DISTRIBUTION DEFAULTING LOGIC#
This section explains the Distribution Defaulting Logic within the application.
A complete distribution code for a journal entry is made up from segments of information about where the employee works, their position, job or assignment and what type of earnings are being paid, etc.
The following describes the defaulting sequence (first by department, then job, then position and finally assignment) of a distribution code.
It is important to note that the distribution will default in AFTER the record has been saved. The distribution is stored on a separate table that has special processing logic for its defaulting. The distribution that defaults in depends on what fields are changed and what is on the other tables (Position/Job/Department). In short the distribution cannot take place until the data has been confirmed via a save.
A change has been recently made to the position distribution logic so that the position’s distribution will no longer be removed if the associated job does not have a distribution defined.
Distribution Logic for Departments (IDDP)#
The department distribution mask will initially be empty or you may use the distribution format found on the G/L Company (IDGC) form. If the user does not change it, then any segment value will be valid because of the wild cards.This distribution field on the Department form is considered a mask as it is rarely completely specified at this point.
If the financial cost for this department should be charged to a specific cost center, then you may fill in the segment for that cost center.
If you do supply some of the digits, the distribution mask will be validated according to the validation rules established in the G/L Segments form (IDGS).
Distribution Defaulting on Jobs (IDJB)#
Normally, there is only one distribution code for a job and the distribution is only partially specified. However, it is possible to have multiple distribution codes for a job and to have the distribution fully specified. Jobs may also have more than one associated distribution code with a specified split.When you first create the job, the distribution code will be empty. You can enter the code manually with the assistance of the distribution editor. The editor will show the distribution format defined for the GL Company in the Define GL Segments (IDGS) screen.
When a date sensitive change is made to the job and has been saved, the existing associated distribution is cloned and attached to the newly effective job record. The user must then make any changes to the distribution tab manually, if applicable.
Each distribution code (full or partial) entered on a job will be validated according to the validation rules established in the G/L Segments form (IDGS).
Distribution Defaulting on Positions (IDPS)#
Normally, there is only one distribution code for a position and the distribution is fully specified. However, it is possible to have multiple distribution codes for a position and to have the distribution partially specified. Position may also have more than one associated distribution code with a specified split.When a new position is created and saved, if there is a committed or saved distribution record associated with the related job then it is copied to the position. The distribution mask is then obtained from the department and superimposed on each distribution code. The user may manually change the position distribution as they wish.
When a date sensitive change is made to the position (without a job or department change) and the change has been saved, the existing associated distribution is cloned and attached to the newly effective position record. The user must then make any changes to the distribution tab manually, if applicable.
When a date sensitive change is made to the position and there is a job change (with or without a department change), once the change has been saved the distribution for the position is thrown away and the distribution record associated with the related job is then copied to the position. The distribution mask is then obtained from the department and superimposed on each distribution code. The user may manually change the position distribution as they wish. This occurs only when there are saved or committed job distribution records. Distributions on positions will no longer be removed when a change is made to the position record if there are no distributions located on the Job.
When a date sensitive change is made to the position and there is a department change (without a job change), the distribution mask for the department is obtained from the department and superimposed on each cloned position distribution code after the change has been saved. The user may manually change the position distribution as they wish. Each distribution code (full or partial) entered on a position will be validated according to the validation rules established in the G/L Segments form (IDGS).
Due to the defaulting logic, it is highly recommended that any changes to the job and department of a position be made through date effective splits.
Distribution Defaulting on Assignments (IEAS)#
Normally, there is only one distribution code with an assignment and the distribution is fully specified. e.g. EE 19803 9764-23-515 However, it is possible to have multiple distribution codes on an assignment and to have the distribution partially specified. Assignments may also have more than one associated distribution code with a specified split.In IEAS when there is a new assignment or an assignment change, before the save is performed a message will be displayed above the distribution table stating defaulting will occur after a save. This message is to remind users that they will only see the changed distribution AFTER the record has been saved.
The handling of the distribution code defaulting logic on an assignment depends on whether a position code is being used.
Assignments with a Position#
When a new assignment is created and saved (through Maintain Assignment Records - IEAS or Establish Personnel Profiles - IEHR), if there are distribution records associated with the specified position, the distributions are copied from the position to the assignment. The user may manually change the assignment distribution as they wish.When a date sensitive change is made to an assignment (without a position change) and has been saved, the existing associated distribution is cloned and attached to the newly effective assignment record. The user must then make any changes to the Distribution tab manually, if applicable.
When a date sensitive change is made to an assignment and there is a position change and the change has been saved, the distribution for the assignment is discarded and the distribution record associated with the related position is copied to the assignment. The user must then make any changes to the Distribution tab manually, if applicable.
Assignments without a Position#
When a new assignment is created (through Maintain Assignment Records - IEAS or Establish Personnel Profiles - IEHR), if there are distribution records associated with the related job then it is copied to the assignment. The distribution mask is then obtained from the department and superimposed on each distribution code. The user must then make any changes to the Distribution tab manually, if applicable.When a date sensitive change is made to an assignment (without a job or department change), the existing associated distribution is cloned and attached to the newly effective assignment record. The user must then make any changes to the Distribution tab manually, if applicable.
When a date sensitive change is made to an assignment and there is a job change (with or without a department change), the distribution for the assignment is discarded and the distribution record associated with the related job is copied to the assignment. The distribution mask is then obtained from the department and superimposed on each distribution code. The user must then make any changes to the Distribution tab manually, if applicable. This occurs only when there are saved or committed job distribution records.
When a date sensitive change is made to an assignment and there is a department change (without a job change), the distribution mask for the department is obtained from the department and superimposed on each cloned assignment distribution code. The user may manually change the position distribution as they wish.
Each distribution code (full or partial) entered on an assignment will be validated according to the validation rules established in the G/L Segments form (IDGS).
Due to the defaulting logic, it is highly recommended that any changes to the position, job and department on an assignment be made through date effective splits.
PERSONNEL ACTIONS AND DISTRIBUTION LOGIC#
Personnel records may be changed through the use of a Personnel Action (PA), these changes may result in a distribution change. Distribution defaulting may occur as a result of a PA; however, the defaulting will only occur once the PA has been PROCESSED.Personnel Actions#
Personnel Actions are supported in both the Professional world and in Self Service and yet they use different types of screens to generate and process PAs. The Professional system uses ‘P’ type screens such as PEAS, PEPR and PEID. The Self Service system uses screens such as WMEPR and WMETR.Depending on the form definition some P type screens will show distribution changes, PEAS for example. This is due to the PA type that has been defined for PEAS including the P2K_CM_DISTRIBUTIONS table. Also, the PEAS form definition was defined with the P2K_CM_DISTRIBUTIONS table and column.
Screens such as WMEPR and PEPR will NOT show old and new values for distribution changes in a PA since neither of these forms include the P2K_CM_DISTRIBUTIONS table in their definition, nor do their associated PA Types.
Distribution Defaulting with PAs#
Distribution defaulting will occur when distributions are included in the Personnel Action Type (ISPY) and the distribution columns are included in the PA form.The newly defaulted values will display in BOLD in Professional and BURNT ORANGE in Self Service. If the text color changes to either of these it means there are PA changes created. These changes are listed in the details of the PA which is viewable in the Maintain Personnel Actions (ISPA) form.
Forms that do not include the distribution table will NOT show the user the expected defaulted values. The defaulted distribution will ONLY be seen once the PA has been processed. Reports or screens showing new and old values will NOT show the defaulting changes such as ISPA or RSPA. For these types of screens defaulting will occur during the run of USPPA or when the PA is manually processed via an action button.
Effective Date Splits and Distribution Defaulting#
When a PA has been initiated and the new values are applied to a form they are displayed as bold as explained above. This is done to show the user what the data will look like after the PA has been processed. This is also done for distributions however there is a small difference. Screens which include distributions eg: PEAS, a PA is created causing a PA generated effective date split. This scenario will show the new distributions as normally expected via PAs with all newly defaulted records and all columns showing in BOLD.When the PA does NOT cause an effective date split the distributions changes will show along side the existing distributions since this is multi-row display.
