Once the elements and the links are defined, they are available to be distributed to

individual assignments (employees) based on the eligibility. This distribution of

elements is known as entries. The entries store the name of the element along with
the input values, and also the values assigned to them. Later, when payroll is run,
payroll manager engine picks the entries with the input values and processes them.

For an example, Bonus is a non-recurring element, and it contains two mandatory

input values namely, subject to and percentage; along with Pay Value. There is a
non-standard link on the bonus element that has an eligibility criterion of Payroll
= XXMonthly.

1. As the link criterion suggests, a person who belongs to XXMonthly payroll is

eligible to receive this element
2. As it is not a standard link, its not going to make an element entry all by
itself, so the element entry must be created explicitly
3. Once the entry is made, the start date will be the date on which the entry was
made, and the end date will be the Pay Period end date, because it is a non-
recurring element
4. With every entry, the mandatory input values must be populated with some
value
5. The pay value can either be populated or be calculated based on the design
(whether its user enterable / calculated through a formula )
6. Finally, when the XXMonthly payroll for that pay period is run, it will
populate / calculate the pay value based on design, and the final value is then
used in payroll calculations

There are different ways to make an element entry. However we will discuss the
major contributors.

Automatic Entries
In many cases automatic element entries can be done on assignments. Mostly the
regular earnings are configured in a way that the entries are made by design. The
assignment and element must satisfy the following conditions for an entry of this
type.

The element link must be standard

The element must be a recurring one
The assignment must be eligible for the link, based on the criteria defined on
the link

Manual Entries
There are cases where the payroll users key in entry by themselves. This type of
entry is known as the manual entries.

Responsibility: HRMS Manager

Navigation: Total Compensation -> Enter and Maintain -> <Query the Employee>
-> Assignments -> Entries

Steps: Select the element we want to update / create a new record with the element
name. See Figure 5.21 Element Entries.

Figure 21 Element Entries

(Figure 5.21 Element Entries)

Period The Payroll period for which element is being displayed.

Classification This is filter to show elements related to the specified classification

only

Processing type This option filters out the processing type of the elements like
recurring,

Element Name This shows the name of element. In case a new element entry is
required, a new row can be added a with the element name.
However, if the element is already listed for the pay period, it does
not appear on the list again, unless multiple entries are allowed.

Recurring Type Auto populated based on the type of element chosen.

Costing This is the costing level attached to element entries. This is the
lowest level of costing, and holds the highest priority.
Additional If the element is a special input element, and it uses additional input
values then this box is checked to avail the additional input values.

Processed Once the payroll is processed and the element entry is taken in to
calculation, the processed box gets checked to symbolize that.

To give input values to the element, we will have to select entry values.

Input values All the input values attached to the element appear here.
However only the ones with user enterable flag checked, can be
updated

Date Earned This signifies the date on which the wage / hours are earned

Payee Details In case of Third Party Payments, the payee details are added to
show the particulars related to the Organization, court order
number etc.

Processing Priority This defaults with the processing priority attached to the element.
The priority can be overridden here

Batch Element Entries

There is a feature in Oracle payroll, with which one can directly fill in element entries
for a number of assignments / elements with one single interface. It also helps in
validating the data being entered.

In cases where the Benefits system is managed by another vendor organization, the
vendor might send a spreadsheet with the Insurance premium / rate to be cut off
from employee's payroll as a deduction. It becomes impossible to get into each
assignment and keep on adding the details without any mistake.

Similarly, if time tracking is done by an external system or if OTL is housed in a

different environment, then the time must be transferred to appropriate element
entries in the payroll system.

To facilitate an interface between an external system and the element entries, oracle
has developed a feature called the batch element entry. This feature enables the
users to update assignment entries of huge numbers, at one shot as a single batch.

Responsibility: HRMS Manager

Navigation: Mass Information Exchange: MIX -> Batch element entry

Steps: Create a new record with these details. See Figure 5.22 Batch Element
Entries.

Figure 22 Batch Element Entries

(Figure 5.22 Batch Element Entries)

Batch Name A unique name of the batch. Its a good practice to add date to the end
of the batch name for better tracking of batches.
A Batch can have five different statuses
Batch Status
Unprocessed: The Batch is fresh, and has not been processed
yet
Valid: Validation is done, no errors found
Transferred: Data Transfer is done. Process is complete
Error: There is an error with one of the entries. The message
button can be used to check the error details.

Status Mismatch: The process is running; the row must be

queried again to see the latest status
In a case, where one element entry is being added, and the entry
Action if Entry already exists with the assignment for the same pay period, the
 system must take one of the following actions.
Exists
Create New Entry: It creates a new entry. However only if the
multiple entries are allowed for the element. Otherwise it
throws an error on the batch line.
Reject Entry: It does not alter the existing entry and rejects the
batch line.

Change Existing Entry: This will update the old entry with the
new entry values fed by the batch line.
This enables the date tracking
Date
Effective Update: It lets the past data stay, and updates the entry with
Changes the new values as of the date change requested. If any future
dated changes exist, it inserts the row in between.
Correct: It overwrites the element entry with the new value.
Old data is lost.

Override: It lets the past data stay, and updates the entry with
the new values as of the date change requested. However
unlike update, If any future dated changes exist, it clears them
off.

Reject If In a case where there already exists an entry in future, that matches
Future the batch line; it will reject the entry if this box is checked. This is
Changes exactly opposite of Override. Hence both the options cannot be
selected together.

Purge after This will cause the temporary tables linked to the BEE process to be
transfer purged off. Once this option is chosen, no roll back can be performed
henceforth the transfer

Auto Query This box needs to be checked, If the assignment lines window is being
used and any existing batch lines for the assignment/element set need
to be automatically displayed.

Auto Once this box is checked, it validates each and every assignment
Validation number is entered and it flashes an error message, as soon as an
invalid assignment number is entered.

Element Lines This window is to enter assignments. This helps in creating entries for
one element for multiple assignments.

Assignment This helps in creating entries for multiple elements in one assignment.
Lines

Assignment This can be chosen for a particular element to be entered for an

Set assignment set.
Totals This is a type of validation, where the totals of the entries are to be
validated.

Messages A Message can be Set up to display error messages.

Process This tab gives user an option to choose the next action he wants to
take. i.e. Validate / Transfer etc.

Using Element Lines:

This is the button to be used, when there is a need to make an entry for an element for multiple
assignments.

Element Select an element

Find After pressing this button, it displays the list of assignments added
with the element for this BEE.

Line Just a sequence number called Line number

Assignments The list of assignments. While creating a new BEE, we can keep on
adding assignments here.

Input Values The Input values appear like columns here.

Costing Can enter Costing string here as well. This is the element entry
level of override.

Date Earned Can enter the Date Earned t override the element screen priority

Processing Can enter the Priority to override the element screen priority.
Priority

Effective date The date as of which the entry should be made.

Status Displays the status of the Batch line.

Messages Displays the error messages

Defaults Can enter the Default value for the Input values. This will be taken
 if no entries are available on the batch line.

Using Assignment Lines:

Now, this is the button, we would use, when we want to make an entry for multiple element for a single
assignments.

Assignment Select an Assignment for which the element entries are going to
be made

Name It will be auto populated based on the chosen assignment.

Element Set Choose an element set.

Element Elements as per the chosen element set appear here. Then one
of the elements can be selected and the Input values, Defaults,
Costing etc can be entered as explained in Element lines.

Using Assignment Set:

This is the Button, we would use, when we want to make an entry for a single element for multiple
assignments. However the multiple assignments must be grouped together with an assignment set.

Assignment Set Select an Assignment Set for which the element entries are
going to be made

Payroll Choose a Payroll with which all the assignments in the

assignments are related to.

Element Enter an element for which the entries are going to be made

Rest of the Fields The rest of the fields are identical to what we have in Element
Lines / Assignment Lines.

Using Totals:
Totals can be used to validate the BEE Transfer. We can put in conditions in order to validate if the
number of entries made matches with the number of entries requested by us. Or even compare the
sum of the number of hours entered as a whole. Or even do the summation of the monetary units and
compare it with calculation. So this is a powerful tool to validate data.

Type Choose a type of validation we would need.

Control Total Enter the number against the validation.

Message Message to be appeared if validation fails

For an example, we want a total of entries that are made. We choose a type of Line
Count. Now, we add 55 in the Control Total, as we know there are 55 entries that
are to be made. Then we can set up a message that will pop up if the line count
exceeds or goes down the number 55.