Current Payroll Preprocess

Transcription

1 Current Payroll Preprocess 1

2 The program was designed to identify errors on cost objects that FI will not accept for posting purposes. Examples of these validation errors include: Expired based on budget validity period on grant Invalid fund association with cost objects Grant Lifecycle Status is closed or closing Various locks being set on any type cost object 2

3 Identify and replace invalid cost objects in IT0027 cost distributions effective for the pay. Reduce the number of distribution errors encountered during payroll. Reduce time to complete payroll processing cycle. notification of distribution corrections by department. Report invalid distribution details by department to allow for timely correction to reduce retro-activity. 3

4 Payroll Office Only: Transaction Code: ZPY_PREPROCESS Payroll IT0027 Check Master Data Transaction Code: ZPY_ _PREPROCESS Current Payroll Preprocess Notification Program End Users: Transaction Code: ZPY_LOG_PREPROCESS Current Payroll Pre-Process Log 4

5 Identify all invalid cost object errors that FI will not accept for posting purposes. Current Pay Period Only Does Not Handle Retro-Active Distribution Errors Run before each preliminary payroll. Review Contact Change Correct 5

6 Section 1. Display individual edit issues which will be resolved by the program Log output populates users log: ZPY_LOG_PREPROCESS : 6

7 Section 2. Error Log indicates the individual (s) not corrected by the program. Manual corrections required Section 3. Success Log displays employees with successfully updated IT0027 s including the begin and end dates of the pay period. 7

8 Delimit Existing IT0027 Cost Distribution The day before the begin date of the current payroll period being processed. Create New IT0027 Cost Distribution Effective only for the payroll period being processed. Replaces invalid cost objects w/ IT1018 funding cost objects. Valid cost objects in distribution will remain. Continue Existing IT0027 Cost Distribution The day after current payroll period being processed. 8

9 IT0027 before update: Individual (2) IT0027 within payroll period BW#08/2012 for dates 03/25/12-04/07/12. 9

10 The original IT0027 for the pay period is end dated as of the day prior to the current pay period 10

11 A new IT0027 is created, effective for the current pay period. The original invalid distribution is continued effective one day after the current pay-period through its original end date. The new IT0027 for the current pay period will contain all the valid cost objects from the original IT0027 The invalid cost objects will be replaced by the IT1018 distribution, assigning a percentage so that the IT0027 distribution totals 100% If no IT1018 exists or if any portion of IT1018 is invalid the error is reported for manual correction 11

12 If multiple cost objects exist on the IT1018, the IT0027 distribution is assigned percentages pro rata Multiply 1018 cost distribution updated along with multiply IT0027 distribution updates. New IT0027 effective date of new pay-period and end date of the original cost distribution. 12

13 In this case multiple IT0027 s was used within the payroll period. The first IT0027 had an invalid cost object and the second IT0027 was valid. The user may have to modify split the IT0027 to account for cost objects that have started within the inserted IT0027 to use the correct start date. 13

14 Notifications for either the Current Trial or Current Final preprocess letter will be sent based on a control table by department and user assigned for that department on payroll errors. (CURRTRIAL) Current Payroll Preprocess Trial letter will be sent for new IT0027 distribution during the trial payroll runs for corrections. (CURRFINAL) Current Payroll Preprocess Final letter will be sent for New IT0027 distribution during the final payroll run at this time no corrections can be done. 14

15 Sample below on current payroll issues CURRTRIAL notification. By FI Department Which Payroll Area (B1 or M1) What Period Note: Departments will need to notify Payroll of any changes of users in order for the appropriate person to receive the notices. 15

16 Sample below on current payroll issues CURRFINAL notification 16

17 Current Payroll Preprocess Log which details the current payroll error messages. Selection criteria required to effectively run the log. User logged in SAP 17

18 Selection criteria to run ZPY_LOG_PREPROCESS: Period select the following: Current Payroll, Other Payroll, Other Period Payroll Area select either B1 (Biweekly) or M1 (Monthly). Period If either Other Payroll or Other Period from the previous Period is selected, the Period date will have to be entered, i.e. 8/2012, which will populate dates of 03/25/ /07/2012 for B1. Payroll Area select either B1 or M1. Select all Org Departments check for the user that receives notification by the assigned Org Department. FI Department enter the associated department (s) then click the executed button. * Note uncheck Select all Org Dept will return all data updates 18

19 Output of the Current Payroll Preprocess based on users criteria can review the ZPY_PREPROCESS IT0027 successful updates. A layout, IT0027 user, will be saved for users to see the IT0027 related changes and why. 19

20 Proactive solution to assist departments in cost distribution correction. Reference Guides will be forthcoming to assist in running Log and updating IT0027. Begin using BW#02 / 2013 start date 12/30/2012 end date 01/12/2013 MO#01 / 2013 January Contact Payroll Office