Payroll Import and Process

PAY IMPORT / PROCESS

Overview

This entity includes the specifications for the pay import and process.

Navigation

Human Capital ► Payroll and Financial ► Pay Import and Process ►Payroll Import ► Pay Import

Pay Import/Process Screen Fields

Fields	Description
Interface Definition	Unique identifier of the Log, generated by the system.
Filename	Choose the file to upload.
Filename	Corresponds to the name of the file to be exported.
Error	Possible values are: No Assignment covers “From” & “To” dates; Accounting period closed with exceptions; Assignment Account <> imported file account; Assignment without cost; Coding Mandatory; Combination not respected; Date outside the current year; Employee does not exist in Human Capital; Inactive Coding; Manual P.A.Y.E Transaction; No assignment before expenditures’ work to date; No expenditure related to cancel cheque; Validation rules not respected; The Accounting period is closed; Value does not exist in Human Capital
Action	Possible values are: Distribute against Assignment Excluding some Distribution Rules; Distribute on Current Fiscal Year's 1st Assignment; Distribute on Default Account Excluding Distribution Rules; Distribute against Assignment; Distribute as is; Distribute on Default Account; Distribute on Most Recent Assignment; Exclude Data from Human Capital, Keep in Waiting, Distribute on Specific Account
Suspended	The User will select from the List of elements within The Concept selected.

Payroll Import Log

Overview

This log includes the list of Pay imported files, during the fiscal year.

Navigation

Human Capital ► Payroll and Financial ► Pay Import and Process ►Payroll Import ► Payroll Import Log

Pay Import Log Screen Fields

Fields	Description
File Name	Name of the imported file.
Log Date	The date on which the file is imported, it is generated by the system.
Imported By	Automatically populated by the system. Corresponds to the User who imported the file.
Number Transactions	The number of body transactions in the imported files.
Amount Transactions	The monetary value of all transaction lines contained in the imported file.
Number Transaction Generated	Number of Transactions generated on the process.
Amount Transaction Generated	Monetary Value of transactions generated on the process of Pay Import.
Pay Log Status	Possible values are:"Importing", "Imported", "Imported", "Import Cancelled", "Processed", "Rollback"
Pay Log Status Export	Possible values are: 'NotGenerated', 'Generated', 'Rollback'.
Interface	Interface to which the ForeCasting Pay Log Applies.
Header1	From the Pay Import File-Header External Field: HeaderField1
Header2	From the Pay Import File-Header External Field: HeaderField2
Header3	From the Pay Import File-Header External Field: HeaderField3
Header4	From the Pay Import File-Header External Field: HeaderField4
Header5	From the Pay Import File-Header External Field: HeaderField5
Transaction	Collection of 1 or more ForeCasting Pay Transaction
Log Detail	Collection of 1 or more Forecasting Pay Log Detail

Support Entities

Employee Class

Overview

This Entity includes the Employee Classes use during Pay Process.

Navigation

Human Capital ► Payroll and Financial ►Payroll Import and Process ► Support Entities ► Employee Class

Employee Class screen Fields

Fields	Description
Code	Unique identifier code for each record
Employee Class Code	Employee Class Short Description.
Language	Select the Language used to register the description and name.
Description	A detailed description for Employee Class.

FCB Maps

Overview

This tab is associated with Interface Definition.

FCB Maps screen Fields

Fields	Description
Active	If unchecked, the Financial Code Mapping is not available.
Code	Unique Identifier for each record
External Field	Reference to an External Field associated with the Financial Coding Block segment.
Default Value	Default value is null. If required, a default value must be entered by the user, and is allowed only if Identification Field is null. The size of Default Value is as per the size of the Identification Field.
Order	Order of the Financial Coding Block segment. Must be unique, for each Interface Definition.
External/Internal	Default value is false. If the value is set to true by the user and if the coding from the pay import file and the Forecasting Module differs, the pay transaction will be rejected, during the payroll process, with an error indicating that the coding of the assignment is different to the coding of the imported file.
Use Forecasting Module Fields	If the value is set to true by the user, the coding provided by the Forecasting module will have priority over the coding supplied by the import file. When set to false, the coding supplied in the import file will be maintained unless manually overridden by the user.

Forecasting Imported Data Generation Definition

Overview

Forecasting Imported Data Generation Definition entity includes the definition of fringe benefits based on entitlement code percentage. Based on this definition, additional payroll expenditures can be generated based on the percentage of selected imported transactions, if Generation is set to true.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Forecasting Imported Data Generation Definition

Forecasting Imported Data Generation Definition screen Fields

Fields	Description
Code	Unique identifier code for each record
Active	If unchecked indicates the Forecasting Imported Data Generation Definition is not available
External Field	Possible Values are: Employee ID, FCB1, FCB2, FCB3, FCB4, FCB5, FCB6, FCB7, FCB8, FCB9, FCB10, FCB11, FCB12, FCB13, FCB14, FCB15, Expenditure Date, Amount, Work From, Work To, Field1, Field2, Field3, Field4, Field5, Field6, Field7, Field8, Field9, Field10, Field11, Field12, Field13, Field14, Field15, Requisition ID, Reference Nb, Entitlement Code, Accounting Period, Pay Period. As defined for External Fields of Pay and JV Files.
Generated Value	Value to be displayed, for all generated transactions, in the External Field.
Rate	Multiplying factor to be used to generate expenditures.
Interface	Interface to which the Specific Distribution Rule applies.

Forecasting Rule

Overview

Forecasting Rule includes the condition used for the definition of the Forecasting Rule. The conditions are based on any external field of the Import/Export file.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Forecasting Rule

Forecasting Rule screen Fields

Fields	Description
Code	Unique Identifier for each record
Rule Code	Possible Values are: Exclude Data, Imported Data Generation and Pass On.
Logical Operator	Default is AND. Possible values are: AND, OR. Logical Operator between Rules conditions.
Forecasting Interface Definition	Only Import Interfaces should be available for selection.
Active	If unchecked, Exclude Data from Pay Import is not available.
Order	Processing Order to be used to manage the precedence of rules, when a transaction meets more than one criterion.

Rule Conditions

Overview

This defines the rules to be implemented on Forecasting Import/Export Processes.

Rule Condition screen Fields

Fields	Description
Active	If checked, the Rule Condition is available
Sequence	Unique identifier generated by the system.
Operator	Default is AND. Possible values are: AND, OR. Logical Operator between Rules conditions.
External Field	This represents a weekday schedule definition belonging to a schedule definition entity.

Pay Entitlement Cost Item

Overview

Pay Entitlement Cost Item includes the Entitlement Codes and associated cost items. Entitlement Codes are set of values used to identify types of payroll transactions.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Pay Entitlement Cost Item

Pay Entitlement screen Fields

Fields	Description
Id	Unique identifier code for each record
Active	If checked indicates the Pay Entitlement Cost Item is available
Central Cost	If checked indicates the Central Cost is available
Supplementary Pay	If checked indicates the Supplementary Pay is available
Entitlement Code	Unique Identifier code for the Pay Entitlement.
Language	Language as chosen.
Description	Short Description of the Pay Entitlement.
Cost Item	HC Cost Item associated to the Entitlement Code selected from HC Cost Item.
Default Cost Item	Default Cost Item associated to the Entitlement Code selected from HC Cost Item. The default HC Cost Item is used during Pay Process when the HC Cost Item is not included in the assignment.

Pay Entitlement Employee Class

Overview

This includes the Entitlement Codes and associated financial coding, per Employee Class. Entitlement Codes are set of values used to identify types of payroll transactions

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Pay Entitlement Employee Class

Pay Entitlement Employee Class screen Fields

Fields	Description
Code	Unique identifier code for each record
Active	If unchecked, Pay Entitlement - Employee Class Matrix is not available.
Entitlement Code	Pay Entitlement Code. The size is as per the size of the External Field corresponding to External Field Entitlement.
Replacement Value	The User will select from the List of elements within The Concept selected.
Concept	A concept within the COA represents a collection of elements, as an example: line items, district, fund source, institution, and main category.
Employee Class	It includes the Employee Classes use during Pay Process.

Pay Entitlement Employee Class Matrix

Overview

This entity includes the Entitlement Codes and associated financial coding, per Employee Class. Entitlement Codes are set of values used to identify types of payroll transactions.

Navigation

Human Capital ► Payroll and Financial ► Pay Import and Process ►Support Entities ► Pay Entitlement Employee Class Matrix

Pay Entitlement Employee Class Matrix Screen Fields

Fields	Description
Code	Unique identifier code for each record
Active	If unchecked, Pay Entitlement - Employee Class Matrix is not available.
Entitlement Code	Pay Entitlement Code. The size is as per the size of the External Field corresponding to External Field Entitlement.
Employee Class	It includes the Employee Classes use during Pay Process.
Concept	A concept within the COA represents a collection of elements, as an example: line items, district, fund source, institution, and main category.
Replacement Value	The User will select from the List of elements within The Concept selected.

Pay Specific Distribution Rule

Overview

This entity includes the Specific Distribution Rule (s) (SDR). The SDR allows assigning financial coding to transactions according to predefined conditions. Depending on the type of SDR, the coding validation process will vary and will be applied at the different stage of the payroll function.

Navigation

Human Capital ► Payroll and Financial ►Payroll Import and Process ►Support Entities ► Pay Specific Distribution Rule

Pay Specific Distribution Rule Screen Fields

Fields	Description
Code	Unique identifier generated by the system.
Interface	to which the Specific Distribution Rule applies. The Interface is identified by the Pay Import Interface from JV Import.
Type	Specific Distribution Rule Type. There are 4 possible types: Distribution, Override, Manual Distribution, Final Override, and P.A.Y.E. LATER.
Processing Order	Processing Order to be used to manage the precedence of rules, when a transaction meets more than one criterion.
Is Active	If checked, Pay specific Distribution Rule is available.
Coding Block	This field has the information of every coding block with the structure (number of elements and order of concepts) of the Group.
Logical Operator	Logical Operator to be used between the Conditions. Possible Values are OR, AND.

Pay Specific Distribution Rule Condition Tab

Overview

This tab includes the condition (s) used for the definition of the Specific Distribution Rule (s). The condition (s) are based on an external field of the Pay Import file.

Conditions Tab Screen Fields

Fields	Description
Active	Default is checked if unchecked specific distribution rule condition will not be available.
Sequence	System generated unique identification number for forecasting rule.
Operator	Possible operators are equal to, greater than, less than, T, F etc., Operator should be set “=” if rule code is set ImportedDataGeneration.
External Field	As defined for External Fields of Pay and JV Files, as defined under Interface Definition.

Process Action and Error Catalogue

Overview

This Entity includes the list of available Processing Actions used by the Pay Import and Process.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Process Action and Error Catalogue

Process Action and Error Catalogue screen Fields

Fields	Description
Code	Unique identifier code for each record
Active	If unchecked, Process Action and Error Catalogue is not available.
Processing Action	The User will select from the List of elements within each Action. Possible Values are: Distribute against Assignment Excluding some Distribution Rules; Distribute on Current Fiscal Year's 1st Assignment; Distribute on Default Account Excluding Distribution Rules; Distribute against Assignment; Distribute as is; Distribute on Default Account; Distribute on Most Recent Assignment; Exclude Data from SMS Human Capital, Keep in Waiting, Distribute on Specific Account
Processing Error	By default, it is Active. If the user switches it to inactive, the user cannot select it anymore. The User will select from the List of elements within each Error: No umber of Assignment covers “From” & “To” dates; Accounting period closed with exceptions; Assignment Account <> imported file account; Assignment without cost; Coding Mandatory; Combination not respected; Date outside the current year; Employee does not exist in SMS Human Capital; Inactive Coding; Manual P.A.Y.E Transaction; No umber of assignment before expenditures’ work to date; No umber of expenditure related to cancel cheque; Validation rules not respected; The Accounting period is closed.

Processing Action Configuration

Overview

This entity includes the list of automatically applied next actions upon occurrence of specific errors.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Processing Action Configuration

Processing Action Configuration screen Fields

Fields	Description
Code	Unique identifier code for each record
Active	If checked indicates the Processing Action Configuration is available
Forecasting Interface Definition	Forecasting Interface Defination to which processing action configuration applies.
Processing Action	Previous Processing Action applied to a transaction for which a new action has to be applied, from the Pay Import Processing Actions Catalogue, if Interface is the Pay/JV Import according to parameter.
Processing Error	Error message that will require applying a new Processing Action, from the Forecasting Process Error Catalogue, if Interface is the Pay/JV Import according to parameters.
New Action	New Action that will be applied to a transaction for which the specified Processing Action had been previously applied and resulted in the Error message specified, from the Pay/JV Import Processing Actions Catalogue.

Processing Rule

Overview

This entity includes the condition used for the definition of the Forecasting Rule. The conditions are based on an external field of the Import/Export file.

Navigation

Human Capital ► Payroll and Financial ►Payroll Import and Process ►Support Entities ► Processing Rule

Processing Rule Screen Fields

Fields	Description
Code	Unique identifier generated by the system.
Rule Code	Possible Values are: Exclude Data, Imported Data Generation and Pass On.
Order	Processing Order to be used to manage the precedence of rules, when a transaction meets more than one criterion.
Interface	Only Import Interfaces should be available for selection.
Is Active	Default is true. If set to false, Exclude Data from Pay Import is not available.
Logical Operator	Default is AND. Possible values are: AND, OR. Logical Operator between Rules conditions.

Rule Condition Tab

Rule Condition Tab screen Fields

Fields	Description
Active	Shift Schedule Weekday that organizes shift hours with the number of working days per week.
Sequence	Unique identifier generated by the system.
Operator	Default is AND. Possible values are: AND, OR. Logical Operator between Rules conditions.
External Field	This represents a weekday schedule definition belonging to a schedule definition entity.

Specific Application Rule

Overview

The entity includes the overriding rules of the default system action at the time of the import.

Navigation

Human Capital ► Payroll and Financial ►Support Entities ► Specific Application Rule

Specific Application Rule screen Fields

Fields	Description
Code	The unique identification code. It is automatically generated by the system.
Active	By default, it is checked. If the user makes it unchecked then the Specific Application Rule would be not available.
Rule	Processing Action to apply, from the Processing Actions Catalogue. One to One. Must be a Rule according to the Interface.
Forecasting Interface	Forecasting Interface to which the Specific Distribution Rule applies.
External Field	Possible Values are: Employee ID, FCB1, FCB2, FCB3, FCB4, FCB5, FCB6, FCB7, FCB8, FCB9, FCB10, FCB11, FCB12, FCB13, FCB14, FCB15, Expenditure Date, Amount, Work From, Work To, Field1, Field2, Field3, Field4, Field5, Field6, Field7, Field8, Field9, Field10, Field11, Field12, Field13, Field14, Field15, Requisition ID, Reference Nb, Entitlement Code, Accounting Period, Pay Period.