PER Payroll Element Link Upload  Help

PER Payroll Element Link Upload creates, updates and end dates element links from Excel, the way the Element Link form does: the element, its eligibility criteria, the standard link, costing, qualifying conditions and the Further Information flexfield. It downloads the links of a business group as of a date for editing, saves each row date-tracked from its Effective Date, and returns a result report with the outcome of every row.

When to use it

• Link new elements to the organizations, jobs, grades, payrolls or other criteria that make employees eligible for them, many links in one step.
• Change the costing and balancing segments of many links at once, for example after new cost centers are introduced.
• Change the costable type, Transfer To G/L or the distribution set of links.
• End date the links of elements you stop paying, or remove an end date.
• Maintain qualifying conditions or the Further Information flexfield of links.

Before you start

• You are signed in to a responsibility with access to the business group and to the upload in Blitz Report.
• The elements are defined and effective on the date the links start.
• The organizations, jobs, positions, grades, locations, salary bases and payrolls you use as criteria exist in the business group. For distributed costing, the distribution set is defined.
• For costed links, the Cost Allocation flexfield of the business group has segments enabled at the Element and Balancing levels.

Choose a template

The default template is Default.

Step 1 – Set the parameters

Open PER Payroll Element Link Upload in Blitz Report, choose the template and set the parameters. They decide which links are downloaded.

Step 2 – Run to download the Excel file

Click Run. With Create, Update, the file has one row per element link that is effective on the Effective Date, with its criteria, costing and qualifying conditions as of that date. Start Date and End Date show the first and the last day of the link; End Date is blank for an open link. Element Description, Classification, Processing Type and Start Date are read-only, and the element and the eligibility criteria can only be entered on new rows. With Create, the sheet is empty.

Step 3 – Enter the element links

Change the downloaded rows, or add rows for new links.

• Element Name and the eligibility criteria Organization, Job, Position, Grade, People Group, Location, Salary Basis, Employment Category and Payroll, or Link To All Payrolls instead of a payroll. Leave a criterion blank when the link does not depend on it. People Group takes the concatenated segment values of the People Group flexfield; a new combination is created when it does not exist.
• Standard – Yes creates entries of the element automatically for every assignment that is eligible for the link. Available for recurring elements only, and defaulted from the element.
• Effective Date – the date a new link starts, or the date the changes of an existing link take effect. It defaults from the Effective Date parameter.
• Datetrack Mode – Correction, Update, Update – Insert or Update with Replace. Leave it blank to correct the link when the Effective Date is the start date of its current record, and to insert a change from the Effective Date otherwise.
• End Date – the last day of the link. Entering a date end dates the link, clearing it removes the end date.
• Costable Type (Not Costed for a new row), Transfer To G/L and Distribution Set, which is required for a Distributed link.
• Costing and Balancing – the segment values of the Cost Allocation flexfield that the Element Link form shows for links, separated by the flexfield delimiter, for example 01.810.6155.1400.000. Balancing is required for a costed link. They are used when Costable Type is Costed, Fixed Costed or Distributed, and new combinations are created as needed.
• Qualifying Age, Qualifying Length Of Service and Qualifying Units, defaulted from the element.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and for values that are not in their lists, marks the rows Valid and saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. The upload request processes the rows in order. Each row is saved or rejected on its own, so a rejected row leaves nothing behind and does not affect the other rows.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and a message naming what was done, for example Element link updated. Element link end dated., No change., or the reason the row was rejected. The result report shows the values as they were saved in Oracle.

What’s produced

• Element links created, updated and end dated as the Element Link form saves them, together with the costing, balancing and people group combinations they need.
• A row that fails leaves nothing behind and does not affect the other rows.
• A result report listing every row with a status (success or error) and a message.

Common questions

Can I change the element or the eligibility criteria of a link?
No. As in the Element Link form, they are fixed once the link exists. End date the link and create a new one with the new criteria.

What happens when a new row has the criteria of an existing link?
When the element already has a link with exactly the same criteria on the Effective Date, the row updates that link instead of creating a second one.

How do I make a change from a future date, or correct a link from its start?
Enter the date in Effective Date. With a blank Datetrack Mode the change starts on that date, or corrects the link when the date is the start date of its current record. Choose Correction to correct the record that is current on the Effective Date.

Can I delete a link?
No. Enter an End Date to end it. The End Date template shows only the columns needed for this.

Can I maintain link input values or element entries?
No. Maintain link input values in the Element Link form. Element entries are loaded with the PER Payroll Element Entry Upload.

How do I enter descriptive flexfield values?
Use the Further Information template. Its attribute columns show the segment prompts of your flexfield setup.

Troubleshooting