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ADMINISTER BATCHES#

Payroll Batches are used to group pay headers together for data entry and payroll processing purposes.

Through the Administer Payroll Batches (IPBE) form you may create batches manually or they may be generated automatically by one of the payroll processes such as the transaction generator or the transaction loader.

The Controls tab enables you to supply batch totals for the data attached to the batch via Pay Headers and Pay Lines. The system compares the Given Totals provided to the Actual Totals calculated by the Audit process.

Before payroll calculation can be processed, batches must be flagged as Eligible, Audited, and Balanced. The Audit process audits the pay lines of the pay headers and sets the Balanced and Audited flags on if:

• there are no given amounts, or
• the given element amounts match the actual pay line detail amounts exactly

Batch Elements must be defined in the Define Payrolls (IPPR) form (through the Batch Balancing Elements tab) in order to be accessible for balancing.

Payroll Batch data is stored on the P2K_PR_BATCHES, P2K_PR_BATCH_CONTROLS, P2K_PR_BATCH_ELEMENTS, and P2K_PR_BATCH_ELEMENT_GIVENS tables.

Batch

An automatic number assigned to this batch is held in this field. Sequence must be defined in Define Code Sequence Fields (IMCS) form. A single batch may be used for either Pay Transactions (IPTR) or Pay Headers (IPPH), but not for both. When Pay Transactions are generated by the Transaction Generator or Loader, a batch number is assigned. When those pay transactions are turned into time sheets by the UPTR process, a new batch will be created for the time sheets. Batch_Number is a mandatory numeric field that will be automatically assigned by the Application.

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Details tab#

Identification#

Entity

The entity for which the payroll batch is being specified in this field. Entity_Code defaults in from the Entity find field.

Payroll

There can only be one payroll attached to each batch and identified in this field. If more than one payroll needs to be processed through the pay cycle then additional batches must be created for each payroll. Payroll_Code defaults in from the Payroll find field.

Account

The bank account for which the funds are withdrawn for deposit/checks is held in this field. Bank_Account from P2K_PR_PAYROLL_BANK_ACCOUNTS is an optional 30 character alphanumeric field that will default from the payroll entered.

User Name

This field will indicate the user ID of the user that created the batch. User_Name from P2K_AM_USERS is a 30 character alphanumeric mandatory field that is system updated, and cannot be changed.

Department

Through this field, a specific department may be assigned to the batch to limit user access. Department_Code from P2K_CM_DEPARTMENTS is an optional 16-character alphanumeric field that you must manually enter or use the LOV (F9).

Authorization

A specific authorization area may be assigned to the batch to limit user access. Authorization_Area_Code from P2K_CM_AUTHORIZATION_AREAS is an optional 16-character alphanumeric field that you must manually enter or use the LOV (F9).

Details#

Batch Code

You may wish to give the batch a unique identifier to allow quicker queries. Batch_Code is a optional 16-character alphanumeric field that will be assigned by ePersonality if the batch has been generated or may manually entered.

Batch Source

This field indicates how the batch was created:

• IPBE (PPH records)
• UPTR (PPH records)
• UPTL (PPH records)
• Retro Pay Generator
• UPCPAY (PPH records)
• UPTG (PTR records)
• UPCVAC (Vacation)
• UPTBATCH
• UPVEND
• UPTL Loader
• UPAUTOCOST
• UPPAL (PTR records)

Batch_Source is a mandatory fixed lexicon (X_BATCH_SOURCE) that is system updated and cannot be overridden.

Batch Status

This field indicates that the batch is one of the following:

• Active
• To be Deleted
• Processed by UPTR
• Closed

Batch_Status is a mandatory fixed lexicon (X_BATCH_STATUS) that is system updated and may not be overridden.

Batch Type

This field indicates that the batch is a pay header (IPPH) or pay transaction (IPTR) batch. Batch_Type is a mandatory fixed lexicon (X_BATCH_TYPE) that is system updated and may not be overridden.

Pay Category

This field indicates the pay category for the pays in this batch. Allows for defaulting to the pay header but may be overridden on IPPH. Pay_Category_Code from P2K_PR_PAY_CATEGORIES is a 16-character alphanumeric mandatory field that you must manually enter or use the LOV (F9).

Pay Period

This field indicates the pay period being paid for the pays in this batch. Allows for defaulting to the pay header but may be overridden on IPPH. Pay_Periods from P2K_PR_PAY_PERIODS is a 6-digit numeric mandatory field.

Eligible

The Eligible toggle is a mandatory flag that is set manually by you in IPBE or automatically by the process that created the batch. If the ‘Eligible’ toggle is ON, the batch has been marked as eligible for processing through the payroll calculation process (UPCALC). If the toggle is OFF, the payroll calculation process will ignore the batch. Eligible is system updated but may be overridden.

Audited

If the ‘Audited’ toggle is ON, the batch has passed successfully through the audit process (UPAUDT). If the toggle is OFF, either the batch has not yet been audited, or it has failed to pass the audit process. Audited is system updated and cannot be overridden.

Balanced

If the ‘Balanced’ toggle is ON, the batch has passed successfully through the Batch Balancing Check of the audit process (UPAUDT) through the ‘Batch Balance Element’ tab from IPPR. If Batch Balance Element is not specified on IPPR, then the batch is always ‘balanced’. If the toggle is OFF, the batch has not yet passed successfully through the balance check. Balanced is system updated and cannot be overridden.

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Administer Batches (IPBE) - Controls#

Batch Date

If you wish to provide given totals, the date of the batch control totals must be entered. Batch_Date is mandatory date field.

Given Pays

If you wish to provide given totals you must enter the number of pays that must be compared against the Actuals. Pay_Count is an optional 5 digit numeric field that you may manually enter.

Element

The Batch Elements define the pay elements used to derive the system-calculated total when balancing a batch of payroll transactions. The IPPR form must define a list of elements for batch balancing before the user can supply the element total in this field. This field displays the name of the element containing the pay components that you may want to total and balance against.

i.e. Regular Time only or Reg. Time and Reg. Earnings, etc.

Element_Code from P2K_PR_ELEMENTS is an optional 16-character alphanumeric field that you may manually enter or use the LOV (F9).

Amount

This field shows the Given amount for the element indicated to be compared against the Actuals. Given_Amount is an optional 5 digit numeric field that you may manually enter.

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Administer Batches (IPBE) - Pays#

This area allows you to view a list of all of the pay headers attached to the batch.

All fields in this area are display only; you will not be able to edit the information.

Person

This field shows the Person Code of the employee for the pay being added.

Last name

The employee’s last name will be displayed here.

First Name

The employee’s first name will be displayed here.

Period

This field displays the pay period of the pay being loaded.

End Date

This field shows the end date of the pay.

Pay #

This field will display the pay number attached to the pay transaction.

Category

The Pay category of the pay being loaded is displayed here.

Stage

This field will indicate where the pay is in the payroll process.

• To be Audited
• Audited
• Approved
• Attached to Payrun
• Calculated/Paid
• Closed
• Pay in Progress
• Cancelled

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Administer Batches (IPBE) - Transactions#

This area allows you to view a list of all of the pay transactions attached to the current batch. These pay transactions are either generated by the Transaction Generator, Loader or manually entered on the IPTR screen.

All fields in this area are display only; you will not be able to edit the information.

Trans Status

This field indicates the status of the transaction as ‘Newly Entered’, ‘Verified’, or ‘Processed’. Pay_Tran_Status is for viewing only, you may not edit information found in this field.

Tran. Source

This field displays the source of the transaction, namely, ‘IPTR Screen’, ‘UPTL Loader’, ‘UPTG Generator’, ‘External Source’, and ‘UTTG Generator’. Pay_Tran_Source is for viewing only, you may not edit information found in this field.

Start Date

This field displays the start date of the transaction. Start_Date is for viewing only, you may not edit information found in this field.

End Date

This field displays the end date of the transaction. End_Date is for viewing only, you may not edit information found in this field.

Wage Rate

This field displays the wage rate of the transaction. Wage_Rate is for viewing only, you may not edit information found in this field.

Basis

This field displays the rate basis of the wage. Rate_Basis is for viewing only, you may not edit information found in this field.