2012 ohug presentation show

Liandra WangManager of Oracle Applications

Ruby DunnManager of Accounting

June 21, 2012

So You Wish To Drill Down Your Payroll Costing Journals? Your Wish Is Granted by Oracle Subledger Accounting

Presenters

Liandra Wang: Manager of Oracle Applicationso 2.5 years at Stowers, 15 years Oracle Apps

Ruby Dunn: Manager of Accountingo 6 years at Stowers - Accounting, Payroll

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About Stowers A Non-Profit biomedical research organization See more info about Stowers at www.stowers.org Fresh EBS R12 implementation live in July 2009 Overall Oracle environment: R12.1.3 apps, 11g database Oracle apps footprints cover:

11g Database & R12.1.3 Apps Upgraded in May 2012.

R12.1.3 FinancialsAP, AR, GL, FA, iExp, Cash Management, Grants Accounting

R12.1.3 Procurement

PO, Inventory, iProc

R12.1.3 HRMSHR, Payroll, OAB, ESS, OTL, Labor Distribution,

iRec

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http://www.stowers.org/

Agenda

I. Drilldown Payroll Cost Journals Before/After SLA Integration

II. Reconcile Payroll Cost JournalsIII. Impact to Payroll Costing ProcessIV.Setup StepsV. Prevent Unauthorized Payroll Journal Drilldown VI. Useful Notes

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I – Drilldown Payroll Cost Journals Before / After SLA Integration

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• GL Journal Line Drilldown Button

• GL Account Analysis and Drilldown Screen

• Subledger Account Analysis Report

GL Journals Line Drilldown Button

Before

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After

GL Account Analysis and Drilldown Screen

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• Before integration, the Drilldown stops at the Entered Value – unable to see the supporting details.

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After integration, the Drilldown goes all the way to the person’s individual payroll journal entry.

Subledger Account Analysis Report

• Before integration, Payroll JEs show no details. Line Description shows “Journal Import Created” for all lines.

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Subledger Account Analysis Report

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After integration, Payroll JEs show lots of details. Line Descriptions are associated with Payroll Elements.

II – Support Payroll Cost Journals Reconciliation With Details

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Drilldown Payroll Cost Journals

• Inquiry > Journal > (B) Review Journal > (B) Line Drilldown

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Subledger Journal Entries vs. Payroll Costing Detail Report

• Export Journal Entry Details and Compare with Costing Detail Report for the person.

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Run Action Id vs. View Assignment Payroll

Process

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• The Run Action Id View Assignment Process Results.

View Supporting Reference Balances

• The Supporting Reference Balances can provide details for GL Trial Balance reports.

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View Supporting Reference Balances

• Global SLA/Payroll Manager > View > Supporting Reference Balances

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View Supporting Reference Of SLA JE• The line level Supporting References can provide further

information about the entry.

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III - Impact Of Payroll/SLA Integrationto Payroll Costing Processes

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Impact to Payroll Costing Process

• Before SLA Integration, the Processes are:

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1Payroll Run /

Quick Pay

2Pre-Payment

3Costing

4Costing Details

Report

5Transfer to GL

• All are submitted via HR responsibility.

Impact to Payroll Costing Process

• After SLA Integration, the Processes are:

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Submit by HR responsibility

Submit by “Global SLA/Payroll Manager” responsibility

1Payroll Run /

Quick Pay

2Pre-Payment

3Costing

4Costing Details

Report

5Transfer to SLA

(Required)

6Create Accounting

(Required)

7Transfer Journal

Entries to GL(Conditional)

• Step 5, 6 and 7 are new.

• Step 6 & 7 must be run under “Global SLA/Payroll Manager” responsibility.

Transfer to SLA• This process can be submitted by HR responsibility.

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Create Accounting

These parameters result in the following processes submitted and completed.

• This process must be submitted by Global SLA/Payroll Manager responsibility.

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Create Accounting• It has a PDF output report as shown below.• You can choose to output in Excel format .

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Transfer Journal Entries to GL

• This is only necessary when you choose Not to Transfer to GL when submitting the “Create Accounting” process.

• Must be submitted by Global SLA/Payroll Manager resp.• You can choose to Post in GL or Not at the time.

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IV – Setting Up Payroll Costing and SLA Integration

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Setting Up Subledger Accounting for Payroll

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Mandatory Steps

1

Sys Admin Steps

2 Set Up Journal Line

Definitions

3Set Up Application

Accounting Definitions

4 Set Up Subledger

Accounting Method

2a Set Up Supporting

ReferencesOptional Steps

a) Assign responsibility “Global SLA/Payroll Manager” to authorized users

b) Allow your payroll users access of program “Transfer to SLA”, remove access of “Transfer to GL” program

c) Add “Transfer Journal Entries to GL” program to responsibility “Global SLA/Payroll Manager”.

1- Sys Admin Steps

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• Journal Line Definitions defines how the Journal Line Entries should appear when the data are moved to GL.

• Create custom JLDs by copying seeded JLD for the following Events:

2- Set Up Journal Line Definitions

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• Costs – for Payroll costs• Estimate Costs - This is used when the GL books

are to be closed and hence the costs are estimated for the remaining periods.

• Estimate Cost Reversal – Reversal of the estimated costs at the end of the period/year.

• Payment Costs – This is the paid expenditure that needs to be moved to GL.

• Global SLA/Payroll Manager > Setup > Accounting Methods Builder > Methods and Definitions > Journal Lines Definitions

• Query up Seeded JLD for “Costs”

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• Create a Custom JLD by Copying the Seeded JLD for Event Class “Costs”

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• For each Journal Line Type, Credit Cost and Debit Cost, set up Account Derivation Rules for each of your payroll costing flexfield segments.

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Mandatory Steps

1

Sys Admin Steps

2

Set Up Journal Line Definitions

3

Set Up Application Accounting Definitions

4

Set Up Subledger Accounting Method

Optional Steps

Setting Up Subledger Accounting

for Payroll


References

• Press the button “Supporting References” on the JLD screen, or

• (N) Global SLA/Payroll Manager > Accounting Methods Builder > Setup > Journal Entry Setups > Supporting References

2a - Set Up Supporting References

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• Required: Detail Code, Detail Name; Optional: Description. Then Press “Assign Sources” button.

• Select Event Class Name: Payroll Costs. • Select a Source Name. Tip: Use the flash light, specify

Application Name “Payroll” first. It will display all available Payroll source names.


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• Choose your desired source name. In our example, we chose “Cost Allocation Keyflex Segment 3” – the account in our flexfield.

• Check the Select box and press “Apply”.• Check “Maintain Balances” box. Select an option in “Year End

Carry Forward” field. Press “Apply” again until you see “Confirmation”.


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• Set up another SR Name “Stowers Payroll Name”.• Note: You can query all SRs that you set up by specifying User

in the Owner field. Close Window after you are done.

• Return to JLDs window. Click on tab “Supporting References”.

• Assign the custom SRs to the journal line type (Debit Cost / Credit Cost) by selecting from LOV.

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Follow the same steps on slide 30 – 38 to create custom JLDs and SRs for Estimate Costs, Estimate Costs Reversal, and Payment Costs.

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Mandatory Steps

1

Sys Admin Steps

2


3


4


Optional Steps


for Payroll


References

Create custom AADs by copying seeded Application Accounting Definition for Payroll Costs

Global SLA/Payroll Manager > Setup > Accounting Methods Builder > Methods and Definitions > Application Accounting Definitions

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3- Set Up Application Accounting Definitions

• Query up Seeded AAD “PAYROLL COSTS”• Enter custom AAD code, name and description.

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• Add Event Class and Event Type Assigments: o Costs – All o Estimate Costs -

Estimate Costo Estimate Costs -

Estimate Cost Reversal

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• For each Event Class and Event Type Assignment, assign corresponding custom JLDs set up in step 2.

• Ensure that the Header Assignment has the appropriate Header Description from LOV. Save.

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• Validate the custom AAD XX_PAYROLL_COSTS by pressing the “Validate” button.

• Ensure that all Event Class and Event Type Assignments show “Valid” status.

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Mandatory Steps

1

Sys Admin Steps

2


3


4


Optional Steps


for Payroll


References

4- Set Up Subledger Accounting Methods

Global SLA/Payroll Manager > Setup > Accounting Methods Builder > Methods and Definitions > Subledger Accounting Methods

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• Select your accounting flexfield name, press “Find”.• Scroll to the bottom of the list of applications.

Check if Payroll is in the list. If not, add it.

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• Select the custom Application Accounting Definition you created. Specify a Start Date. Save.

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• Click on the “Accounting Setups” button to verify the ledger setup.

• Ensure that the SAM is enabled on your primary ledger.

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Mandatory Steps

1

Sys Admin Steps

2


3


4


Optional Steps


for Payroll


References

V – Prevent Unauthorized Payroll Journal Drilldown

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Dilemma and Business Requirements

• Dilemma - GL Inquiry users now have the ability to drilldown payroll journal lines to see people’s salary.

• Business Requirements - GL Inquiry Users should only be able to drilldown non-Payroll Journals.

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Form Personalization On Journal Entry Inquiry Screen

• Disable the Lines Drilldown button for Payroll journals.

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Form Personalization On Journal Entry Inquiry Screen

• Enable the Lines Drilldown button for non-Payroll journals.

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Dilemma Resolved, Requirements Met

• The Lines Drilldown button disappeared when inquiring Payroll journals.

• Non-Payroll journals still allows Line Drilldown.

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Form Personalization On Account Inquiry Screen

• Similar steps can be applied to Account Inquiry Screen.

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• Disable the Drilldown button for Payroll journals.

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• Enable the Drilldown button for non-Payroll journals.

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Dilemma Resolved, Requirements Met

• The Drilldown button is grayed out when inquiring by Payroll related accounts.

• When inquiring for non-Payroll related accounts, the Drilldown button is still available.

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Useful Notes• Doc ID 1091213.1 Oracle Payroll - Sub Ledger Accounting

Integration - An Oracle White Paper • Doc ID 605635.1 Oracle Payroll 'Subledger Accounting (SLA)'

Frequently Asked Questions (FAQ) • Doc ID 1067826.1 What is the Process Flow for SLA from the

Payroll Subledger? • Doc ID 399632.1 Performing a Manual Upgrade to Enable

Subledger Accounting (SLA) for Oracle HRMS Release 12 • Doc ID 859057.1 Do We Need a Subledger Accounting (SLA)

License? • Doc ID 396829.1 Oracle Subledger Accounting

Documentation Resources, Release 12

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https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&id=1091213.1






Questions?

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Thank You!Contact Us: Liandra Wang: [email protected] Ruby Dunn: [email protected]

mailto:[email protected]




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63Copyright 2012 by Liandra Wang

2012 ohug presentation show

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