Insight on Payroll Costing Process by soN0G11

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									  Using the Payroll Costing
Process and Transferring the
 Postings to General Ledger



                  Gene Jannece
                AST Corporation
      Oracle Costing Process
   After the payroll process is complete the
    Oracle Costing Process may begin. There is
    no need to wait for the Pre-payments
    process to be run. Our goal is to transfer
    only correct entries to the General Ledger
    application for the current period.
           Costing Process
   Run the Costing process. It is not
    necessary to run each Payroll separately
    but it may make sense operationally to do
    each payroll one at a time. Dates are
    important because we will want to pull in
    all of the transactions for the calendar
    month. If any payment dates have been
    entered or checks cancelled in the interim
    they may not be picked up.
                  Costing Process
   The Costing process produces
    no printable output but the log
    will show how many
    assignments were pulled into
    the run.
   Always investigate skipped
    assignments.
   To be certain that all possible
    transactions have been picked
    up you may wish to use a start
    date of the beginning of the
    year. If a transaction has been
    previously picked up it will not
    be run a second time.
    Costing Summary Report
   Run the Costing Summary Report. Once again
    the dates are important. It is possible to miss
    transactions such as Quick Pays or reversals done
    during the month if the dates do not span the
    entire period.
       Costing Summary Report

   The dates used do not need to
    match the dates in the costing
    process for continuity.
   It is possible to run the report
    for any period for which the
    costing process has been run.
   It is recommended that the
    costing and reports be in synch
    to make the process easy to
    understand.
                            Z Test                                Report Date : 26-MAR-2003 11:18:05
                                                                    Costing Summary Report                          Page :   6
                            of 18


                                                       Costing Effective Date Begin: 01-JAN-2003
                                                       Costing Effective Date End: 31-JAN-2003
                                                                   Payroll Name : Z Test


                                 Cost Allocation                                 Credit             Debit
                            -------------------------------------     -------------------------------------------
                                 1161.5126.20590.0000.00000.0000.0000                  55.00               0.00
                                 1161.5126.51010.2003.00000.0000.0000                  0.00         10885.00
                                 1161.5126.52010.2003.00000.0000.0000                  0.00            106.56
   Some of the errors           1161.5126.52022.2003.00000.0000.0000
                                 1161.5126.52032.2003.00000.0000.0000
                                                                                       0.00
                                                                                       0.00
                                                                                                       653.10
                                                                                                       653.10
                                 1161.5127.51020.2003.00000.0000.0000                  0.00                0.00
                                 1161.5132.20120.0000.00000.0000.0000               377.00                 0.00
    will be obvious such         1161.5132.20180.0000.00000.0000.0000
                                 1161.5132.20220.0000.00000.0000.0000
                                 1161.5132.20315.0000.00000.0000.0000
                                                                                    498.25
                                                                                    758.00
                                                                                      60.00
                                                                                                           0.00
                                                                                                           0.00
                                                                                                           0.00
                                 1161.5132.20470.0000.00000.0000.0000                   6.06               0.00
    as the last entry,           1161.5132.20490.0000.00000.0000.0000
                                 1161.5132.20500.0000.00000.0000.0000
                                                                                    495.00
                                                                                    371.26
                                                                                                           0.00
                                                                                                           0.00
                                 1161.5132.20510.0000.00000.0000.0000               121.21                 0.00

    which is missing the         1161.5132.20530.0000.00000.0000.0000
                                 1161.5132.20550.0000.00000.0000.0000
                                 1161.5132.20560.0000.00000.0000.0000
                                                                                    843.92
                                                                                        6.51
                                                                                      11.00
                                                                                                           0.00
                                                                                                           0.00
                                                                                                           0.00
                                 1161.5132.20570.0000.00000.0000.0000                 14.40                0.00

    first two segments of        1161.5132.20580.0000.00000.0000.0000
                                 1161.5132.20590.0000.00000.0000.0000
                                 1161.5132.51010.2003.00000.0000.0000
                                                                                      32.20
                                                                                      60.00
                                                                                        0.00
                                                                                                           0.00
                                                                                                           0.00
                                                                                                    12926.00
                                 1161.5132.52010.2003.00000.0000.0000                   0.00          127.27

    the accounting               1161.5132.52022.2003.00000.0000.0000
                                 1161.5132.52032.2003.00000.0000.0000
                                 1161.5136.20500.0000.00000.0000.0000
                                                                                        0.00
                                                                                        0.00
                                                                                      30.13
                                                                                                      775.56
                                                                                                      775.56
                                                                                                          0.00
                                 1161.5136.20510.0000.00000.0000.0000                57.59                0.00

    distribution.                1161.5136.51010.2003.00000.0000.0000
                                 1161.5136.51020.2003.00000.0000.0000
                                 1161.5136.51030.2003.00000.0000.0000
                                                                                       0.00
                                                                                       0.00
                                                                                       0.00
                                                                                                          0.00
                                                                                                          0.00
                                                                                                    5758.16
                                 1161.5136.52010.2003.00000.0000.0000                  0.00             60.47
                                 1280.0001.20220.0000.00000.0000.0000                67.00                0.00
                                 1280.0001.20470.0000.00000.0000.0000                  1.91               0.00
                                 1280.0001.20490.0000.00000.0000.0000              182.00                 0.00
                                 1280.0001.20500.0000.00000.0000.0000                71.33                0.00
                                 1280.0001.20510.0000.00000.0000.0000                38.24                0.00
                                 1280.0001.51010.2003.00000.0000.0000                  0.00         3887.91
                                 1280.0001.52010.2003.00000.0000.0000                  0.00             40.15
                                 1280.0001.52022.2003.00000.0000.0000                  0.00           233.27
                                 1280.0001.52032.2003.00000.0000.0000                  0.00           233.27
                                 51020.2003.00000.0000.0000                            0.00               0.00
       Costing Detail Report
   If problems are encountered they can be
    easily corrected at this point. Run a
    Costing Detail Report as described below
    to identify the erroneous details. Be
    aware the detail file can be huge! It may
    be advisable to investigate only the
    elements which do not appear to be
    correct.
         Costing Detail Report
   Chose the date range for the calendar
    month. If only a few transactions are
    causing difficulty you may enter various
    selection criteria to limit the report results.
    If it is only some earnings that are a
    problem, you may choose to only run
    earnings. The report is huge for the entire
    month’s payroll report so it is not
    recommended that it be sent to a printer.
          Costing Detail Report
   You may want to consider
    running the costing and
    transfer process after each
    Payroll Cycle. It is
    always easier to balance
    small runs and to find
    errors when they occur.
   It is important that the
    Output file type be
    Comma Delimited. This
    will allow the export to an
    Excel spread sheet.
           Viewing the Report
   After the report is complete click on the View
    Output Button. A text file will be displayed.
    Click on Select All and then click on Copy. Post
    the clipboard into Microsoft Word. Delete all of
    the header labels. Replace all of the, "Z TEST
    Business Group", with paragraph characters.
    “^p” You do this by using the “Find and Replace”
    function in Word. For the replace with click on
    “Special” and use the “Paragraph Mark”. Save
    your file as a “Text Only” file.
            Viewing the Report

   Highlight everything
    up to “Assignment
    Number” and delete it.
           Viewing the Report
   Replace all of the, "Z TEST Business Group",
    with paragraph characters. You do this by using
    the “Find and Replace” function in Word. For
    the replace with click on “Special” and use the
    “Paragraph Mark”. Save your file as a “Text
    Only” file. Close the file.
             Viewing the Report
   Open the text file you just
    created with Microsoft
    Excel. The Text Import
    Wizard will pop up.
    Change the Fixed Width
    button to Delimited.
   Click on the “Next”
    button.
             Viewing the Report

   Change the delimiter from
    “Tab” to “Comma”.
   Review the column breaks
    and then click the “Next”
    and “Finish” buttons.
             Viewing the Report
   Finish and save the file as an
    Excel worksheet.
   Format cells that have the
    costing as “custom”. Click on
    the “0” and then put the
    appropriate number of zeros in
    the “Type” field.
    Format cells which hold dollars
    to be numbers with 2 decimal
    places.
    Save the file.
   You may now sort the columns
    any way you wish to find the
    transaction rows that are causing
    difficulty.
            Costing Process
 Once the cause is
  found and corrected
  the Costing process
  may need to be rolled
  back.
 Be certain to choose
  the correct job to roll
  back.
              Costing Process
   When the job is rolled back, rerun the Costing
    process as described above so that it is correct
    when it is passed to G/L.
             Costing Process
   Run the Costing
    Summary Report. If
    the results are
    satisfactory, send the
    report to General
    Ledger. This
    accomplished by
    executing the Transfer
    to GL job.
                Costing Process
   Once the transfer is
    complete, the General
    Ledger area will import
    the files Payroll has just
    sent. It is important that
    the request be exactly as
    shown below. Unlike
    the Accounts Payable
    system the file is not
    automatically imported.
    It is a manual process.
             Costing Process
   Once the file has been imported, the General
    Ledger department may post the details when
    desired.

								
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