OTL Setup

SETUP FOR ORACLE TIME AND
LABOR: Processing Payroll throgh

OTL Entries

Create! By "rishna A#la
Date $$%Fe&%$'((
)ersion (*'
Intro!ction
This document explains the full set up of Oracle Time and Labor that is required
to create a Time card and process it all the way through GL. It also explains the Time
store Deposit AI!s. Time store deposit AI is a technical way of creating the timecard.
SETUP +or OTL: Processing ,ayroll throgh OTL entries
ayroll processing of the wor"ers that are getting daily wages# is done through Time card
entries from Time and Labor $esponsibility.
To enter a Time card we need minimum of one recurring element and n%&..n' number of
non recurring elements.
Time (lements %)on $ecurring'
*ours# $ate# +ultiple
&. De+ine Recrring Ele-ent
$esponsibility, -uper *$+-
)a.igation, total /ompensation01 2asic01 (arnings
-ince these employees get paid on the basis of number of hours they wor"ed# we define
the salary basis for these employees as 3*ourly 2asis!
4. De+ining Salary Basis
$esponsibility, 5- -uper *$+-
)a.igation, Total /ompensation01 2asic 01 -alary 2asis
ay Annuali6ation factor, It indicates the factor# by which when per hour income is
multiplied it gi.es the annual salary.
)ow we attach the recurring element created abo.e to this salary basis.
7. Create Lin#
/reate Lin" for the element created abo.e so that this element becomes a.ailable
for the payroll processing.
$esponsibility, 5- -uper *$+-
)a.igation, Total compensation 01 2asic 01 lin"
8. Create E-,loyee
/reate the employee with the salary basis as 3*ourly 2asis!
Define super.isor for this employee
0 Define ayroll
0 Define G$( under -tatuory Tab
0 Define salary for this employee,
$emember to define the salary on hourly basis# annual salary will be calculated
automatically.
In this case, 9: ;4:<: %ay annuali6ation factor defined while defining element'
is the annual salary
9. De+ining +or non recrring ele-ents
Time of the wage earners will be charged against these non recurring elements.
Earning ele-ents are classi+ie! into three categories:
(arning categories and the loo"up defined for them are as follows,
0 (arnings , 5-=(A$)I)G-
0 -upplemental earnings , 5-=-5L(+()TAL=(A$)I)G-
0 Imputed (arnings , 5-=I+5T(D=(A$)I)G-
(lement&, $egular *ours
$esponsibility, 5- super *$+-
)a.igation, Total /ompensation01 2asic 01 (arnings
(lement4, O.ertime
(lement7, remium *ours %-omething that employee gets abo.e o.ertime wor"'
(lement8, *ours not >or"ed
.* De+ining A&sence Ty,e:
Depending on the type of element# entries are passed to payroll or *$+- or ayroll and
*$+- both.
?irst three non recurring elements defined abo.e are passed @ust to payroll.
3*ours not wor"ed! is passed to both payroll and *$+-.
To see this in *$+-# we need to define absence type and attach this element to this
absence type.
A. Create Lin# +or non recrring ele-ent
In order to use the abo.e created elements for payroll processing we create lin"
for all the elements,
Define the lin"s for all the elements abo.e and define the input .alues,
)a.igation, Total /ompensation01 2asic 01 Lin"s
Define input .alues as follows,
O.ertime, +ultiple0&.9
remium, +ultiple0 4
<. Assigning OTL Res,onsi&ility
Assigning OTL $esponsibility to the 5ser to do further setup for OTL,
Define a security profile
)a.igation, -ecurity 01 Assign -ecurity profiles.
B. De+ining Alternate Na-es
$esponsibility01 5- OTL Application de.eloper
)a.igation, Alternate names 01 Alternate )ame Definition
&:. Recrring Perio!s
)umber of days or columns appearing in the timecard screen are controlled by
something called as $ecurring eriod
$esponsibility, 5- OTL Application De.eloper
)a.igation, $ecurring eriod.
eriod Type, Defines the number of columns or number of days
(gC period type 3>ee"! will define the number of columns as A
-tart Date, It defines which day of wee" the timecard will start from li"e
+onday # Tuesday and so on.
As in the example below# 70feb04::7 falls on +onday# so all the timecards will start from
+onday to -unday.
((* De+ine a,,ro/al ,erio!s:
It is required to define what all applications will be using these periods
)a.igation, Appro.al 01 Define Appro.al eriods
/ontingent wor"ers cannot be paid through payroll.
They are paid through purchasing
*uman $esource0 Absence
ayroll0 *ours
ro@ect0(xpenditure
&4. De+ining Ti-e Entry Rles
2y +apping we control the mandatory fields. If time card is for payroll purpose we
enter mapping as 32(( $etrie.al rocess!. This is the standard process. >e can also
apply some custom rules.
)a.igation, Time (ntry $ules 01 Define Time (ntry $ules
Creating Csto- Controlling Rles sing Fast For-las
+aximum *ours, /annot wor" more than that %example cannot wor" more than 9: hours
in this case'
$eference eriod, In a wee" type of recurring period there can be maximum two wee"s
in which the duration can span.
?ormula used abo.e is defined in a D??, OTL ?ormulas
&7. De+ining Ti-e Entry Rle 0ro,s
Time entry rule groups are defined to associate all the rules together and define
the outcomes of each rule if it is .iolated.
$esponsibility, 5- OTL Application de.eloper
)a.igation, Time (ntry $ules01 define Time (ntry $ule Groups
(1* A,,ro/al Style:
This defines in each application what would be the appro.al hierarchy. >ho is going
to appro.e the time card of the employee.
In the (xample below# in both the responsibilities *$ and payroll# immediate super.isor
will appro.e the timecard.
)a.igation, Appro.al 01 Define Appro.al -tyle
&9. Creating Pre+erence
After all the abo.e things are defined# its now time to decide how the timecard
will loo" li"e# what all .alidations will be applied on the time card.
To do this we create references and attach this preference to certain business group or
organi6ation or may be the employee depending on the requirements.
Create Pre+erence
)a.igation, references
>e don!t need to disturb the existing preference. >e will create our own new custom
preference.
$ight /lic" on the preference tree and select new.
(nter the name of the preference u want to create.
For any ti-ecar! to 2or# an! +nction ,ro,erly there are 3 -an!atory ,re+erence
attri&tes that shol! &e !e+ine!*
Creating Alternate Na-es
$ight clic" on the new preference created and select new.
(nter the name as Alternate names.
-elect the seeded preference as 3-elf -er.ice Timecard Alternate )ame set Defined for a
user!
)ow enter the preference .alues as alternate name defined abo.e.
A,,ro/al Perio!s
reference, Time -tore Appro.al eriods
Dalue, Appro.al period that was defined abo.e.
Recrring Perio!
reference, -elf ser.ice timecard eriod for >or"er
Dalue, $ecurring period that was defined abo.e.
A,,lication set
reference, Time -tore Application -et
Dalue, *uman $esources and ayroll
Ti-e entry rle gro,
reference, Time -tore Time (ntry $ules
Dalue, Time entry rule group that was defined abo.e.
Layot
reference, -elf ser.ice Timecard# re.iew and confirmation Layout age
Dalue, Timecard Layout, ayroll Timecard Layout
$e.iew Layout , ayroll $e.iew Layout
/onfirmation layout, payroll confirmation Layout
)otification Layout, patrol notification Layout
A,,ro/al Style
reference, Time -tore appro.al -tyle
Dalue, appro.al style that was defined abo.e
Retrie/al 0ro,
reference, Time -tore $etrie.al $ule Groups
Dalue, *uman $esources and ayroll retrie.al rule group
Allo2 stats e!it
reference, -elf -er.ice timecard status that allows user edits
Dalue, -tatus allowing (dit, $(T$O
ast number of days, E:
?uture number of days, E:
No o+ e-,ty ro2s
reference, -elf ser.ice )umber of empty rows on the timecard
Dalue, )umber of empty rows,:
&E. De+ining 2here all this ,re+erence 2ill &e se!
This preference can be attached to a business group# Organi6ation or to a person.
recedence defines which rule will be used for the preference
&A. Loo# o+ the ti-e car!
$esponsibility, (mployee# self ser.ice 01 Time (ntry
&<. 4rite +or-la
To calculate regular hours# premium hours# o.ertime# wor" not wor"ed amount
on the basis of annual salary
)a.igation, Total /ompensation01 2asic 01 >rite ?ormula
DEFALULT FOR AS056OURL75SALAR7 IS '
DEFAULT FOR 6ors is '
!e+alt FOR Mlti,le IS '
INPUTS ARE 6ors8 Mlti,le
IF Mlti,le 9 ' then
:
PA79AS056OURL75SALAR7; 6ors
<
ELSE
:
PA79AS056OURL75SALAR7; 6ors;Mlti,le
<
RETURN PA7
(3* For-la reslt rle
Attaching this formula to all the non recurring elements
)a.igation, Total /ompensation01 2asic 01 ?ormula $esult
&B. Creating Ti-e Car!
$esponsibility, (mployee# self ser.ice01 Time (ntry
4:. A,,ro/al noti+ication
-ince appro.al rule is set as *$ -uper.isor # )otification will go to the immediate
super.isor for the timecard appro.al.
$esponsibilityC +anage# self ser.ice01 ?FI
A,,ro/e!
4&. Sen!ing A,,ro/e! ti-ecar! to Payroll
This is done by running the process, Process: Trans+er ti-e +ro- OTL to BEE
44. Batch Create!
As a result of the abo.e process a batch gets created with the name supplied for
transaction code in the abo.e process.
$esponsibility, 5- -uper *uman $esource
)a.igation, +ass exchange info01 batch element entry
47. Trans+er the Ti-ecar!
-till the timecard entry has not reached to payroll# but they are sitting in the
interface%batch' table.
To push these entries to *$+-# in the batch (lement (ntry screen# clic" process
to process the records.
rocess01 Transfer
$1* A+ter trans+erring the &atch entries get create! in ,ayroll an! 6RMS &oth:
(ntries in *$+-,
Absence Details, (mployee01 Others01Absence
49. 0enerating SOE:State-ent o+ Earning< +or the ,erio! ti-e car! is create!
$un quic" pay to generate -O(%-tatement of (arning' for the period u created your time
card.
)a.igation, (mployee 01 Assignment01 Others01 Guic"pay
4E. )ie2ing SOE
Diew result to see the entry in pay slip
4A. Payroll Processing: Mlti,le E-,loyees
Abo.e we processed @ust one employee by running the quic" pay run. In practical
scenario we ha.e to process payroll for n number of employees. ?or this instead of
processing each employee separately we run the payroll process that processes multiple
employees in one go.
rocess )ame, ayroll process
ayroll process spawns further sub processes
4<. )ie2 the Log o+ ,ayroll ,rocess
4B. Pre,ay-ent
Once the payroll entries are created# payment has to be done. There are .arious
modes of payment li"e chec"# cash etc. -o# before doing the payment we group the
employees on the basis of the payment method attached to them. This is done by running
the process repayments.
Diew the detail for each employee from payroll run result
7:. Chec# 4riter Process
There are .arious modes of payment. >e ha.e different processes defined for
doing different types of payments.
To do the payment by chec" we need to run the process called /hec" >riter.
The output of this process will generate the chec" for each employee whose payment
method was selected as chec".
7&. =
r!
,arty Chec# Pay-ent*
If the payment is done by some third party# then run the chec" writer process with
the payment method as 7
rd
party payment method instead of chec".
/hec"s will be generated in the output file of this process.
74. NAC6A: Pay-ent -etho!
An output file is generated as a result of this process. This output file is used to
directly credit the amounts in the account numbers specified in the report.
77. NAC6A: Flat File Ot,t
78. Process to generate the co/ering letter*
Abo.e process generates -ummary or detailed report based on the 3Totals Only!
arameter specified abo.e. If parameter is set to 3yes! it generates summary report and if
it is set to 3)o! then it generates Detail $eport.
-ummary $eport Output
Detail $eport Output
79. Rn De,osit Process to generate SOE
5nli"e chec" writer process )A/*A report does not generate -O(. In order to
generate that we run another process called as Deposit Ad.ice.
$eport Output, -O(
7E. Associating csto- set o+ &oo# to 0L Res,onsi&ility
2y this point all the processing has been done at the payroll side. )ow it is
required to transfer the payroll entries to General Ledger.
?or this we create a -et of boo". /reate a custom responsibility which is deri.ed from the
General Ledger. To attach -O2 to GL responsibility# we assign custom -O2 created to
the profile option 3GL set of boo"s! at responsibility le.el.
7A. O,en the 0L ,erio!*
In order to transfer the payroll entries to GL# >e need to open the GL periods in
which payroll transactions are present.
7<. Costing
/osting Information for the payroll entries are defined while creating the lin" of
element. >e define credit and debit account.
$eport generated after costing
7B. Costing Re,orts
/osting details can be .iewed by running the costing -ummary and detail reports.
/osting -ummary $eport
/osting -ummary $eport Output
/osting Detail $eport
/osting Detail $eport Output
8:. Trans+er to 0L
)ow the entries can be transferred from payroll to GL by running the transfer to
GL process.
Log of Transfer to GL
8&. >ornal I-,ort +ro- 0L
ayroll @ournals can be imported by running the @ournal import.
Output of Hournal Import
84. Archi/al Process
$un Archi.al rocess to .iew the pay slip in the self ser.ice screen.
rocess nameC (xternal rocess archi.al
1=* )ie2ing Pay sli, in Sel+ ser/ice screen:
E-,loyee sel+ ser/ice screen %? ,aysli,
Ti-e Store De,osit API
DECLARE
0000000000000000000000000000000000000000000000000000000000
-- Constant declarations
0000000000000000000000000000000000000000000000000000000000
-- This is the appl_id for OTL, do not change
c_otl_appl_id CONSTANT NUMER !"# $% &'()
c_pro*_attr+ CONSTANT ,ARC-AR. !/# $% 0Tas1_2d0)
c_pro*_attr. CONSTANT ,ARC-AR. !+'# $% 03ro*ect_2d0)
c_pro*_attr" CONSTANT ,ARC-AR. !+4# $% 0E5pendit6re_T7pe0)
c_pro*_attr8 CONSTANT ,ARC-AR. !+(# $% 0E5pendit6re_Co99ent0)
c_pro*_attr: CONSTANT ,ARC-AR. !."# $% 0S;STEM_L2N<A=E_>UNCT2ON0)
0000000000000000000000000000000000000000000000000000000000
-- ,aria?le declarations
0000000000000000000000000000000000000000000000000000000000
-- declare the 3L@SAL Ta?le that Bill hold the co9plete ti9ecard !all the s#
l_t?l_ti9ecard_info h5c_self_serCice_ti9e_depositDti9ecard_info)
-- declare the 3L@SAL Ta?le that Bill hold all the attri?6tes
l_t?l_attri?6tes_info h5c_self_serCice_ti9e_depositDapp_attri?6tes_info)

-- declare the 3L@SAL Ta?le that Bill hold the 9essages ret6rned ?7 the A32
l_t?l_9essages h5c_self_serCice_ti9e_depositD9essage_ta?le)
-- person 2D that this TC ?elongs to, Replace Bith 7o6r oBn
l_person_id per_all_people_fDperson_idET;3E $% ("&()
-- Replace Bith 7o6r oBn 2Ds
l_tas1_id ,ARC-AR. !"# $% 0..+0)
-- !l_pro*ect_id is NOT the sa9e as tas1 id, the7 *6st happen to haCe the
-- sa9e 2D on o6r data?ase#
l_pro*ect_id ,ARC-AR. !"# $% 0..+0)
-- Replace Bith 7o6r oBn Cal6es
l_e5pendit6re_t7pe ,ARC-AR. !+:# $% 03rofessional0)
l_ot_e5pendit6re_t7pe ,ARC-AR. !+:# $% 0OCerti9e0)
l_s7ste9_lin1age_id ,ARC-AR. !+:# $% 0ST0)
l_ot_s7ste9_lin1age_id ,ARC-AR. !+:# $% 0OT0)
-- Fill hold TC_2D, ret6rned ?7 the deposit process
l_neB_ti9ecard_id NUMER)
-- Fill hold TC oCn, ret6rned ?7 the deposit process
l_neB_ti9ecard_oCn NUMER)
l_9essage fnd_neB_9essagesD9essage_te5tET;3E)
l_start_ti9e DATE
$% fnd_dateDcanonical_to_date !0.''.@++@++ ''$''$''0#)
l_stop_ti9e DATE
$% fnd_dateDcanonical_to_date !0.''.@++@+/ ."$:($:(0#)
l_tc_??_id h5c_ti9e_?6ilding_?loc1sDti9e_?6ilding_?loc1_idET;3E)
l_da7_??_id h5c_ti9e_?6ilding_?loc1sDti9e_?6ilding_?loc1_idET;3E)
l_detail_??_id h5c_ti9e_?6ilding_?loc1sDti9e_?6ilding_?loc1_idET;3E)
l_ti9e_attri?6te_id h5c_ti9e_attri?6tesDti9e_attri?6te_idET;3E)
E=2N
-- >irst initialiGe 7o6r session, this needs to ?e done for internal reasons
so
-- the Ti9eStore 1noBs Bho is tr7ing to deposit the infor9ationD Fhen 7o6 log
-- into SS, the sa9e is done for 7o6 ?7 the fra9eBor1, here hoBeCer Be haCe to
do
-- it 9an6all7D
>ND_=LOALDA33S_2N2T2AL2HE! 6ser_id %I +."8: -J Replace Bith 7o6r oBn 2D
,resp_id %I :4/&( -J Replace Bith 7o6r oBn 2D
,resp_appl_id %I &'( #)-- This is the appl_id for OTL, do not change
0000000000000000000000000000000000000000000000000000000000
-- 3ART +$ 3O3ULATE TALES --
0000000000000000000000000000000000000000000000000000000000
-- >irst pop6late the ti9ecard 3L@SAL ta?le$
0000000000000000000000000000000000000000000000000000000000
-- Start Bith the T2MECARD
0000000000000000000000000000000000000000000000000000000000
h5c_ti9estore_depositDcreate_ti9ecard_?? !
p_start_ti9e%I l_start_ti9e,
p_stop_ti9e%I l_stop_ti9e,
p_reso6rce_id%I l_person_id,
p_co99ent_te5t%I 0Created 6sing A32$ Fee1l7 3ro*ect TC0,
p_app_?loc1s%I l_t?l_ti9ecard_info,
p_ti9e_?6ilding_?loc1_id%I l_tc_??_id
#)
-- NoB Be create the DA; , / in total, and since the7 are all the sa9e Be
-- Bill loop / ti9es
>OR i_da7 2N ' DD 4
LOO3
h5c_ti9estore_depositDcreate_da7_?? !
p_da7 %I TRUNC !l_start_ti9e#
K i_da7,
p_parent_?6ilding_?loc1_id%I l_tc_??_id, -- ret6rned ?7 create_ti9ecard_??
p_co99ent_te5t%I 0Created 6sing A320,
p_ti9e_?6ilding_?loc1_id%I l_da7_??_id
#)
-- The ne5t call Bo6ld also Bor1 ?6t Be choose to 6se the first one
-- since Be 1noB the T2MECARD0s 2dD 2f 7o6 do not 1noB the 2D 7o6 sho6ld
-- 6se this ne5t call co99ented o6t hereD
@L h5c_ti9estore_depositDcreate_da7_?? !
K i_da7,
p_co99ent_te5t%I 0Created 6sing A320,
p_ti9e_?6ilding_?loc1_id%I l_da7_??_id
#) L@
-- Fe can attach the DETA2L for eCer7 DA; that represents 0nor9al0
-- Bor1 ho6rs as Bell here as the7 are all the sa9e
-- Fe onl7 need to do this for Bee1da7s tho6gh
2> i_da7 M :
T-EN
h5c_ti9estore_depositDcreate_detail_?? !
p_t7pe%I 0MEASURE0,
p_9eas6re%I &,
p_parent_?6ilding_?loc1_id%I l_da7_??_id,
p_co99ent_te5t%I 0Created 6sing A32$ NT0,
p_app_attri?6tes%I l_t?l_attri?6tes_info,
p_ti9e_?6ilding_?loc1_id%I l_detail_??_id
#)
-- The ne5t call Bo6ld also Bor1 ?6t Be choose to 6se the first one
-- since Be 1noB the DA;0s 2dD 2f 7o6 do not 1noB the 2D 7o6 sho6ld
-- 6se this ne5t call co99ented o6t hereD 2n fact Be 6se it o6rselCes
-- later to add the oCerti9eD
@L h5c_ti9estore_depositDcreate_ti9e_entr7 !
p_9eas6re%I &,
K i_da7,
p_co99ent_te5t%I 0Created 6sing A32$ NT0,
#) L@
-- Fe can also attach the attri?6tes to eCer7 that represent
-- 0nor9al0 Bor1 ho6rs

-- Attri?6te+
h5c_ti9estore_depositDcreate_attri?6te !
p_?6ilding_?loc1_id%I l_detail_??_id,
p_attri?6te_na9e%I c_pro*_attr+,
p_attri?6te_Cal6e%I l_tas1_id,
p_app_attri?6tes%I l_t?l_attri?6tes_info
#)
-- Attri?6te.
p_attri?6te_na9e%I c_pro*_attr.,
p_attri?6te_Cal6e%I l_pro*ect_id,
#)
-- Attri?6te"
p_attri?6te_na9e%I c_pro*_attr",
p_attri?6te_Cal6e%I l_e5pendit6re_t7pe,
#)
-- Attri?6te8
p_attri?6te_na9e%I c_pro*_attr8,
p_attri?6te_Cal6e%I 0E5pendit6re Co99ent created ?7 A320,
#)

-- Attri?6te:
p_attri?6te_na9e%I c_pro*_attr:,
p_attri?6te_Cal6e%I l_s7ste9_lin1age_id,
#)
END 2>) -- Onl7 for Bee1da7s
END LOO3) -- End creating nor9al Bor1ing da7s K ti9e

-- And noB Be add the OCerti9e to T6esda7 and Fednesda7
-- Fe haCe to 6se create_ti9e_entr7 here ?eca6se Be do not haCe the 2D
-- for the Fednesda7 T an79ore, 6sing create_ti9e_entr7 Be do not need it
-- T6esda7
h5c_ti9estore_depositDcreate_ti9e_entr7 !
p_9eas6re%I +,
K +,
p_co99ent_te5t%I 0Created 6sing A32$ OT0,
#)
-- Attri?6te+
#)
-- Attri?6te.
#)
-- Attri?6te"
p_attri?6te_Cal6e%I l_ot_e5pendit6re_t7pe,
#)
-- Attri?6te8
#)
-- Attri?6te:
p_attri?6te_Cal6e%I l_ot_s7ste9_lin1age_id,
#)
-- Fednesda7
h5c_ti9estore_depositDcreate_ti9e_entr7 !
p_9eas6re%I .,
K .,
p_co99ent_te5t%I 0Created 6sing A32$ OT0,
#)
-- Attri?6te+
#)
-- Attri?6te.
#)
-- Attri?6te"
p_attri?6te_Cal6e%I l_ot_e5pendit6re_t7pe,
#)
-- Attri?6te8
#)
-- Attri?6te:
p_attri?6te_Cal6e%I l_ot_s7ste9_lin1age_id,
#)
0000000000000000000000000000000000000000000000000000000000
-- END O> 3ART +$ 3O3ULATE TALES --
0000000000000000000000000000000000000000000000000000000000
0000000000000000000000000000000000000000000000000000000000
-- 3ART .$ DE3OS2T T2MECARD --
0000000000000000000000000000000000000000000000000000000000
-- NoB Be call the deposit process, passing in the 3L@SAL ta?les Be *6st
-- created and pop6lated
h5c_ti9estore_depositDe5ec6te_deposit_process !
p_Calidate%I >ALSE,
p_9essages%I l_t?l_9essages,
p_9ode%I 0SUM2T0,
p_deposit_process%I 0OTL Deposit 3rocess0,
p_ti9ecard_id%I l_neB_ti9ecard_id,
p_ti9ecard_oCn%I l_neB_ti9ecard_oCn
#)
0000000000000000000000000000000000000000000000000000000000
-- END O> 3ART .$ DE3OS2T T2MECARD --
0000000000000000000000000000000000000000000000000000000000
END)

OTL Setup

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SETUP FOR ORACLE TIME AND

LABOR: Processing Payroll throgh

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