32 payroll setup_part_32_(skylark_group_pvt_ltd)

Menu, Functions and Security Profile

Regintala Chandra Sekhar [email protected]

Oracle HRMS Functional Document

Payroll Setup's

Part 32

Note: This Document is created only for Class Room Training Purpose

By

Regintala Chandra Sekhar

[email protected]

mailto:[email protected]


Menu, Functions and Security Profile


Table of Contents

Introduction ................................................................................................................................................................................... 3

Process of setup of Business Group .................................................................................................................................. 3

Define Values Set .......................................................................................................................................................................... 6

(a). Independent Values Set for Job .................................................................................................................................. 7

(b). Dependent Values Set .................................................................................................................................................... 8

(c). None Value Set for Position ....................................................................................................................................... 11

(d). Independent Value Set for Grade............................................................................................................................ 13

Creation of Key Flexfields ...................................................................................................................................................... 14

(a). Jobs Flexfield .................................................................................................................................................................. 14

(b). Position Flexfield .......................................................................................................................................................... 15

(c). Grade Flexfield ............................................................................................................................................................... 16

(d). Competency Flexfield ................................................................................................................................................. 17

(e). People Group Flexfield ............................................................................................................................................... 18

(f). Cost Allocation Flexfield ............................................................................................................................................. 19

Payroll to GL Segment Mapping .................................................................................................................................. 21

Creating Descriptive Flexfield .............................................................................................................................................. 22

Defining Lookup Types and Values .................................................................................................................................... 24

Work Location ............................................................................................................................................................................ 25

Business Group .......................................................................................................................................................................... 26

(a). Business Group Information: ................................................................................................................................... 26

(b). Setting up the Security Profile ................................................................................................................................. 27

(c). Tax Details ....................................................................................................................................................................... 28

Creating Units ............................................................................................................................................................................ 29

(a). Defining GRE: Government Reporting .................................................................................................................. 29

(b). Defining Operating Units: .......................................................................................................................................... 30

(c). Defining Departments ................................................................................................................................................. 31

Creating Hierarchy ................................................................................................................................................................... 32

Creating Jobs ............................................................................................................................................................................... 34

Creating Payment Methods ................................................................................................................................................... 35

Creating Earning Element ...................................................................................................................................................... 36

Defining Salary Basis ............................................................................................................................................................... 37

Defining Payroll ......................................................................................................................................................................... 37

GL Mapping.................................................................................................................................................................................. 39

Defining Employees ................................................................................................................................................................. 40



Introduction A Business Group (BG) holds information about the components of work structures such as jobs, grades

and positions. At the BG level we set up the legislative rules, terms of employment, remuneration policies and

employee work patterns. Oracle HRMS provides the flexibility to define enterprise the following four basic

configurations models,

1. A single operating company in one country.

2. A single operating company in multiple countries.

3. Multiple operating companies in one country.

4. Multiple operating companies in multiple countries

The major reason for creating many business groups is that you enterprise is present in many countries. The

other reasons for creation of more than one BG are:-

1. During acquisitions or mergers there is a need to manage separate structures and processed during a

transition phase.

2. To keep a copy of your live system with example records for training or testing purposes

3. You are a holding company with a number of subsidiary companies and each subsidiary has its own

structures, employees, and compensation and benefit policies.

Process of setup of Business Group

1. Select System Administrator responsibility

2. Define required responsibilities (N: security -> responsibility -> define)

3. Define user and assign responsibilities to the user (N: Security -> user -> define)

4. Select GL Responsibility

5. Define accounting flex field (N: setup -> financial -> flex field -> key -> segments)

6. Give values for your segments (Setup -> financial -> flex field -> key -> values)

7. Define Currency (N: setup -> Currencies -> define)

8. Define Calendar (N: Setup -> financial -> calendar -> Type/Accounting)

9. Create Ledger (N: Setup -> financial -> book -> define)

10. Select HRMS responsibility

11. Define a location (N: Work Structure->Location)

12. Define a Business Group (N: Works Structure->organization->description)

13. Set the following Profile Options to all your responsibilities

14. Select Inventory responsibility

15. Create legal entity (N: Setup -> organizations -> organizations)

16. Create Operating unit (N: Setup -> organizations -> organizations)

17. Set Profile option MO: Operating unit for all responsibilities

18. Create Work day calendar

19. Create Inventory Organization (N: Setup -> organizations -> organizations)

20. Select Sys Admin responsibility and run replicate seed data program.



Set the System Date: 01-Jan-2013 Step 1: Define required responsibilities

Switch to System Administrator Responsibility

Navigation: Security Responsibility Define

Name: Skylark Groups Pvt Ltd

Step 2: Set the Profile Options

Date Track Reminder

Navigation : System AdminProfileSystem Profile value

Navigation Path



Step 3: Define user and assign responsibilities to the user Navigation: Security User DefineNew

Name: SKYLARK

Step 4: Login from your user



Define Values Set Value set is primarily a container for your values; you define your value set such that it can control the

types of values that are allowed into the value set (either predefined or non-validated). You can specify the

format of your values. Values for the Value Sets, we are defining will be kept in the Oracle Application Object

Library tables.

I. Format Validation Types

1) Character, 2) Number, 3) Time, 4) Standard Date, Standard Date Time Date, 5) Date Time

Note: When creating value sets using the date format, use the format types Standard Date and Standard Date

Time.

II. Validation Types



(a). Independent Values Set for Job

Step 1: Creating Values for Job

Name: SKY_JOB_DEPT_VS Validation Type: Independent

Step 2: Assign the List of Values to it

Navigation : Application-->Validation-->Values



(b). Dependent Values Set

Same like Independent Value Set, except the List of Values shown to you will depends on which the

Independent value you have selected in the Prior Segment Must define your independent value set before you

define the dependent value set that depends on it

Step 1: Creating Dependent Values Set

Name: SKY_JOB_NAME_VS

Save it and Click on the Edit Information

Step 2: Assigning the Independent Value Set



Step 3: Creation List of Values for the Dependent Values

Navigation: Application-->Validate-->Value Set-->Find-->Click on Independent Value Set column-->Press Down

Arrow-->Enter the Values

1. Corporation:



2. Click on the CORP column and Press Down Arrow Key you will find the other three Departments

Enter FIN Department Details

3. Next HR Department



4. Next IT Department

(c). None Value Set for Position

Step 1: Creating Value set with Validation Type : None

Position: SKY_POS_NAME_VS



Step 2: Values Set for People Group Flexfield:

Name: SKY_PEO_GRP_UNI_TYP_VS

Step 3: Assign the List of Values for the People Group

Navigation : Application-->Validation-->Values



(d). Independent Value Set for Grade

Step 1: Creating Independent Value set for Grade validation type : independent

Grade: SKY_GRADE_NAME

Step 2: Assign the List of Values for the Grade



Creation of Key Flexfields

The Key Flexfield Structures must be defined before defining the Business Group in Oracle HRMS. For

each Key Flexfield, the following must be defined:

Structure Name

Flexfield segment names, order, validation options and qualifiers

Flexfield value sets.

(a). Jobs Flexfield

Jobs are meant to describe the duties someone performs, e.g. Engineer, Accountant, and Manager.

Step 1: Creating Job Flexfield

Navigation: Application-->Flexfield-->Key-->Segments-->Query the Job Flexfield-->Enter the Structures Details

Name: SKY_JOB_NAME



Step 2: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it

(b). Position Flexfield

Positions are meant to describe specific instances of that job, e.g. Trainee Engineer, Senior Cost

Accountant, Sales Manager. In other words, Positions are subsets of Jobs.

Click on Open Button uncheck the required check box so that it will not show as be mandatory

Name: Sky_Position_FF

Note: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it (see the above fig. Job)



(c). Grade Flexfield

Grades are used to represent status of employees within an enterprise, or Work Group. They are also

used as the basis of many compensation and Benefits Policies. Grades can be set up against either a Job or a

Position

Navigation : Application-->Flexfield-->Key-->Segments-->Query the Grade Flexfield-->Enter the Structures

Code-->Segment Names

Name: SKY_GRADE_FF

Note: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it (see the above fig.

Job)



(d). Competency Flexfield

Define a structure for your competency Flexfield which contains the segments you want to use for your

Business Group. You will use this structure to enter competency details for Human Resource, i-Recruitment and

Oracle Training

Navigation : Application-->Flexfield-->Key-->Segments-->Query the Competence Flexfield-->Enter the

Structures Code-->Segment Names

Name: SKY_COMPETENCE_FF


Job)



(e). People Group Flexfield

Define the Structure for your People Group Flexfield which contains the segments you want to use for

your Business Group.

Navigation : Application-->Flexfield-->Key-->Segments-->Query the People Group Flexfield-->Enter the


Name: SKY_PEOPLE_Grp_FF


Job)



(f). Cost Allocation Flexfield

Cost allocation FF is used to map the Accounting FF and GL mapping will be done. If you plan to transfer

costing information to Oracle General Ledger, you should set up at least one segment of the Cost Allocation key

Flexfield that maps onto segments of the Oracle General Ledger Accounting key Flexfield.

Navigation : Application-->Flexfield-->Key-->Segments-->Query the Cost Allocation Flexfield-->Enter the


Name: SKY_COST_AllOC_FF

Cost Allocation: Qualifier: Click on the

a. Company : QF: Balancing, Assignment, Element, Organization, Payroll

b. Account : QF: Balancing, Element, Payroll

c. Department : QF: Balancing, Assignment

d. Interdepartmental : QF: Balancing, Organization, Payroll

e. Product : QF: Balancing, Organization

Click on the Flexfield Qualifiers:



a. Place your curser on company and click Flexfield qualifier and check the box

b. Place your curser on Accounts and click Flexfield qualifier and check the box

c. Place your curser on Department and click Flexfield qualifier and check the box



d. Place your curser on Interdepartmental and click Flexfield qualifier and check the box

Interdepartmental : QF: Balancing, Organization, Payroll

e. Place your curser on Product and click Flexfield qualifier and check the box

Product : QF: Balancing, Organization


Job)

Payroll to GL Segment Mapping

We have other Key Flexfield I will explain it later

Bank Details

Soft Code

Personal Analysis Key Flexfield



Creating Descriptive Flexfield

Descriptive Flexfield is used to just capture extra information. You can define two types of descriptive

Flexfield segments:

Global Segments: Segments always appear in the Flexfield window

Context Sensitive Segments: Segment appears only when a defined context exists.

(a). Additional Personal Details:

We have to query the Existing One and Assign the New One (Add%Person%Details%) make sure till

you get Additional Personal Details



(b). Additional Assignment Details

(c). Add'l Salary Admin. Details

Note: Just Check the It is Freezed or Not



Defining Lookup Types and Values

Lookups are predefined list of Values with Validation Rules for specific segments

Access Level

i. System

All values in the list are predefined by Oracle

ii. Extensible

Some predefined values are provided

You can add values to the list

iii. User

Define new lookup types to validate fields you define during the implementation process

– Flexfield segments

– Element Input Values

Example:



Work Location

Locations are the actual work sites of your employees

– Internal addresses

– External addresses for tax authorities, agencies, etc. Shared across business groups or specific

to one

Check the Start Date first. Change to your BG Responsibility

Name: SKYLARK HEADOFFICE



Business Group A Business Group is a special class of Organization. Every business group can have its own set of default

values, with its own internal organizations, Grades, Jobs, Positions, Payrolls, employees, applicants,

compensations and Benefits

In Oracle EBS, Business Group holds the employee information. If there is a Group of Companies and they all are

using a single instance of Oracle Apps then every employee in each company will be defined at BG level. Each

employee will then be assigned a responsibility. That responsibility determines which company that employee

belongs to and what type of transaction can be carried out.

Name: SKYLARK GROUPS PVT LTD

(a). Business Group Information:



(b). Setting up the Security Profile

i. HR:Cross/Business Group as yes/no, if yes. Then user can access data from other Business group too.

ii. HR:Security Profile

iii. HR: User Type : HR with Payroll



Optional

iv. Date Track Reminder: Always pop warning window

v. HR: National Identifier Validation

vi. HR: NI Unique Error or Warning

vii. MO:Operating Unit, if Multi Org is set up for a BG then this is mandatory to setup ow optional. Profile

Option provides the flexibility to the oracle application; they are acting like a global variables .It

eliminates the need to hard code the logic. Let me give you one example:-An organization have two

departments say D1 and D2.We want Manager of D1 cannot view the employees of D2 and vice versa.

Then we will set the profile options

viii. MO:Department name or the organization name against the profile option

(c). Tax Details

Query your BG and enter Tax Reference Details

Navigation: BG RespWork Structure Organizationfind SKYLARK GROUPS PVT LTD-->

Additional Organization Information-->Tax Details References



Creating Units

Legal Entity : GRE Type: GRE (India, USA)

Operating Units : Operating Units (Andhra Pradesh or Mumbai, NY or NJ)

Inventory Organization : Type (Hyderabad or Vijay Wada, New city or New Jersey)

(a). Defining GRE: Government Reporting



(b). Defining Operating Units:

Operating Unit (OU) comes under a ledger with a legal context. “Legal Context” is referred to as the

Legal entity to which it is attached. The purpose of an operating unit is to segregate or separate sub ledger

transactions. A legal entity having different branches in Pakistan can treat each branch an operating unit

Step 1: Creating Operating Unit

Name: Sky_Operating_Unit

Step 2: Click Others and select Operating Unit information



(c). Defining Departments

a) Name: Finance

b) Name: HR



c) Name: IT

Note: As we created above you can define sub departments and section to your Finance, HR and IT

department. Make sure mention organization Classification: HR Organization

Creating Hierarchy Step 1: Creating Organization Hierarchy -->Check the Primary Check box-->Enter Version Number

Name: SKY_DEPT_Hierarchy



Step 2: Enter the Details of Sub Units

Step 3: Check the Diagrammed : Query Hierarchy

Step 4: Click on Open Editor and you can see your Hierarchy



Creating Jobs

Step 1: Changing the Default Job Group

Query (Ctrl + F11) the existing job group and create new one

Step 2: Creating Job for the Business Group Example

Save it and click on New

Job Dept Job Name

Corp MD

Corp CFO

Corp COO

Finance Manager

Finance Supervisor

Finance Account

HR Manager

HR Supervisor

IT Manager

IT Analyst

IT Developer

etc..

I will explain you the how to create Special Information Types (SIT’s) and Extra Job Information (EIT’s) for Jobs

and Positions in part 2 of my Document



Creating Payment Methods

(a). Cheque Method

Note: HR: Default Check/Cheque Number Method profile which enables you to use the automatic check/cheque

numbering process.

(b). BACS Method

it is used to transfer the Salary to Bank Account

Step 1: Enter Name: Bank Payments and Type: BACS Tape



Step 2: Click on Others you will find the BACS Details

Creating Earning Element

Name: Gross Pay



Defining Salary Basis

On what basis we have to pay his salary like Hourly, Monthly, Period Salary, Annually Salary

Name: Monthly_Salary

Defining Payroll

Payroll refers to the amount paid to employees for services they provided during a certain period of time .

Step 1: Enter name of the Payroll-->Period Type-->Period Method-->Consolidation Set-->Statutory

Information

Name: Monthly_Payroll



Step 2: Statutory Information

Step 3: Payment Methods

Click on Valid Payment Methods-->Assign Bank Payment-->Save it

Link the above created Gross Pay to Payroll

Navigation : Total CompenBasicLink



GL Mapping

It is an important process because after the payroll run we have to transfer the accounts to GL and in

OTL we will run a process called Transfer from OTL to GL

Step 1: Query your monthly payroll and link the Segments



Defining Employees

Step 1: Creating a Employee for the Business Group

Navigation : HRMS Responsibility-->People-->Enter and Maintain-->Set the Date-->New

Step 2: Click on Address and Enter all the Necessary information -->Click on Assignments



Step 3: Click on Salary Add and Add his salary

Step 4: Enter the Pay Method for the Employee: Click on Others Payments



Step 5: Cheque Method

Step 6: Bank Transfer



Step 7: Running Payroll for the Month: Submit a Request

Step 8: Enter Payroll Run for UK and select the following Parameter

Payroll Run for UK



Step 9 : Submit another Request: Prepayments

Step 10: Submit another Request: Cheque Writer Process



Step 11: Submit another Request: Magnetic Transfer:

Step 12: Viewing Run Results Navigation : View-->Payroll Process Results-->Select Monthly Payroll-->Click on Find



Step 13: Assignments Process-->SOE Report

Step 14: Statement of Earnings (SOE) Report

Thank you.......

Regintala Chandra Sekhar

You can get more documents on my blogger: http://ora17hr.blogspot.com

Facebook Group: www.facebook.com/groups/ora17hr


http://ora17hr.blogspot.com/

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32 payroll setup_part_32_(skylark_group_pvt_ltd)

Education

cost allocation

freeze flexfield

skylark groups

people group

multiple operating

defining operating

business group

single operating