Balances in Oracle HRMS Payroll
Written by Anil Passi   
Sunday, 10 December 2006
We learnt Oracle Payroll Elements and Element Links in the previous article.
Now is time to discuss the Balances. Effectively, this is the next logical step before we jump onto learning Fast Formulas in Oracle Payroll.
Why do we need a Balance?
Lets take an example. You work at a company for stipulated 37.5 hours a week. Lets assume that you work extra hours during weekdays. At any given time of the year you would like to know how many extra hours have you worked. To work out your running total, we accumulate this in something called as a balance in Oracle Payroll.


Why do we need a special thing called Balance? Why can't we simply create an Element Entry for an Element named "Weekday Lieu Stored"?  Say I work 3hrs extra in one one day and 4.5hrs extra on some other day,  I will have two element entries for "Weekday Lieu Stored" in each month. Can't I simply add the two figures to achieve the same result that balances achieve? Why do I then need balance?
Oracle has built a generic product which works for all possible business needs. Some clients wish to track and reset  balances each month somequarterly, some annually etc. Balances provide a configurable way to do such calculations, without you having to write any SQL.


Fine, so in this example, I capture extra hours worked using Element "Weekday Lieu Stored". What if I take a day off in Lieu, how will the balance be adjusted?
This is where lies the beauty of Balances.
Before we discuss balance creation, lets touch base on Elements.

STEP 1 :- DEFINE ELEMENTS
We need to create/define the following Oracle Payroll Elements
Element 1. XX Weekday Lieu Stored
    When an employee works extra hours during the weekdays, an entry of number of hours must be added.
    If an employee works extra 4hours and also extract 3.5Hours on other day in Jan Month, then two element entries will be created for that Employee.
Element 2. XX Pay from Weekday Lieu Stored
    When employee requests the Payroll department that they wish to en-cash their Extra hours worked, then an Element Entry using this Element can be created.
Element 3. XX Day Off In Lieu
      When an employee decides to take a day off, based on extra hours accumulated, then an Element Entry for this Element will be created.

IMPORTANT:-Screenshots for all the steps will be towards the end of this article, as i do not wish to clutter the article with screens.
I will also show the test case screenshots by running the examples cited in this article.


STEP 2 :- DEFINE ELEMENT LINKS


STEP 3 :- DEFINE THE BALANCE
Coming back to setup, we need to create a Balance, as below...
Balance Name: Weekday Lieu balance
Feeds for this balance will be:-
XX Weekday Lieu Stored : Add
XX Pay from Weekday Lieu Stored : Subtract
XX Day Off In Lieu : Subtract


STEP 4 :- TESTING STEPS
a. Create 2 Element Entries for Element "XX Weekday Lieu Stored" against the Assignment record of "Mr Anil Passi".
b. Run the Payroll for this individual in Jan07 Month [which is the period during which above two element entries would be created]
We will be date-tracking to Jan07 before doing Element Entry for the period.
c. See that the Balance has been calculated by the Payroll Results
d. Now, create another element entry for same person using Element "XX Day Off In Lieu". This entry is created in Month of Feb07
e. Run the Payroll again, and see for yourself the balance getting subtracted.



NOW, ASSUMING YOU HAVE READ ABOVE, YOU WILL INDEED MAKE SENSE OUT OF STEP BY STEP SCREEN SHOTS.
NOTE: Some screenshots are animated, with an attempt to mimic actual screen changes.

 

 

 

 

Define your three elements
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Define your three element links for each of the elements.
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Now, enter the hours in HH:MM format ( Remember we defined the Input Value in Format HH:MM ( See first screenshot creafully !)
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Now define a balance. This screenshot shows three steps
a. Creating a balance
b. Specifying its dimension
c. Specifying which Oracle Payroll Elements feed to this balance and how

Animated screenshot below...keep patience as it refreshes
Image

 

Note on Dimension: Now lets assume we allow rollover of these extra hours worked from one year to another, Hence the dimension we select is that for “Assignment level”.
There are various other options like “Assignment Level in the year”, which means the balance hours will reset itself every financial Year, meaning that if you don’t encash or don’t take Lieu days off, then Employee will loose all the extra hours that they had worked.

 


Now, navigate to the Assignment Screen and click on button Others, and select Quickpay from LOV, to run the Quickpay[effectively run the Payroll for single person] for Mr Anil Passi.
In the Quickpay screen, click on “Start Run”

 

Now that we have run our Payroll, lets see the results of that Payroll Run. For this click on “View Results” in the QuickPay screen.

Image


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You can click on Run Result Values, and you will see that Payrolls results are directly related to our Element Entries.

Image

 

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As you can see, the balance is now 7 and half hours for Mr Anil Passi

Image

 

 

 

To complete our test case, in the Month of Feb 2007, lets take a Lieu day off for 5hours. Create the element entry for month of Feb
Image

 

 

 

Now lets run the Payroll, after Date-Tracking to Feb2007
Date Track to Feb 2007, Navigate to Assignment Screen for Mr Anil Passi, and click on Quick Pay, and run Payroll. After running payroll we will see what the balance looks like.

 

Click on Start Run, to run the payroll again, and lets see if balance is modified again.
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Now lets view the Balance.
Click on View Results again, to view the balance again.

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Hurray, the balance is now 2 and half hours !
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Comments (20)add
...
written by Sastry , December 13, 2006
Anil,
What are the other areas wherein the balances are used?

Sastry
...
written by Sastry , December 13, 2006
Anil,
What are the other areas wherein the balances are used?

Sastry
...
written by Sastry , December 14, 2006
Thanks much Anil.. it clears the concept of Dimension also.By the way the lecture of Yunus posted is inspiring.. in this context can you discuss on imputed earnings.
...
written by Sastry , December 14, 2006
Thanks much Anil.. it clears the concept of Dimension also.By the way the lecture of Yunus posted is inspiring.. in this context can you discuss on imputed earnings.
...
written by Srini , December 16, 2006
Hi Anil,

Firstly, I would like to appreciate your efforts to the oracle apps community. I am constantly viewer of your site. It is very helpful. The Step-by-Step presentation are easier to understand.

I have an Issue on Initial Balance Upload. I loaded sample data (1 employee, 3 Balances) all with Dimension ASG_ITD to PAY_BALANCE_BATCH_HEADERS, PAY_BALANCE_BATCH_LINES table and run the Initial Balance Upload concurrent program. The program is still running for more than four hours. Can you please thro some lights on this issue.

Thanks
Srini.
...
written by Srini , December 16, 2006
Hi Anil,

Firstly, I would like to appreciate your efforts to the oracle apps community. I am constantly viewer of your site. It is very helpful. The Step-by-Step presentation are easier to understand.

I have an Issue on Initial Balance Upload. I loaded sample data (1 employee, 3 Balances) all with Dimension ASG_ITD to PAY_BALANCE_BATCH_HEADERS, PAY_BALANCE_BATCH_LINES table and run the Initial Balance Upload concurrent program. The program is still running for more than four hours. Can you please thro some lights on this issue.

Thanks
Srini.
...
written by Mona , February 23, 2007
Hi Anil, I am new to ORACLE HRMS and to this website. Before i go to technical aspects i have very basic question how do you create these screen shots? ( even animated one)? Can you please let me know the steps for that?

And how to do you add the notes to the screenshots also?

Thanks so much for you help in this!
...
written by Anil Passi , February 24, 2007
Hi Mona

For most of the screenshots I use a free software named irfanview.

As for animation, you need to create GIF files of animated type that can be done using photoshop. Just google on http://www.google.co.uk/search...arch&meta=

Thanks
anil
...
written by Kuha Kumaran , May 31, 2007
Anil,
Really useful site.
Cheeers
...
written by Wahida , June 01, 2007
Tussi GR8 ho Anil ! Thankss for so much info
...
written by Anil Passi , June 04, 2007
Gr8 tau ooper wala hai
...
written by Wahida , August 21, 2007
Hello Anil,
My mother has expired few days back...It is very difficult for me to concentrate all over agian on Oracle HRMS but Your site has proved very inspirational one for me to go back to studies again...My mom was a teacher and when I lost her I felt the entire Inspiration in my life has gone off..But Thanks for providing such a wonderful Help
Rgds,Wahida
...
written by Anil Passi , August 21, 2007
Hi Wahida

Very sorry to hear that, I fully understand how you feel.
Certain things are beyond even God's control, and then we are mere human beings.
Unfortunately sometimes all we can do is to accept that what has happened.
I request you to try to achieve/do things in your life that would have made your mom proud of you.

Thanks,
Anil Passi
...
written by Wahida , August 21, 2007
Hello Anil,
Itni Khubsoorat andaz main sikhana kahan se sikha ?? (from where did u learn to teach so beautifully ??) Kya aapke ghar main bhi koi teacher hai ? (Do u also come from Teacher's family ??)labz nain hai bayan karne ke liye !(I am falling short of words)
Rgds,Wahida

...
written by Anil Passi , August 21, 2007
Itni Khubsoorat andaz main sikhana kahan se sikha ??
--Pata nahi, it just evolved.


Kya aapke ghar main bhi koi teacher hai ?
--Nahi, abhi tak nahi, shayad retirement ke baad mai khud teaching karoon


labz nain hai bayan karne ke liye
--labzon ki limitations mai samajh sakta hu, because I myself have no words to thank you for your such kind and motivating words

Balances in payroll
written by Alex , October 23, 2007
Hi Anil,
I am a beginner to HRMS, Yet this is a lot help to me. When I am runing the same (balances as above) through the Payroll process(Not Quickpay), It is Not showing the Balances value in View ->Assignment Process results. could you help me with this ?
Regards, alex
Balance in payroll Run
written by Alex , October 25, 2007
When I am runing the same (balances as above) through the Payroll process(Not Quickpay), It is Not showing the Balances value in View ->Assignment Process results. could you help me with this ?
Regards, alex


oracle payroll balance query
written by Alex , November 23, 2007
When I am runing the same (balances as above) through the Payroll process(Not Quickpay), It is Not showing the Balances value in View ->Assignment Process results. could you help me with this ? Please revert.
Regards, alex


Leave Accrual Balances
written by Roy , November 26, 2007
Hi Anil
I am very new to the HRMS and payroll module.The knowledge I gathered is mostly from your site. I am working with some ZA Payroll . I need to build a sql with Leave annual Balances (
Accural Plan wise) . Is there any streught forward way of getting that from some table or using some function.?

Payroll
written by Abeny , December 11, 2007
Hi Anil,
This is my first time checking this site out, I'm overwhelmed by all the information I am reading. I really appreciate all the help and guiding answers/solutions giving to oracle consultants,your site has given me inspirations to study more for my oracle Exam. Pls I would like to know if you can assist and guide me through this exam for sys.administrator IZO-232 that I am planning to take.

Thanks and best regards
Abeny












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