End Date of the budget.
  6. Input the budget amount or percentage of the amount allocated for each period.
  7. Select either the Next Budget Unit or Previous Budget Unit button to switch from budget lines.

It is important to note that It is possible to establish budget period, commitment calculations and payroll period separately without taking into consideration the size of the date ranges this isn't the best practice. Oracle suggests sizing the dates to one another in proportional ways. The budget period should be defined as the largest, and then the commitment calculation and the frequency of payroll in order of decreasing size.

For instance, you could create quarterly budget periods with a duration of three months as well as calculate commitments according to an annual schedule and then set up the bimonthly frequency of payroll. This method avoids rounding mistakes, and produces the most accurate results in the reports and becomes crucial when you are implementing Workforce Intelligence reporting, such as Workforce Budget Management.

See: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide

  1. Keep your work.

Entering Budget Values by Budget Set

You can connect budget entries from a particular period with budget set. Within a budget set you can divide budget values by element or through cost allocation by flexfield.

To enter values for budgets in a budget set

  1. Input a number for each line item in the budget within the Worksheet window.
  2. Click on the button for the period you wish and you will be able to access the Budget Details window.
  3. Input the budget amount, or percent of the budget amount for each time period.
  4. Select on the Sets tab. Sets tab.
  5. Select a Budget Set.
  6. Input the budget amount or percentage of the amount allocated per budget measure unit within the set of budgets.
  7. Select to click on the budget Set Distribution button to open the window for Funding Distribution window. You can specify the percentage of the budget unit that will be divided among the elements of the set of budgets.
  8. Select from the Elements tab.
  9. Choose an Element Set and the distribution percent of the element.
  10. Select the Next Budget Set as well as the Previous Budget Set buttons to change between the budget sets.
  11. Select on the Funding Source tab.
  12. Choose at least one of these things:

If the element is funded through your general ledger, then you can click on the Cost Allocation field to open the Cost Allocation Flexfield window. enter the cost allocation combination by choosing an appropriate value for each field.

See: Writing Formulas for Default Assignment Costing, Oracle HRMS FastFormula User Guide

If the element is supported by a grant, you must enter your Project, Task, Award and Expenses Organisation (PTAEO) mixture by choosing an appropriate value for each field. In the future versions of Oracle HRMS this combo will be verified by comparing it to the Oracle Grants set-up.

Notice: The PTAEO fields will only be displayed when Oracle Grants is installed.

  1. Input a percentage of distribution for each record of funding source.
  2. Select between the Next Element or Previous Element buttons to switch between the elements of your budget.
  3. Keep your work.

NOTE: When you create or modify a position you can apply it to an existing budget control version and then enter the budget information at the appropriate period level under the tab Budgets.

Delegating Budget Worksheets

It is possible to delegate the budget worksheet to a manager via the Worksheet window when the budget is based on position, or organizational.

To assign the budget worksheet

  1. Create a new worksheet, or edit an existing one by accessing the workflow folder.
  2. Select the Delegate tab in the Worksheet window.
  3. Choose your Organization of the delegate manager.

The application displays the top organization level in the hierarchy of organizations beneath the current level of the organization.

Notice: You cannot delegate the budget worksheet if the budget's primary entity is a grade, job, or open since these entities aren't tied to organizational hierarchies.

  1. Choose your delegate's name in the field for Manager.

NOTE: You can only assign a budget worksheet only one person. The person who is delegated must identify themselves as an supervisor in the organization's Manager field in the Miscellaneous tabbed section of the assignment window. If the manager delegated to be assigned is not assigned any workflow roles the application defers notifying them.

  1. Select the Defer field in order for the option to delegate the worksheet the manager, without sending a workflow alert.
  2. Enter the amount , or the percent of the amount that you have allocated to your budget's measurement unit you're assigning to the manager.
  3. Utilize the buttons below to switch between organizations. Choose:

"Populate All to pick all the organizations below the current one. You can remove the organizations you want to remove from this list without affecting the hierarchy of your organization.

Description to move one step below the current company. Select Details to find out which organizations are part of the current company.

parent to move one step above the current company.

Root to return to the beginning of the company.

  1. Keep your work.

NOTE: The delegate manager receives a workflow alert and is able to open the worksheet in within the inbox of workflow. The delegate manager is able to edit any line item delegated, even items that already have an entry in the budget. Additionally, the manager could assign the worksheet to the subordinate manager.

Posting Completed Budgets

Post a budget to copy a fully accepted budget sheet from HRMS worksheet tables into table in HRMS table for budgets. Once you have posted a budget, you are able to create variance reports that monitor actual spending and commitments against the budget.

Notice: If you enter budgets through the Budgets window rather than working from the Worksheet window, it indicates that your company doesn't accept budgets online within Oracle HRMS by using workflow. In this instance you don't have to publish a complete budget since budget information is directly entered into the budget tables.

To upload a completed budget, use The Workflow Inbox

  1. The Routing windows should be opened.
  2. Select to apply the Apply Transaction option.
  3. Choose OK.
  4. Click on the Process Log Navigator window to check for any errors in posting.

Managing Budget Processes

Migrating a Budget to Oracle HRMS

If your business had budgets using Oracle HRMS prior the release 11 I, you are able to migrate your existing budgets into the updated budget tables. Moving an existing budget can save your time in data entry in the event that the elements of a budget change little between years.

In order to migrate budgets, you need to determine the default set of budgets which you would like to link to this budget. Budget sets allow you to define a budget according to a financial period to HRMS components and cost allocation flexible fields.

When you have transferred a budget, you will use this Budget Worksheet to create and edit the new model of your budget.

You can run the Migrate Budget Data process from the Submit Requests window. You can also migrate budgets by using this Budget Migration module available from the Navigator.

To move budgets from Oracle HRMS

  1. Choose your Migrate Budget Data batch process in the Name field.
  2. Enter the Parameters field to open the Parameters window.
  3. Optional: Select the Budget Name of the budget that you are moving.

NOTE: The budget migration process will migrate all budgets from the past in the event that you don't choose the budget's name in a particular order.

  1. Choose the default set of budgets that is associated with this particular budget. This can be done by entering the Budget Set Name field.
  2. Choose OK.
  3. Make sure you complete the batch process request and then select to submit.

Notification: You can view any errors that occur during the batch process within the Process Log Navigator window.

  1. Search for the budget's name within the Budget Characteristics window.

You are now able to alter the properties of the budget that you migrated and make an entirely new budget worksheet using the same values as the previous budget.

NOTE: The application treats the budget data migrated as pre-approved. It is not possible to send a migrated budget to approval of workflows. Because migrated budgets are an entity that is primary to Open and can't be used to approve the migrated budget to achieve the goal of control of positions.

Posting a Budget to Oracle General Ledger as a Batch Process

You use the Budget GL Posting batch procedure to transfer the budget worksheet information to Oracle HRMS to Oracle General Ledger.

NOTE: If you apply the budget worksheet to your data in your workflow inbox Oracle HRMS automatically transfers the information onto the General Ledger and you do not have to perform the process of posting to the Budget GL.

You can run reports using your Submit request window.

For posting the budget into Oracle General Ledger as a batch process

  1. Choose the Budget GL Posting process in the Name field.
  2. Enter the Parameters field to open the Parameters window.
  3. Choose the Budget Version that you will be posting into the General Ledger.
  4. Select a Validate Mode -- either Yes or No to indicate whether you would like the application to publish the budget data to the GL or to verify the budget, but not post the data.

Select Yes to confirm the budget, but not post the information in the GL.

Choose No to upload the information into the GL. The application will write any errors that occur in the process of posting into the Process Log Navigator window.

  1. Click OK.
  2. Complete the batch request, and select to submit.

Calculating Budget Commitments

The Calculate Commitment batch procedure to calculate the anticipated expenditures in a budget for the budgetary period.

Reports are run from within the Submit request window.

To calculate commitments to the budget

  1. Choose from the Calculate Commitment report in the Name field.
  2. Enter the Parameters field to open the Parameters window.
  3. Choose which name is that Budget Version for which you are formulating commitments.
  4. Select an option that is in budget that you calculate commitments. If you don't select a position, the system determines the commitments of all positions of the version with budget.
  5. Input the dates for which you're calculating commitments in the Commitment's Beginning Day and Date fields.
  6. Choose the frequency that you want to calculate commitments, like monthly or quarterly. If you do not choose a frequency then the Calculate Commitment method utilizes the frequency of the budget calendar you have attached with the budget.
  7. Click OK.
  8. Complete the batch request and then select to submit.

Posting Budget Commitments to Oracle General Ledger

You can use the Commitment GL Posting batch procedure to move the budgetary commitments of Oracle HRMS to Oracle General Ledger.

Reports are run from your Submit request window.

To upload Budget commitments in the Oracle General Ledger

  1. Choose the Commitment Posting procedure for GL within the name field.
  2. Click on the Parameters field to open the Parameters window.
  3. Choose the Budget Version that you will be posting into the General Ledger.
  4. Choose a Validate Mode -- either Yes or No, to indicate if you would like the application to publish your budget-related commitments into the GL or to verify the commitments, but not post the information.

Select Yes to verify the budget commitments, but without posting the details in the GL.

Select No to add your commitments on the GL. The application will write any errors it encounters while posting the commitments into the Process Log Navigator window.

  1. Select the OK button.
  2. Make sure you complete the batch process request, and select to submit.

Running the Relieve Commitments Request Set Process

It is possible to run through the Relieve Commitments simultaneously request-set procedure to recalculate commitments and upload these results in Oracle General Ledger. The request set blends the Calculate Commitments procedure and the Commitment GL posting process.

You must examine your Relieve Commitments request set periodically following certain events, such as pay for salary or the termination or hiring of employees. You should then send the revised figures into the General Ledger.

The process can be run through your Submit Set window. Set window.

to run the Relieve Commitments request set

  1. Choose the Relieve Commitments process within the Request Set field.
  2. Enter the Parameters field to open the Parameters window.
  3. Choose which name is that Budget Version for which you are formulating commitments.
  4. Optional: choose one of the positions in the budget option for the purpose of calculating commitments for just one position.

Notice: If you do not choose an option, the system will calculate the commitments of all positions within the version with budget.

  1. Input the date range in the calculation of commitments in the Commitment's Start Day and Date fields.
  2. Select the frequency that you want to calculate commitments, for example, either a weekly or quarterly.

NOTE: If you do not choose a frequency, the Relieve Commitment process will use frequencies from your calendar that you attach to your budget.

  1. Click OK.
  2. Make sure you complete the batch process request and then select to submit.

Reallocating and Reserving Budget Resources

Overview

Oracle HR Budgeting lets you to transfer budget resources to control line item to another in the event that you find excess or deficit amounts. It also allows you to reserve money per line item, which means you can't use them. This is done using an online interface that is accessible through the Navigator through the menu Budget Reallocation. The following sections outline the steps involved in the process:

  1. Find a Control Budget
  2. Create a Reallocation Folder
  3. Create a Transaction
  4. Identify Donors/Periods/Receivers
  5. Route the Folder for Approval

The remainder of the sections contain information on the related activities, such as viewing or taking action on pending or approved transactions, the ability to configure business rules, migrating existing reallocations, and troubleshooting Process Log. Process Log.

Find a Control Budget

In the Find Budget page, you seek out control budgets effective on the date that you choose to specify. You can also limit the scope of your search using an organization (Position or Job Grade or organization) as well as a budget measure unit (Money FTE, Headcount hours, the user-defined Sharing Type).

One control budget is allowed to be in force at a specific date for each unit/entity combination and can allot the equivalent of three units. The program displays results of the search in rows, each row contains details on a budget, an entity, and a unit.

Create a Reallocation Folder

When you have selected a search result row you are able to then create an additional folder that will hold transactions related to the chosen budget as well as the combination of entity and unit. A folder is a virtual space to store your transactions. When you approve a directory and all the transactions in the folder (partial acceptance is not an option).

Create a Transaction

Its add Transactions, Donors and Receivers page shows your folder, from which you can start the new transaction. The page gives information about Donor as well as Receiver entity, Unit and Reserved Amount and the Transaction Amount as well as Transaction Balance.

Unit is the measurement of budget unit, like FTE or Money.

Reserved Amount This is the part of the line item's allocation you can't make use of including for line items.

Transaction Amount is the total number of units you're transferring.

Transaction Balance The difference between the Receiver and Donor amounts. If it is positive means that you have not yet assigned all the units you donated to Receivers. If you see a negative value means that you've given greater units than you've given away. The balance of your transaction should be zero prior to processing or approval of the folder.

Identify Donors/Periods/Receivers

The next step is to select lines with extra resources to give. Alongside displaying the amount that are available for donation and details about the organization as well as the location and work along with the budgeted, real, committed or donated amounts.

You can also see the unapproved amounts of pending donations. The application doesn't take away Unapproved Donation amounts from available amounts. But, future-approved transactions may decrease the amount available before you have approved your folder, which could cause the application to not work.

In the Donor Periods page, you are able to donate funds that are budget-related. On this page, you can indicate both Donated and Reserved amounts.

Note: Within one transaction one donor is able to move to one receiver or several and multiple donors may be transferred to the same recipient. The transfer of many donors is not possible to multiple receivers.

In the page for adding recipients you are able to select the entity from a drop-down list to be the recipients of your donation. In addition, you can specify the date of the transfer, the start and the end dates for the donation (both of which have to fall within the dates of the fiscal period of the budget) and what amount you want to donate. Receivers do not need to be part of the selected budget, but they should be identical entities as the donor.

Route the Folder for Approval

A Routing Options page appears when you submit your transaction to approval. Then, you can save the file to your Inbox and then reject it. You can also transfer it to suitable recipient or (if you're an approved approver) transfer the folder into the database. You can configure the default routing options, as well as approvers to allocate budgets through Standard Setup, and routing and approval rules for an automated workflows when you are in Advanced Setup.

For more details about Standard and Advanced Setup in the Transaction Type Wizard,

View Pending Reallocations

The Search Results row on the Find Budget page gives you the option of viewing all transactions that have not been approved for the unit/entity combination. This page lets you find reallocation folders with a name, or show them all. The application provides information on the amount of transactions and the present owners for each of the folders. You can choose an individual or a group of folders and perform the following operations on them:

Note Budget Director Sends an FYI Notice to each of the budget directors within your business group. By selecting this option, you can Notify Self option below, any budget manager is able to be the owner of the folder and begin working on the folder.

Inform Self The selected folders to you. This takes over the responsibility for the folder.

Remove removes specified folders of the system, thereby cancelling the transactions.

Notification recipients are able to link into the file and make changes to it.

NOTE: Though budget reallocation notifications are displayed within the Workflow Notifications Inbox, they do not include hyperlinks that point to the specific folder. To connect to the folder, the workflow recipients need to navigate into the Advanced Worklist, using a Workflow User Web Interface responsibility through Self Service.

View Approved Allocations

In every Search Results row of the Find Budget page, choosing the View Approved Reallocations option will take you to a page that allows you to review all transactions that have been approved to the unit/entity combination. This page lets you view transactions amount and the balance.

Notice: One caveat when working with using the Oracle web-based interface is that The Select All option selects only those rows displayed on the page in question. In the event that your table is big to be displayed on a single page, selecting All won't alter the rows of other pages.

Configurable Business Rules

It is possible to define procedures for ensuring that reallocations of budget funds are in accordance to the practices of your business. The application triggers processes rules and checks reallocation transactions when you add databases with folders.

For more information on the available reallocation transaction attributes as well as the related types, contextualizations as well as warning messages

Migrating Pre-Existing Reallocations

The program will migrate any existing budget reallocations in a timely manner, once it is installed with a patch that contains the function of budget reallocation on the very first occasion. You can look over the transferred folders from the page View Pending Reallocations and inform budget managers, yourself, or delete according to the in the previous paragraph. These transactions are not owned by anyone However, anyone can utilize this Notify Self choice to assume responsibility for the transaction.

Beware: The application deletes any existing non-control budget reallocations upon installation. If you've reallocated or reserved budget amount for non-control budgets, you should make note of these changes prior to the installation.

Troubleshooting in the Process Log

Budget Reallocation can be accessed as a View option within the process Log. This is where you can identify problems to implement reallocation transactions by looking over the error messages as well as details related to the folder, transactions, donors and receivers.

Running the Calculate Assignment Budget Values Process

The Calculate Assignment Budget values procedure to update the budget values you record against assignments. The procedure is helpful to update budget values after having performed a mass update or initialized assignment information after the implementation. It is possible to limit the update's scope to a specific employee assignment, assignment set and payroll or contract. The procedure determines or recalculates future modifications in relation to the budget at the time of your specific effective date, based on the formula you have chosen for your implementation.

You may have to revise a derived amount from a budget (FTE or Percent of Full Time) due to changes in data that impact the calculation (such such as work hours frequency, hours of work or other terms for work). It is also possible to set the program to update the budget values in a timely manner, based on the system's events like modifications to the assignment or person records.

There are multiple processes running concurrently from within the Submit Window for Request.

To update budget values:

  1. Choose Calculate Assignment Budget Values within the name field. The Parameters window opens.
  2. Choose the budget for your assignment measurement you wish to modify.
  3. Select the day which you'd like to begin with the next update.
  4. Select a Run Type mode that is Normal, or verify.

Each mode creates an output file that displays the results of each calculation for each date, along with errors messages.

Normal calculates and makes updates.

Verify Calculates, but doesn't update.

  1. Optional: set a parameter that limits the application of the update. This can be done by:

Employee

assignment

assignment set

Payroll

contract

  1. Click OK.
  2. Complete the batch request and then select to submit.

Troubleshooting Using the Process Log

Using the Process Log

The process log contains details that will aid in correcting mistakes. For example, you may use the log to identify the errors that you encounter in the event of:

  • Making use of a budget from the worksheet
  • Incorporating budget data into General Ledger
  • Reallocating budget resources
  • Migrating budget data
  • Identifying those who are not in budget
  • Making use of a position transaction
  • Editing or copying positions
  • Making commitments for posting to GL

Utilize the Process Log window to learn more about the causes of an error.

To display error information

  1. From the View menu choose a data set (such such as the Position Update).
  2. Expand the folder located in the left pane, to show the files you wish to see.

A Summary View explains the state of the records found in the folder that contains them.

  1. If required, continue to navigate through the files until you reach the one that has errors (designated by the red stop light icon).

If the screen in which you first entered the data contained tabbed regions an additional entry will show the state of the data within each tabbed area.

The Detail View assists you to find a record and fix the mistake that it contains. For instance when the system checks the data for a newly copied location and discovers incorrect information on Work Choices, the Detail View shows an enlarged Work Choices flexfield so that you can examine the data , and then rectify it.

  1. If you need to, go back to the screen in which you first input the data, and then correct the error. Once you have corrected the mistake you can then apply the information or submit the process again.

Budget Reporting

Control Budget Reports

Control budget reports are conducted in the management phase in the annual budget cycle which allows you to assess your estimations with the actuals as well as commitments. Based on the information reports offer, you are able to plan for the next cycle by adjusting budgets when needed.

Summary of Available Reports

HRMS offers the following reports on control budgets:

Control Budget Reports

Concurrent Process Name

Results

Budget Period Position Detail

Reports on budgets that you define.
Included are budgeted, real commitment, projected as well as balance amount for every position, for each measure unit as well as budget time period.

Entity Element Summary

Reports on the element or the entity you choose.
Included are budgeted, actual committed, projected and balance amounts per measurement unit, for a specific timeframe.
You can filter your results to display all over budgeted, under budgeted or sub budgeted organizations (entity kind).

Position Element Detail

Information on the organization or job you have specified.
Includes budgeted, current committed, projected and balance amounts based on position, for each measurement unit and pay element during a particular time.
You can filter your results to show all over budgeted, budgeted, and the under-budgeted entity (position kind).

Position Summary

Reports from an organization you choose.
Included are budgeted, actual and projected and balance amount by the measurement unit in which they are located for a specific time frame.
You can filter your results to show all over budgeted, under budgeted, as well as sub budgeted organizations (position kind).

Organizational Position Summary

Reports on all companies in this business unit.
Includes budgeted, real and projected and balance amounts based on location, for each measurement unit within a particular time span.
You can filter your results to show all over budgeted, budgeted, as well as the under-budgeted entity (position sort).

Report Under Budgeted Entities

The report lists all entities with a deficient budget for the period that includes the date of effective.
Includes reallocated, budgeted commitments, real and under budgeted amount for each budgeted and under budgeted entity.
You can limit the scope of display to display an organizational hierarchy that is specific to the an initial organizational.

Terminology

The majority of reports are in the format of a status report. Status reports allow you to look over budgeted, real, committed as well as projected sums. Report under Budgeted Entities in contrast will identify line items in your budget that have projected costs that surpass budgeted sums. Status reports inform you of the amount of funds, FTEs and grades or hours you've allocated and spent for each entity within the budget version. Report under Budgeted Entities informs the entity that it is not able to meet its budget for a particular budget time.

Budgeted the amount that you assigned for the line item taken from the budget itself.

Actual The amount which has been paid in the fiscal year at the time of its effective date that is derived from previous payroll runs.

Committed is the amount your business is required to cover for the rest of the fiscal quarter (subsequent to the date effective). The application calculates commitments looking at salaries, assignments elements, element entries, commitment elements you've specified and the future payroll run.

Projected The total amount you anticipate to pay the entity over the period of the budget. It is determined by adding the actual and committed amounts.

Variance A difference in the budgeted amount and the amount you projected calculated by subtracting budgeted and projected amounts.

NOTE: HRMS Budgeting allows the creation of multiple budgets which are running simultaneously. The only restriction is one budget control for each budget measurement unit can be in effect within the same business group at the same time. Thus, you should avoid budgeting the same entity in multiple budgets. Control budget reports show the sums of the budgets that are in effect that could produce false information.

Running Control Budget Reports

Running Report Under Budgeted Entities

To manage budgets, you can determine the entities the application considers to be budgeted under through the run Report Under Budgeted Entities.

For more information on how the report determines which entities are in budget,

After running the report, the program shows the entities that are not budgeted on the Process Log Navigator window. An email will be sent out to the director of each entity that is under budget. The manager may amend the budget or redistribute funds in the event of need.

Reports are run from your Submit request window.

to report the under budgeted entities

  1. Select Report under Budgeted Entities under the name field.
  2. Enter the Parameters field to open the Parameters window.
  3. You must enter a Batch Name to this report of positions with budgets that are underbudget.
  4. Input the effective date the date you would like to view the report.
  5. Choose your Start and the End Dates of the time period you would like to make a be able to report.
  6. Choose the primary entity to which you will make the report. The Open option signifies that the budget uses more than one kind of entity.

If you don't select an entity as your primary one the report contains the following entities: Position, Job Organization, Grade.

  1. Choose the measurement unit for the budget.
  2. If your primary entity is a position or an the organization, you may choose the hierarchy of your organization and your starting organization to report on.

The report is a guideline for under-budgeted entities for all positions as well as organisations that are below this group at the top of the pyramid.

  1. Select the OK button.
  2. Make sure you complete the batch process request and then select to submit.

Running the Position Element Summary Report

The Summary of Position Element provides the status of the budget for each element over the specified time frame and for all positions within the Business Group.

Reports are run from within the Submit Requests screen. Once you've complete the report the program displays the report on its View Output page, which is accessible through in the view request window.

To run the Position Element Summary Report

  1. Within the Name field, choose Position The Summary of the Element Report is from the drop-down list.
  2. Enter the Parameters field to open the Parameters window.
  3. Enter the effective date and the Element Name on the element you wish to examine the status of.
  4. Choose the position type for which you wish to view the report.

You can choose to select Over Budgeted Positions and Under Budgeted Positions over or under Budgeted Positions as well as all Positions.

  1. Optionally, you can enter the Variance Percentage.

The report shows balances for positions where the variance percentage is greater or equal than the percentage you enter.

Variance Percent isn't applicable when you choose all positions as your Type of Position.

  1. Input the start date and End Date for the time frame you'd like to analyze.
  2. Input a currency unit to report.
  3. Click OK.
  4. Click Submit to submit the batch request.

Running the Position Element Detail Report

Position Element Detail Report Position Element Detail Report lists the status of budgets for all budgeted components, for a particular time and for a specific post and organisation.

Utilize the Submit Requests Window.

To run the Position Element Detail Report

  1. Choose the Position Element Detail Report in the Name field.
  2. Enter the Parameters field to open the Parameters window.
  3. You must enter the date effective the year you'd like to make a report.
  4. Enter the name of the organization for which you would like to know the status of your organization.
  5. Enter the Position Name the position you wish to be listed on the report.
  6. Select the type of position that you would like to view the report.

There are options for Over Budgeted Positions or Under Budgeted Positions. In- or Over Budgeted positions or all positions.

  1. Enter the Variance Percent.

The report shows the balances of positions in which the variance percentage is greater or equal to than the percentage you input.

The variance percentage isn't relevant when you select the All Positions in your Position Type.

  1. Change the Periods of Start and End that are to appear in the document.
  2. Input a currency unit to report.
  3. Select the OK button.
  4. Complete the batch request, and select to submit.

Running the Position Summary Report

Position Summary Report Position Summary Report lists the budget status, over the specified time frame and all positions within an Organization.

Reports are run from your Submit request window.

To run the Position Summary Report

  1. Choose the Position Summary Report from the name field.
  2. Click on the Parameters field to open the Parameters window.
  3. Enter the Effective Date the date you would like to receive status information.
  4. Enter the name of the organization for which you wish to be granted status.
  5. Select the type of position for which you wish to get the report.

There are options for Over Budgeted Positions or Under Budgeted Positions. positions that are either under or over budgeted or all positions.

  1. Enter the Variance Percent.

The report lists the balances for positions where the variance percentage is greater or equal to than the percentage you input.

The variance percentage is not relevant when you select all Positions in The Position Type.

  1. Change the dates of the Start and End Dates that are to appear in the document.
  2. Input a currency unit to report.
  3. Select the OK button.
  4. Make sure you complete the batch process request and then select to submit.

Running the Budget Period Position Detail Report

This Budget Period Position Detail Report provides the status of all positions which are included in a specific Budget for a particular time frame.

You can run reports using your Submit Window for Requests.

To run the Budget Position Detail Report

  1. Select the Position of Budget Period Detail Report from the field Name.
  2. Click on the Parameters field to open the Parameters window.
  3. Select the Budget Name which you wish to know to know the status of the budget currently.
  4. Click OK.
  5. Complete the batch request, and select to submit.

Running the Staffing Budget Details Report

It is possible to run the Staffing Budget Details report in versions of Oracle HRMS prior to 11.5.1 to evaluate the actual staffing levels to budgeted levels over a specific time period.

NOTE: Use this report in the event that you are not able to migrate the current Oracle Budget for HRMS to the latest function for budgeting. When you create new budgets, you can run other reports, such as The Budget Period Position Details report.

Reports are run in the Submit Requests window.

to run the Staffing Budget Details report

  1. Within the field Name, click Staffing Budget Details report.
  2. Click on the Parameters field to open the Parameters window.
  3. Enter the effective date the date you would like to see the report.
  4. Choose the budget and the version.
  5. Choose the start and finish times to be included into the document.
  6. Click to submit your request.

Running the Salary Review Report

Utilize this report to view the current and previous salaries, and salary plans for all or some the employees you employ. You can limit the employees to those that are part of specific organizations, jobs the position or grade. You can also limit the report to only show those who earn the highest salary for their position (defined through the use of the grade rates). The report can be used to display all salaries (approved as well as proposed) or show non-approved salary proposals that have not been approved.

NOTE: Use this report in the event that you are not able to migrate your old Oracle Budget for HRMS to the latest function for budgeting. To create new budgets, you can run other reports, such as this report. Entity Element Summary report.

Reports can be run using your Submit Window for Requests.

To run the Salary Review Report

  1. Under the field Name, choose Salary Review Report.
  2. Click on the Parameters field to open the Parameters window.
  3. Enter the date effective for which you would like to access the report.
  4. You can choose an organization or job, position or grade to limit the report's content to those who are assigned to these elements.
  5. If you wish to limit the report to only showing salary proposals, click No in the Non-Approved Proposals Only section.
  6. If you would like to limit the report to only showing employees who are earning the highest amount for their rank (defined through the use of the Grade Rate) or a higher pay, then select"Yes" in the Maximum Grade field.
  7. Select"Submit.

Running the Organizational Position Summary Report

This Organizational Position Summary report provides the summary of budget details for a time-span of a certain duration and for each organization controlled by a position within your business group. The report is categorized according to the budget measurement unit.

Reports can be run through in the Submit Requests page. Once you've execute the report, your program shows the report on its View Output page that is accessible via in the view request window.

To run the Organizational Position Summary Report

  1. Choose to open the Organizational position Summary Report from the name field.
  2. Click the Parameters box for the Parameters Window to be opened.
  3. You must enter the date effective which you would like to file.
  4. Choose a Type of Position for which you would like to view the report.

The selections include all positions over Budgeted Positions Under Budgeted Positions, as well as positions that are either over or under budgeted.

  1. Optionally, you can enter an amount of Variance Percentage.

The report shows the places where the variance percentage is greater or equal than the percentage you enter.

The variance percent isn't relevant when you select all Positions in The Position Type.

  1. Input the start date and the End Date of the time frame that you wish to see the summary information.
  2. Select the OK button.
  3. Complete the batch request and then select to submit.

Running the Entity Element Summary Report

The Entity Element Summary report lists the budget status of the specified pay element and entity for a particular time. The report is categorized according to the entity.

Reports are run from within the Submit Request window. When you have execute the report, your program displays the report on its View Output page, which is accessible through in the view request window.

For running the Entity Element Summary report

  1. Within the name field, choose the Entity Element Summary Report from the options.
  2. Enter the Parameters field to open the Parameters window.
  3. Indicate the effective date along with the name of the element and entity for which you would like to check information regarding status.
  4. Choose an entity type from the options.

You can choose all Entities or Over Budgeted Entities over and under Budgeted Entities or under budgeted Entities.

  1. Optionally, you can enter the Variance Percentage.

The report shows details for the entities whose variance percent is greater or equal to than the percentage you input.

Variance Percent isn't applicable when you choose all Entities for an Entity Type.

  1. Input the start date and End Date for the time period you wish to analyze.
  2. Input a currency unit to report.
  3. Click OK.
  4. Click Submit to submit the batch request.

Costing

Labor Costs in Oracle HRMS

In all versions in Oracle HR on all platforms, users have the ability to assign employee expenses to cost centers as well as GL codes and code for labor distribution. This can be done by creating sections within Cost Allocation key flexfield. Cost Allocation pivot field in order to select the windows from which users are able to select cost codes.

If your application does not contain Oracle Payroll or Oracle General Ledger You must think about the best way to connect information about the labor costs that are recorded into Oracle Human Resources to your financial and payroll systems.

If your application incorporates Oracle Payroll, you use an automated post-payroll process to collect payroll expenses by costs center GL accounts, and codes for labor distribution that are in use within your business. If your installation also includes Oracle General Ledger you can link parts that comprise Cost Allocation key flexfield Cost Allocation key flexfield to the parts in the General Ledger Accounting flexfield. A different post-payroll-run process is available to assist in the transfer of information about payroll transactions into Oracle General Ledger.

Labor Cost Allocation Example

It is the Sample payroll results table is built on the flexfield configuration discussed in the earlier topic. It shows the results of payroll runs for four employees working with work structures and accounts determined by The Cost Allocation key the flexfield. Its Example Costing Table of Process Results demonstrates exactly how Costing process allocates these pay results:

  • to cost centers and accounts for the general ledger
  • to be used to track cost centers and to account for cost centers and product lines within cost centers for reasons of distribution of labor.

Sample Payroll Results Table

This table shows sample pay data for 4 employees.

Employee

Cost Center

Product Line

Salary

Wages

Overtime

Union Dues

Employee 1

Production

H201 100%

 

1,000

400

20

Employee 2

Sales

H305 100%

1,500

     

Employee 3

Production

H201 50% H202 50%

 

2,000

600

30

Employee 4

Sales

H305 20%

1,000

     
   

H307 40%

       
   

H310 40%

       

Costing sample table:

This table shows the division of the costs based on the run sample results:

Account Code

Production

Sales

H201

H202

H305

H307

H310

Salaries

 

2,500

   

1,700

400

400

Wages

3,000

 

2,000

1,000

     

Overtime

1,000

 

700

300

     

Union Dues Liability

50

           

Clearing (see the note below)

             

Notification: Clearing account contains balance credits for earnings, Salary over-time, Wages and Over-time and balancing debits for deduction of Union Dues.

Labor Cost Allocation Example

Labor Cost Allocation Example

It is the Sample Table of Payroll Results is built on the flexfield configuration that was described in the previous article. The table displays the payroll results for four employees employing work structures and accounts that were identified by this Cost Allocation key Flexfield. This Example Costing Table of Process Results demonstrates what the Costing process allocates these pay results:

  • to cost centers and accounts for the general ledger
  • to account for cost centers and to account for cost centers and product lines within cost centers, to be used for reasons of distribution of labor.

Examples of Payroll Results Table

This table shows sample pay outcomes for employees with four:

Employee

Cost Center

Product Line

Salary

Wages

Overtime

Union Dues

Employee 1

Production

H201 100%

 

1,000

400

20

Employee 2

Sales

H305 100%

1,500

     

Employee 3

Production

H201 50% H202 50%

 

2,000

600

30

Employee 4

Sales

H305 20%

1,000

     
   

H307 40%

       
   

H310 40%

       

Costing table sample:

This table shows the distribution of the costs resulting from the results of the sample run:

Account Code

Production

Sales

H201

H202

H305

H307

H310

Salaries

 

2,500

   

1,700

400

400

Wages

3,000

 

2,000

1,000

     

Overtime

1,000

 

700

300

     

Union Dues Liability

50

           

Clearing (see the note below)

             

Notification: Clearing account contains the balance of credits for earnings such as Salary, Wages , and Over-time as well as balancing debits to the deduction of Union Dues.

Data Costed at the Payroll Level

Sometimes, the labor costs incurred of a payroll must be paid to a particular business within your company or all of them be recorded in a specific ledger. In this scenario you must select the appropriate code for the ledger or the company in the appropriate segment within the Cost Allocation flexfield when defining the pay period.

At the level of payroll, you can choose codes to be used in suspense account. A suspense account is one that takes costs from the payroll in case segments at lower levels are not present. For instance that an employee gets an Extra Production Bonus but there is no GL code to denote this type of earnings to deduct in the Cost Allocation Flexfield The costs of the bonus are deposited to the suspense account.

The entries of the sums in a suspense accounts alert you to the absence of codes and also allow you to hold costs that are not allocated until you are able to make manual journal entries to the right accounts. Because codes entered in the Cost Allocation Flexfield at levels that are lower than the payroll level are overridden by those that are entered on the payroll, expenses are transferred to a suspense account only if the right account codes aren't included at the link element level.

Data Costed at the Element Link Level

You must enter the essential costing details for the element in its hyperlinks. That means every element for which you are required to keep costing information must be equipped with at the very least one link regardless of whether they receive payroll entries during the run , which is an indirect result from the processing of other elements.

When you are defining a link to the element you choose an cost-effective type that decides if the payroll run will be able to collect the results from this link for the purpose of costing. The default for a link's cost-effective type is not costed. To allow the outcomes of the elements involved during the payroll run to be gathered to be transferred and accumulated it is necessary to alter this default to a cost-effective type of or costedFixed Costed or Distributed.

Costable Type: Costed

When processing elements for employees using a link that is labeled Costed the payroll check is the element for Cost Allocation flexfield entries affecting employees at every level including the element link, payroll, assignment, organization and element entry. Since earners may have override entries for information to distribute labor at lowest levels of assignments and element entry, the cost-effective type Costed will likely to work most appropriate for the links of elements that are a representation of earnings.

Costable Type: Fixed Costed

When processing elements designated as fixed costs, the program scans for costing data at the element link, payroll and element entry levels alone not at the organizational or assignment levels. In fact, you can modify the account code at the element entry level. This is due to the order of priority to fix costing includes payroll (highest importance), Element Link and then Entry Entry (lowest prioritization).

TIP: Deduction amounts are typically not relevant for labor distribution analysis Deductions are not considered to be a factor in labor distribution analysis, therefore elements that are not often included in lower levels of costing data. Cost-based type Fixed Costing is a good choice for these links. However, this is an option.

Costable Type: Distributed

For analysis of the distribution of labor You can disperse employer costs like employer contributions for social security and employer benefits as over-head expenses that are added to the earnings of employees. The links between elements representing charges from employers that you wish to distribute this way need to be distributed with the costing type.

For every worker, Oracle Payroll distributes the results of the run for elements that have this type of cost in proportion to the earnings types you choose. The list of earnings could comprise, for instance Wages, Overtime, as well as Shift Pay. If you choose Distributed as the type that is cost-effective of link, it is necessary to input your name for the set of earnings for which the run-related outcomes of the hyperlink will be distributed.

See: Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide

Costing and Balancing GL Accounts

For elements that run results are to be reported into the General Ledger, you enter in the Costing field of the link the GL account for debit or credit and, when you are in the balancing section the account to debit or credit.

For non-payroll and earnings types payments For non-payroll payments, the GL account that debits (for instance, Salaries) is placed into the Costing field and the account that is to credit (for instance, Clearing) is located to the Balancing field. For deductions the account that is to credit (for instance, Union Dues Liabilities) is to the Costing field and the account that is debited (for instance, Clearing) is in the Balancing field.

Employer Charge Distribution Example

When you offer links to elements that represent employer charges, the cost-effective type distributed, Costing processes distributes costs of the employer as overhead for every employee, spread over the employees' earnings.

This illustration shows the way that employer-paid payments of $100 are spread across an array of earnings, including overtime and wages in the Cost Center Production as well as products lines H201 and H202. The table below illustrates how overhead is distributed over cost and totals for product lines.

Employer Charge Distribution Example

Employer Charge Distribution Example

If you offer links to elements that represent employer charges, the cost-effective type Distributed the Costing process divides the cost of overhead to each employee, based on an amount of employee earnings.

This example illustrates how the employer's payments totalling $100 are spread across an array of earnings, including overtime and wages, to the production cost center as well as products lines H201 and H202. The table below illustrates how overhead is distributed over the product line's totals and costs.

Data Costed at the Organization and Assignment Levels

When establishing an internal entity that has the majority of cost of labor is borne by that cost centre, choose this cost center in the relevant section within the Cost Allocation flexible field when you define the company.

For instance, if cost of labor of the majority of the employees of the Commercial Sales Group go against the cost center Sales Select Sales from the cost centers list when defining the business's Commercial Sales Group. This means that, by default, the software will accumulate the labor costs of each employee who is assigned to this Commercial Sales Group for the cost center Sales.

Maybe the expenses of certain employees in this group should be transferred to another cost center. In the case of those employees, it is possible to input the correct costing data in their assignments. Assignment-level entries will override entries made at the organizational level.

There could also be employees who are assigned to this section only for a few hours but who work in other areas all the time. In such cases there is no need to assign employees two jobs. You can input a number of cost centers in one task, and specify the amount of labor that you will charge each of them:

Cost centers that have been specified in the cost of labor table

The table below describes cost centers with specific labor cost:

Proportion

Seg. 1 Cost Center

50%

Sales

50%

Public Relations

It is also possible to enter different types of costing data on the assignment level. For instance, if the Production Department employee regularly works for 80% all the time in a product line, and 20% of the time on another, you can include this information on the assignment.

Table of the distribution of labor among employees

The table below describes the distribution of labor among employees:

Proportion

Seg. 3 Labor Dist. Code

80%

H201

20%

H202

Be aware that entry entries at the assignment level are time-stamped, which means you can record changes prior to the deadline.

Data Costed at the Element Entry Level

When you enter entries into elements that have links marked as Costed by employees, by using the Element Entries window, or for multiple employees at once by using one of the BEE window, you are able to simultaneously provide costs information.

The information made at this level is superior to any information entered at different levels. For instance that an employee is able to have the costing information recorded in the Cost Allocation Flexfield segment that is at the organization or assignment level entry of the timecard data within this segment at the element entry level will prevail over the information on the assignment level or at the organization level.

The Cost Allocation Key Flexfield

When you implement and use Oracle HRMS, you make choices from the options in the Cost Allocation Flexfield segments, in the following manner:

  • When creating a payroll, you can choose the code of the business or a ledger that holds the labor expenses from the pay.
  • When you connect an element which is a type of earnings like Regular Salary or a deduction like Union Dues or an employer-imposed charge like an employee benefit plan contribution, you must select a GL number that will cause the results of the element to be debited or creditable, and the code to balance the account of GL to debit or credit.

NOTE: As well as entering entries into the Cost Allocation flexfield on the level of the element You also need to enter on each linkthe necessary details regarding the kind of costing that the system is expected to do on the hyperlink. The types available include costedFixed Costed and distributed.

  • When you are defining an internal company or creating the employee's assignment You can choose codes for products lines, cost centers or any other structure that you want you can collect the cost of labor for the assignment or organization.
  • When entering data from your timecard within Oracle Payroll, you can choose codes for the accounts products, costs centers, lines of business as well as other items on the segment flexfield. These will illustrate how you can determine the cost of labor for specific hours of work.

The various points where you can create entries for parts within the Cost Allocation Flexfield are connected different entry points. Starting from the top and ending at the bottom all five levels of entry are listed in the table below.

The Cost Allocation Entry Level Table

The table below describes the entry points for cost allocation:

Entry Level

Windows

Purpose of Entry

Payroll

Payroll

The ledger or company is the one where all the costs of this payroll must be credited.

Link

Element Link

It identifies the existence of a GL account to debit as well as an account for balancing to credit, or to deduct or deductions, an account for credit and a balance account for debit. Other entries will identify other accounts to which the run results from the element could be placed.

Organization

Organization

Finds structures like cost centers you can charge the costs of payroll of employees of the company.

Assignment

Assignment Costing

Determines the structure of structures, such as costs centers, product lines and so on it is possible to charge the payroll cost for this job.

Element Entry

Element Entries Batch Lines

Determines the structure of structures, such as Cost centers or product lines that can be used to calculate the cost of payroll of an employee's assignment for a time. Entry entries are often derived from time cards.

It is important: Then, you can must enable an HTML0 qualifying element for every section of your Cost Allocation Flexfield to determine whether it is displayed at a specific entry level. For instance, for your Cost Center segment of your Flexfield, which is able to receive submissions only for the assignment, organization and entry levels for elements, you activate the Organization Element Entry, and Assignment qualifiers. The segment will then only appear at these levels.

Overrides for the Cost Allocation Flexfield

The most significant feature in the Cost Allocation Flexfield is that any entries made to segment at the lower level will override any entries made at higher levels. So, entries made from timecards created in a particular segment at the level of Element Entry override entries made to that segment at the organization, employee assignment or link levels as well as payroll levels.

This will help keep your costing data current. For instance when employees work temporarily in cost centers or work on product lines different to the ones that they enter for their companies and assignments, they could input their cost centers or line numbers along with the time they worked on their time cards. After receiving this information on costing at the element entry level, the system credits their time for the time period by using this information, instead of any information entry at the organization or levels of assignment.

Setup of the Cost Allocation Key Flexfield

You should define at least one segment in the Cost Allocation crucial flexfield. you can create up to 30 segments. In order to set up this flexfield, you must read the steps and explanations in Oracle E-Business Suite Flexfields Guide.

You are able to control which sections from the Cost Allocation flexfield are displayed in every window from where users can enter entries in this flexfield.

Display of Flexfield Segments

Oracle HRMS implementors and users choose from the list of the Cost Allocation Flexfield's segments on various levels, that is the various Oracle HRMS windows. In a specific window, they are usually required to be able to access specific segments of the flexible field.

In defining a payroll, you only need the segment that contains the ledgers or companies that a payroll's labour expenses should be allocated. When you define a link for an element that is a deduction or earn then you might only require the segment that has the list of costing and the balancing GL codes. You will likely require the segment that has the cost centers' list only when defining an organizational or assigning an employee, or when creating an element entry.

You are in control of the appearance of the appearance of a Cost Allocation Flexfield segment in the specific window by enabling qualified segments for it. When you enable a certain qualifying feature for the segment it will cause the segment to be displayed and be accessible within a specific window according to the following:

Cost Allocation using segments and a qualifier's table

Qualifier

Enables Segment's Appearance in

Payroll

Payroll window

Element Link

Element Link window

Organization

Window for organization

Assignment

Window for Costing Assignment

Element Entry

Window to enter Element Entries

The table below shows the five levels and the proper order in which priority is processed.

Cost Allocation qualifiers level table

Level

Qualifiers for this level

Common Segments Displayed at this level

Payroll

Payroll

Company Code or ledger

Element Link

Element, Balancing

GL account codes to calculate cost and balance

Organization

Organization

Cost centers

Assignment

Assignment

Codes for products or projects or cost centers which are not mapped to the organizations

Element Entry

Element Entry

Product or project codes (for employees who have to submit timesheets)

A code that is entered at a lower-level can override code which is entered at a greater level. It means that when a particular segment is filled at the element entry level the segment will override all other levels. You can set the number of qualifiers you need to a particular segment.

Oracle HRMS Cost Allocation Key Flexfield Example

The Oracle HRMS Cost Allocation Key Flexfield Example

To create a basic model of the Cost Allocation Flexfield, imagine that all the departments within an enterprise all constitute an expense center. Also, suppose that general ledger account that receive the labor expenses include Wages, Salaries Overtime, Bonuses and Union Dues and Liability and clearing.

The account for clearing in this case represents one account that is set up to allow the entry of

  • Credits are used to pay off debits to pay for types of earnings such as SalaryWages, Overtime and Bonuses

Debits, to make sure that credits are credited to account for deductions for instance dues liability for unions.

After you have completed through the Payroll or Costing processes, you will be able to record journal entries to debit or credit each balance account, and make the corresponding credit or debit to your clearing account.

Information that is to be transferred to the General Ledger includes:

  • The sums of the salaries and wages that are paid to employees in department and in cost centres are recorded in debits on accounts for salaries as well as Payroll accounts, as well as credit balances to the clearing account.
  • The amount of bonuses that are paid to employees is recorded as debits to the account bonuses, and as a balance account credit. clearing account.
  • The sum deducted from workers who work in Production and Quality Control to pay union dues is recorded as a credit towards the Dues Liability account, as well as an balancing debit to the clearing account.

To gather information to forwarding to the General Ledger this company could create an Cost Allocation flexfield with two segments: one to identify cost centers and another to record GL costs and balances as illustrated in the following table:

The Allocation of Costs table has two segments.

Seg. 1 Cost Center

Seg. 2 GL Code

Accounting

Salaries

Production

Wages

Public Relations

Overtime

Quality Control

Bonuses

Sales

Dues Liability

 

Clearing

Consider that, for distribution, this company is able to accumulate labor costs not only through the cost center and the GL account as well as by its product lines. These are represented by the codes for labor distribution H201 and H202, as well as the codes H305, H307 and H310. The business must have information about the cost of product lines like:

  • Total amount of wages paid to create H201 product line as well as to verify the quality of the product
  • The total amount of overtime paid to make the line of products H201
  • Total amount paid for salary and bonuses to promote the product line H201

Because this business utilizes its GL codes to distribute labor this means that it does not require an additional segment to store the codes separately. However, it needs to create a separate segment to store line codes for its products as the table below will show:

Cost Allocation product line codes table

Seg. 1 Cost Center

Seg. 2 GL Code

Seg. 3 Labor Dist. Code

Accounting

Salaries

H201

Production

Wages

H202

Public Relations

Overtime

H305

Quality Control

Bonuses

H307

Sales

Dues Liability

H310

 

Clearing

 

In the same way, if this company required to determine for each payroll a specific ledger or company in which all details on labor costs must be attributed, it could create an additional segment within cost allocation flexfields, such as the Cost Allocation flexfield such as Company or Ledger and include the relevant codes.

NOTE: Installations including both Oracle HRMS and Oracle General Ledger must use these GL code codes to the Oracle HRMS Cost Allocation Flexfield as well as the Oracle General Ledger Accounting Flexfield within the exact table. Installations that do not have Oracle GL can set up their own tables with GL codes, and possibly populate the tables with data from their current financial systems.

See: User-Defined Tables, Oracle HRMS Configuring, Reporting, and System Administration Guide

Subledger Accounting (SLA)

Oracle Payroll now supports subledger accounting. It is possible to continue to transfer costs into General Ledger (GL) but you can also choose the alternative of transferring the costs to subledgers instead of General Ledger.

The benefits of subledger accounting include:

  • There are many accounting representations for the same business event, which means you can deal with the distinction between local and corporate auditing requirements much more easily.
  • You are able to benefit from the extra level of accuracy that subledger accounting offers however, you are able to see aggregated results at the The General Ledger Level.

Outline of Subledger Accounting

 

The diagram shows that subledger accounting is an intermediate stage between subledger products as well as the general ledger. Subledger accounting can also:

  • Subledger Journal entries are created as well as subledger journal balances for every pay period.
  • Each journal entry is kept separately instead of adding up costs with identical cost codes.

access to the Subledger Accounting via Oracle Payroll

Subledger Accounting menus are accessible from Oracle Payroll. Subledger Accounting Menus can be available via Oracle Payroll:

  • To access SLA set-up features, go through Subledger Accounting Setups menu. Subledger Accounting Setups menu (available under the menu for Payroll).

See Subledger Accounting Options Setup Overview, Oracle Subledger Accounting Implementation Guide

See Accounting Methods Builder Overview, Oracle Subledger Accounting Implementation Guide

See Post-Accounting Programs, Oracle Subledger Accounting Implementation Guide

See Transaction Account Builder Overview, Oracle Subledger Accounting Implementation Guide

  • To perform SLA processing, go to the menu for Users Main

(available in through the View Menu).

Running the Costing Process

Allocating Costing Percentages at Assignment Level

Utilize the window for Assignment Costing to indicate an amount of cost for employee assignments.

You assign costing percentages using an Assignment Costing window of Oracle Self-Service HRMS.

To assign costing percentages for assignments

  1. Check the employees in your hierarchy, and then click on an Action button for that combination of employee and assignment that you wish to charge.
  2. Choose the date the changes you wish to make be effective. Choose whether changes will begin to take effect on the effective date or be effective as soon as the final approval has been given. Click Continue.
  3. Review the existing costing details on the employees. You can alter the existing percentages or add another row to allow you to enter any additional costing information.

You can also delete the row that is already in existence by setting an expiration date to it or eliminating the information. If you decide to remove the data, be aware that records may have different beginning dates. Be sure to select the first available beginning date of the record to be your date of start for the purge. Be aware that if you delete one row, you need to also alter the percentage allocations of the rows remaining to ensure that they remain at 100.

You can also edit or correct an existing record. If you are making a correction the date of effective for corrections must be the date of the start that the records was created. However, this date may be a reference to any of the many dates of start for the record.

You can look up the existing combinations of cost codes that are based on the following categories: Fund, Organization, Object Activity. You can also select Create in order to make a fresh Cost code combo.

  1. Once you've completed your modifications, click Next to go to the Summary window. Select Submit and save the modifications.

Previewing Cost Allocations

When you're making the cost allocations prior to conducting Costing Costing procedure, you will be able to see the effect of your adjustments before running through the Costing process. There is also the graphic representation of costing-related allocations. The preview can help you:

  • Learn how costing entries of different levels can be combined to provide an overall costing allocation.
  • Find potential mistakes, rectify the errors at an early stage and finish the costing process quickly and efficiently after you execute it.

You can see the effects of your modifications through within the View Cost Allocations Window.

To view cost allocations and to identify the incorrect costings

  1. Select the task you wish to charge.
  2. Select the Other button.
  3. Select View Cost Allocations

You will now be able to view each of the elements that are costed for the assignment as well as their calculated values.

  1. Click to click the Validate button to show the costings that are not valid. If any costings are not valid then the costing on Cost Allocations column is marked with an X. Cost Allocations column gets marked with an an X.
  2. If you'd like to know more information about the costing, click to click the Details icon. This will reveal the portion that is in Cost Allocation field. Cost Allocation field that was the one where the error was made.
  3. Edit the entry that is incorrect by opening the form with the invalid segment. Then, look over cost allocations to confirm that the cost allocations have been made correct.

To display a graphic review of allocation of costs

  1. Choose the project you would like to price.
  2. Select the Other button.
  3. Select View Cost Allocations.
  4. Select to go on the Graphical Analysis Tab.
  5. Select the segment you wish to see.
  6. Click the Go button to view a pie chart of cost allocations for the segment.

Running the Costing Process

The costing process creates journal entries to your ledgers, as well as costing information regarding the cost of labor. You can input the dates for the start and end of the time period you plan to price payroll runs to cost your entire run within one step. You could also opt to prepare a costing run for each payroll run.

The Costing process covers all employees who have active assignments on your payroll as per the schedule you define. This means you will obtain accurate costings for employees who have been transferred to an alternative payroll by the time you conduct the costing process.

The Costing process is run in the Submit Requests window. You must conduct Costing prior to beginning the Transfer into GL process.

to run the Costing process.

  1. Within the Name field, choose Costing.
  2. The Parameters tab choose which pay period or consolidation set that you wish to execute the process for. When you select a specific payroll it displays the default consolidation set that it is displayed.
  3. Input the start and ending dates of the time period for the costing process to take care of.
  4. Click to submit your request.

Running the Costing Summary Report

Utilize this report Costing Summary report in order to provide the Summary of:

  • The results of Costing procedures in a specific time period
  • The results of a specific costing process

The report shows the distinct Costing Flex segments you have defined. It provides cost information according to the measurement unit, then it displays the cost information for each code you have defined, and also shows the accruals for partial periods.

To run the Costing Summary Report

  1. The Name field is where you click "Costing Summary Report".
  2. Click on the Parameters option in order to display the Parameters windows.
  3. Please specify the start and end dates of this costing period.

Alternately, you may select Costing Process you've already run.

  1. Indicate the name of the payroll that you need the summary of costing.
  2. Select a consolidation set.
  3. (US only) and Canada exclusively) Select a GRE.
  4. When you are in the Include Accruals field, you must specify that you want to include the partial period Accrual Type you would like to include within the spreadsheet report.
  5. (US only) and Canada Only) Indicate either GRE or Payroll Name as the primary sorting requirements for this report.

The option you don't select automatically is the secondary sorting selection criteria.

  1. Choose a file format for the report's output files. You can select from CSV as well as HTML formats.
  2. If you'd like to create the report using Portable Document Format, (PDF) choose the template.
  3. Choose OK , then Submit.

Running the Cost Breakdown Report

There are two different versions that are available for the Cost Breakdown Report:

  • Cost Breakdown Report for Costing Run Cost Breakdown Report for Costing Run provides costing summaries for a particular costing method.
  • Cost Breakdown Report for Date Range Cost Breakdown Report of Date Range provides costing summaries for a specific consolidation set or payroll for a certain time frame.

Both versions display the breakdown of the results of the payroll calculation along with the General Ledger and labor cost information.

You can run both versions of the Submit Requests window.

to run the report to perform costing runs:

  1. Within the name field, choose the name of the report. After that, enter in the field Parameters to display the Parameters window.
  2. Enter the costing process which you'd like to prepare the report.
  3. Decide if you would like to include accruals for partial periods in your report by selecting one of the choices within the Include Estimate Costing field:

Accruals are used to show the accrued amount.

Accruals and Reversals - shows accrued amounts and reverses.

It is not a way to show neither either accruals or reverses.

  1. If you'd like to create the report using Portable Document Format, (PDF) Choose an appropriate template.
  2. Choose OK
  3. Select"Submit.

For the purpose of running the report, you must select the Date Range

  1. The Name field is where you enter the name of the report. After that, enter into the parameter field and you will be able to access the Parameters window.
  2. Enter the start and the end dates you wish to create the report.
  3. Select the name of the consolidation or payroll set on which you would like to get details. If your law allows costing by reporting bodies you can choose whether this costing run is applicable for all entities reporting or just to the single reporting entity you choose in the field for reporting entities.
  4. Select whether you wish to include partial accruals in your report, by selecting one of the following choices on the Include Estimate Costing field:

Accruals are used to display the accrued amount.

Accruals and Reversals to shows accrued amounts and reverses.

It is not a way to show neither either accruals or reverses.

  1. If you're planning to publish your report Portable Document Format, (PDF) choose the template.
  2. Choose OK
  3. Click Submit to submit your request.

Running the Costing Detail Report (generic)

This Costing Detail report provides pertinent information on costing allocation at the level of the employee as well as the element. This report can be used for giving a complete overview of the transactions that were transferred to Oracle General Ledger.

NOTE: US and Canada only You can see the total debit and credit amounts at GRE as well as the Payroll Level.

This report can be run from the window for Submit Request.

US as well as Canada only Choose the report on Costing in the window to submit your request.

to run the Costing Detail report (generic)

  1. Select Costing Detail report (generic) in the Name field.
  2. If the Parameters window is not opened immediately, simply select the Parameters field for it to be opened.
  3. Choose the parameters for the report in the following table:
  4. Select OK and Submit.

Costing Detail Report (generic) Parameters

The following parameters apply to this report: Costing Detail Report:

Costing Effective Date Begin (required)

Input the date of start for the report. Reports processed with cost up to or following the date mentioned are available to be used in the report.

Costing Effective Date End (required)

Set a date of completion to the report. Reports that are processed after the date of this report will not be included in the report.

Selection Criterion

Utilize this Selection Criterion field to restrict the output of the Costing Detail report. Choose either the Element Classification or the Element Name as well as an Element Set. The field that is corresponding to the Parameters window will be obligatory. If you do not leave the Selection Criterion field blank, the report will include costing details for the three parameters of every element.

Element Set

If you choose one of the Element Set for the selection Criterion in the Report, you must select an element set that will include the costing data for that set of elements.

Element Classification

If you choose Element Classification as the Selection Criterion for the report, you must select an element classification in order to provide the costing data for that particular element classification.

Element

If you choose Element as the selection Criterion to report on, you can select an element that will report only the costing details for that particular element.

Costing Process

Select the costing procedure from the list of options to only report the costing data for that process. This is a required field.

Payroll

Choose a payroll that will only report the costing data for that particular payroll. If you don't choose the payroll option, all payrolls are reported on the list.

Consolidation Set

Select a set of consolidations to only report costing data for that consolidation set. In other cases, all consolidation sets are reported as part of the analysis.

The Government-Reporting Entity (Canada, US only)

Choose the GRE to only report the information on costing for the GRE. If not, all GREs will be part of the analysis.

Organization

Select an organization for reporting only the costing details for that particular organization. In other cases, all organizations are reported in this report.

Location

Choose a location for reporting only the costing data for that particular location. If not, all locations are covered in the reports.

Employee

Select one employee to report only cost information for the employee. Otherwise all employees are reported in the report.

Assignment Set

Pick an assignment and provide only costing details for that particular assignment set. If not, all assignments are reported in this report.

Accruals

Choose either Accrual or Reverse Accrual as well as Accruals from the Include Accruals field.

Output File Type (required)

Choose one of HTML and Comma Delimited format. If you choose HTML and the output file will be displayed in a web browser once opened via the View Requests window. If you choose Comma Delimited, then the output file is in .CSV format, and it can be saved and read through a third-party program.

Mapping Cost Allocation to the Accounting Flexfield

If your system incorporates Oracle Payroll and Oracle General Ledger it is possible to run the process of Transfer to GL during each payroll period following you've run the costing procedure. In the Transfer process, GL process is a way to transfer costing results into the GL Accounting Flexfield. Before you can run this procedure, you need to create a map of sections from the Cost Allocation Flexfield to the appropriate segment of the Accounting Flexfield for each pay period. For this, open the GL Map window.

to map Cost Allocation into Accounting segments of flexfields

  1. Your effective date must be the date on which this mapping will take effect.
  2. Find the payroll that you're mapping. The type of period is displayed on the Period field.
  3. Select the ledger whose accounting flexfield is the mapping. Costing information from payroll may be mapped into only one leadger.
  4. Select the name of the Cost Allocation segment of a flexfield inside the Payroll Costing Segment field. it has a counterpart segment in the Accounting Flexfield. Choose that name for the segment from the GL Chart of Accounts field. Repeat the process for all Cost Allocation Flexfield segment where there is a similar segment within the Accounting Flexfield.
  5. Keep your entries.

Running the Partial Period Accrual Calculation Process

If the conclusion of your accounting time period is prior to the close of the current period for your payroll You may be owed charges that accrued prior to the conclusion of your last pay period. These accrued costs into your accounting at the end of the period by:

  • Estimating the cost of postage for the accrued time
  • Reversing these estimates when the actual costs are known

This is done by:

  • The Partial Period Accrual procedure on the day that ends the accounting period
  • Conducting the process of Transfer to GL as well on the final date of each accounting period.
  • Conducting the Transfer to GL procedure again as the actual costs become accessible at the end of the current period for payroll. The process cancels any estimates, and then replaces them with actual cost.

To run the Partial Period Accrual Calculation Process

  1. Name the pay period that you wish to calculate accruals for partial periods.
  2. Enter the name of the consolidation set.
  3. Enter the date of the period.

The period date is the period of your payroll that you wish to use as the basis for accruals. The system is based on the runs which's the effective date (check date) is in the payroll period that contains the period date that you enter in this. If you have shifted your date for your check (say one week later than the date that the period ended) then offset also the date for the period. Indicate a date for the period in the time period which contains the date of your check.

  1. Verify that the date of the accounting is correct.

This is the date that you will be effective (the date you'll upload your estimations in the ledger general) generally the closing day of the accounting period.

  1. Choose OK.
  2. Choose Submit

Now you have determined the estimated cost, and now you are able to transfer the estimates onto General Ledger. The system also stores the negation of these estimates which will be used to erase those estimates. They are replaced with actuals the next time you execute the Transfer to General Ledger process.

Running the Transfer to GL Process

If you have an installation that contains Oracle General Ledger, you are able to run through the Transfer from GL process. This transfer the outcomes of the Costing process of a payroll into the accounting flexfield within Oracle General Ledger.

It is not required for your payroll account to use the same currency that you use for you keep your overall ledger.

The Transfer to GL procedure covers all employees with current assignments on the payroll you choose. This means that you'll obtain the most accurate cost transfer for employees who have been transferred to another payroll at the time you initiate this Transfer to GL procedure.

You can run the Transfer to GL program in the Submit Requests window.

to run the process of Transfer process to GL process

  1. Within the name field, choose transfer to GL.
  2. The Parameters tab choose the consolidation or payroll set for which you're conducting the process. When you select a set for a payroll the default consolidation set is displayed.
  3. If you wish to set the accounting date of the transfer as the date of the earned, you must change the TGL_DATE_USED option to "E". If you don't do this , the accounting date for the transfer is set to the date of the check or cheque issued by the payroll that was originally used to make the transfer.
  4. Enter the start and finish dates for the time period you to transfer the Costing process's results.
  5. Click to submit your request.

Running the Upgrade Historical Payroll Data to SLA Process

This process will allow you to transfer any historical costing data into Sub Ledger Accounting (SLA). The program migrates payroll information to General Ledger (GL) to SLA for all closed or non-adjustable periods of the ledger selected.

Notification: You run this procedure to transfer the cost of payroll information that has already been uploaded into General Ledger prior to R12's Sub-Ledger Accounting.

Oracle recommends running simultaneously in sequential order for a simple reconciliation. For instance, you can upload GL dates from the 2006 period to payroll following the year 2005.

This process is run in the window for Submit Requests.

To run the Upgrade Historical Payroll Data to SLA Process

  1. The Name field is where you choose the option to upgrade historical payroll data to SLA.
  2. Click on the Parameters option for the Parameters Window to be opened.
  3. Within the Parameters Window choose Ledger to select the ledger that you want to make use of to move the costing information.
  4. Enter the start and date you would like to move the payroll records from the past.
  5. Click OK, then Submit

Running the Transfer to SLA Process

If you are using Subledger Accounting Use this Transfer to SLA process to transfer the payroll expenses to General Ledger. This Transfer to SLA process creates an SLA accounting event for each assignments to pay. Subledger Accounting Subledger Accounting application then notifies you when it has uncovered your accounting activities. The message informs you that you can utilize this Subledger Accounting application to process your expenses and to report on them.

You cannot reverse transfers to SLA until SLA has completed journals entries.

The Transfer to SLA process in The Submit Requests Window.

To execute the Transfer to SLA process.

  1. Choose your pay period.
  2. Select a consolidation set.
  3. Choose the date of start.
  4. Select the date at which the event will end.
  5. Select the Submit button

Running the Costing of Payment Process

Make use of Costing of Payment Costing of Payment method to automate accounting entries that decrease the dependence on manually completing journal entries. By default this Costing of Payment process always cost all payments regardless of whether they're cleared or not. However the process parameters permit you to modify the default setting so that you may also be charged:

  • Only unrepayable payments
  • Only clear payments

You are able to arrange your costing of payment in the following manner:

  • A variety of separate processes It is possible to cost uncleared payments in the pay cycle and then you cost cleared payment separately in reconciling cycle.
  • A single step Wait till the reconcile cycle is complete, then you clear the cost and make all payments in one operation.

You can run your Costing of Payment procedure from within the Submit the Request window.

to run the Costing of Payment process

  1. If you wish to calculate the cost of a single payroll, choose the name of the payroll.
  2. If you are looking to make the installments for a set of consolidation you must select the name of the set you want to consolidate.

You have to choose between the consolidation or payroll set.

  1. Enter the start and the date of end to indicate the time period you would like to charge for installments.
  2. Choose a type of payment. The type you select determines which kind of payments will be costed when you perform Costing of Payments. Costing of Payments process.

Payroll payments that are uncleared: Choose to price uncleared payment within the cycle of payroll cycle

Cleared payments: Choose to cost-cleared payments during the reconciliation cycle

Cleared and uncleared payments Choose to charge clear and uncleared payments during the cycle of reconciliation. cycle

  1. Check OK the parameters you entered are correct.
  2. Click Submit to begin this Costing of Payment process.

Once the Costing of the payment process is completed You can view the results in either the window for Payroll Processing Results, or within the Results of Assignment process window. In either case, the results are like this:

The Costing Breakdown window displays the total cost of payees and shows whether the payment is completed or in the process of being completed.

The Costing window lists the costing of each item for each payment method.

Running the Costing of Payment Summary Report

Use the Costing of the Payment Summary report to show the summaries of costing information at the chosen payroll or GRE level , within a specified time period

You can sort summary information using Payroll, as well as GRE name. It also displays total credit and debit values for all payrolls as well as GREs.

The report is available for you to run. Costing of Summary of Payment Report within your Submit Request window.

To run the Costing of Payment Summary Report

  1. Within the name field, click Costing of the Payment Summary Report.
  2. If the Parameters window does not appear immediately, click on the Parameters field to open the Parameters windows.
  3. Enter the start and end dates for the costing time.
  4. You need to choose the costing procedure that you previously ran.

NOTE: You can either indicate the dates or choose the costing procedure, but you cannot do both.

  1. Name the payroll that you require the summary of costing. Otherwise all payrolls are reported within the summary report.
  2. Select a consolidation setting to exclude the report. Alternatively the entire set of consolidations will be included within the reports.
  3. Choose one of the GRE or GMAT if it is applicable.
  4. Choose the option of GRE and Payroll name as primary sorting requirements for the report. The option you don't select automatically will be the secondary sorting standard.
  5. Select a file format to be used for the report's output file. It is possible to select CSV and HTML formats. If you choose HTML the output file will be displayed in a browser that is opened via the View Requests window. If you choose Comma Delimited, the output file is in .CSV format, which is able to be saved and opened using a third-party application.
  6. Click OK, then click Submit.

Running the Costing of Payment Breakdown Report

The report is run Costing of Payment Breakdown Report to review the results of costing which are consolidated at account and ledger type level. This report displays the estimated amount for each cost segment for the account type or ledger combination. The report can be viewed by currency code as well as the total costing of the payment values.

The report is run in the Submit Requests window.

To run the Costing of Payment Breakdown Report

  1. Within the field Name, choose the report's name.
  2. If the Parameters window is not opened by itself, you can select the Parameters field to open the Parameters windows.
  3. Set the start and the end date for costing time. All records processed using costing on but after that date won't be considered for the report.
  4. Input the costing procedure for the report you wish to create. the report.

NOTE: You can either indicate the dates or choose the costing method, but not both.

  1. Name the pay period that you need to provide the breakdown of costs data is required. Otherwise all payrolls are reported within the reports.
  2. Select a consolidation setting to limit the information contained in the report. If not all sets of consolidation can be found in the summary report.
  3. Choose a payment option to display the costing data. When you select a method of payment, the payment type ID will automatically be displayed for the payment method you have selected.
  4. Choose a format for the report's output files. You can select between CSV and HTML formats. If you choose HTML the output file appears in a web browser once opened via the View Requests window. If you choose Comma Delimited, the output file is in .CSV format, which can be saved or viewed using a third-party application.
  5. Click OK, after that, click Submit.

Running the Costing of Payment Detail Report

You can run your Costing of Payment Detail report to verify the costing of payment results at the assignment or at the payment level.

This report can be run from your Submit request window.

to run the Costing of Payment Detail report

  1. Choose Costing of the Payment Detail report under the name field.
  2. If the window for parameters isn't opening by itself, just use the Parameters window in order to bring it up.
  3. Input the date of start of the document. Any records that are processed at or after this date may be used in the report.
  4. Input a deadline in the report. The records that are processed after the date of this report will not be included in the report.
  5. Select a specific payroll to limit the costing information to this particular payroll. Otherwise all payrolls are reported within the reports.
  6. Choose a consolidation set for reporting the costs data for the set of consolidation you select. Otherwise the entire set of consolidations are reported within the summary.
  7. Select a payment option to record the costing data.
  8. When you choose the payment method when you select the payment method, the payment type ID will automatically display for the payment method you have selected.
  9. Select an employee for the report, but only the cost information is for the individual you choose Otherwise, all employees are included in the report.
  10. Choose an assignment set that will be included in the report that only contains cost details for the set of assignments you select. Otherwise all assignment sets are included in the report.
  11. Choose the HTML as well as Comma Delimited format. If you choose HTML the output file will be displayed in a web browser once it is opened in the View Requests window. If you choose Comma Delimited, the output file is in .CSV format, which can be saved or viewed using a third-party application.
  12. Click OK and Submit.

RetroCosting

RetroCosting

The RetroCosting procedure ensures it is certain that all costing data that is entered for payroll processing is accurate. It does this by recalculating the costing records based on current costing data and after that, comparing the results with the current costing data. This will reveal any discrepancies between the current costing information and costing records from the past. The discrepancies could arise when:

  • The definition of costing key flexfield segments of the flexfield can be changed at any time such as the payroll or organization, assignment link to element or entry.
  • The following modifications have been made to the link-level of the element:

Correction of the type that is cost-effective of a link that goes from Costed To Not Costed and between Not Costed from Not Costed to Costed.

Corrections to the prices of links that are costed that are costed, like Costed, Fixed Costed and Distributed.

Corrections of balance account codes.

Corrections to distribution sets for links to elements that are that are marked as distributed.

  • The distribution set's codes for elements of the member have been modified
  • Costing records don't exist because the costing procedure did not function properly.

Running the RetroCosting Process

It is possible to use the RetroCosting process to perform retroactive costing corrections. This is applicable when the correct costing amount has been entered, but was assigned to the incorrect costing code. The requirement for RetroCosting occurs when the initial costing code is incorrectly entered, or there was a tardy modification to the costing code. In all cases, RetroCosting lets you assign costs to the right costing code.

The RetroCosting process doesn't require any changes to the manner to transfer costs to GL. After you have implemented the RetroCosting process , you can transfer the costs to GL just as you would do for non-retroactive expenses.

To start RetroCosting: RetroCosting procedure:

  1. Enter retroactive costing changes using DateTrack.
  2. If the process will be run over multiple assignments, you can create an assignment set.
  3. Go to the Submit Processes and Reports window and click RetroCosting. Input the following process parameters:

Payroll Name (optional)

Consolidation Set (mandatory)

Start Date (mandatory). This marks the start of the time period during which RetroCosting will be in effect.

End Date (mandatory). This is the date at when retroactive costing data begins to take effect. This process will incorporate all costing history beginning at the start date and continuing the date of completion.

Assignment Set (optional)

  1. View Process Results

It is possible to assign an step using the RetroCosting type for each assignment for which there is an update in costing information.

You can see the costing records that are retroactive in The Payroll Process Results Window

Choose the RetroCosting action to assign the task and the time.

Click on Costing

You can also view the results of the RetroCosting process by referring to the Costing Breakdown Summary Report.

Workforce Intelligence Key Concepts for People Budgets and Costing

Key Concepts for People Budgets and Costing Intelligence

These concepts will help you to understand the findings of People Budgets and Costing intelligence reports:

Workforce Count

The most significant characteristics in the people budgets as well as Costing reports is the capability to specify the way in which the reports calculate workers.

The definition of workforce does not need to be just a count of the total amount of employees in your company; it could instead be a measure of assignments or a budget measurement system you've established. For instance, you could measure workforce by using budget measurement units, such as the FTE and Headcount.

In addition, by creating your own formula by using Oracle FastFormula, or the supplied formula, you can tell your report on how to calculate the workforce precisely according to your specifications.

See: Workforce Calculation, Oracle HRMS Configuring, Reporting, and System Administration Guide

Control Budgets

HRMSi gives budget trend and budget status reports to budgets that are under control. It is possible to review the variations between your projected workforce and actual workforce with respect to specific budgets organisations or jobs, grades or jobs.

 

 

 

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