Before we jump to Batch Balance adjustment lets first understand what is Balance Adjustment. We all will agree to the fact that running and maintaining payroll for any small or big organization is not an easy task. There comes a scenario when an employee was paid less or more and corrective action was not taken immediately as a result adjustments need to be done to correct process. These adjustments are not always monetary but could be benefit (like absence ) or any legislative requirement due change in Govt taxation or policy.
Most of us know Balance Adjustment can be done for a single assignment on “Adjust Balance” window. The familiar navigation for the same is People » Enter and maintain » Assignment » Other » Adjust Balance. However, when we need to do the adjustment for mass employees it becomes tricky as the functionality is not directly assigned to generic XX_HRMS_MANAGER responsibility by oracle. We need to select Global HRMS Manager responsibility for the same. In the subsequent header you will see how the Batch Balance Adjustment or BBA Spreadsheet Interface can be used.
Batch Balance Adjustments or BBA Spreadsheet Interface
Batch Balance Adjustment or BBA Spreadsheet Interface is already available out of box all you need to do is select the responsibility Global HRMS Manager and navigate to Mass Information eXchange : MIX » BBA Spreadsheet Interface. However, as this functionality is only available with responsibility Global HRMS Manager you can not assign this to your payroll or super user. You can obviously assign required menu/functions to your custom responsibility and than give access to that custom responsibility. You can read further to see how these functions can we assigned with custom responsibility and BBA Spreadsheet Interface will be used by user.
Setup Steps for Batch Balance Adjustments
Step 1 : Create a menu “XX Batch Balance Adjustment Menu”
Navigation : Application Developer » Application » Menu
Step 2 : Attach menu with your custom responsibility
Navigation : Application Developer » Application » Menu » Search for the top level menu attached with responsibility
Now its time to attach the newly created menu with the responsibility you want to attach it. For the same first you need to identify the top level menu attached with the responsibility. To get it navigate to System Administrator » Security » Responsibility » Define and search for the responsibility, you will get the top level menu name against the filed “Menu”.
How to use Batch Balance Adjustments
Now below steps and screenshots will explain how Batch Balance Adjustments can be used.
Step 1 : Click on the Batch Balance Adjustments function your created above, you will see following screen.
Step 2 : Click on “Create Batch (0)“. It will open a webadi spreadsheet as shown below. If you face any issue related to opening webadi just go through this troubleshooting link Web ADI Troubleshooting : Solve all excel related problems
Step 3 : Now give the batch name of your choice. Coloumns that are marked with * are required fields to enter. As you can see only Batch Name in the required filed. Once you give the batch name and go to ADD-INS » Oracle » Upload. Click on that and it will create a batch
Step 4 : If your record is uploaded successfully, you will see following confirmation.
Step 5 : Now go back to “Batch Balance Adjustments” window and search for the batch you just created. You will now see your batch. Select Create Lines from the drop down list and click on tab “Process (1)”
Step 6 : Now system will ask you to select the element name against that you would like to do the adjustment. Just select the element from the list and and click on Go
Step 7 : This will once again open a Web Adi spreadsheet. Here you will enter all assignment details against which you will do balance adjustments. Enter all required fields and click on ADD-INS » Oracle » Upload
NOTE : Look od spreadsheet will not be same as below. It depends on the element you have selected.
Step 8 : Now come back again to “Batch Balance Adjustments” window and select your batch name. This time select the value “Transfer Batch” and click on the “Process(1)”
NOTE : Before running the bath in Transfer mode you can also run in Validate mode.
Step 9 : As soon as you click on “Process(1)” you will see message similar to below.
Step 10 : After some time your batch will be processed and adjustments will be done. You can verify the same through “Adjust Balance” window. Navigate to People » Enter and maintain » Search Employee » Assignment » Other » Adjust Balance
You will also be interested to check these useful oracle notes pertaining to Web ADI
- Doc ID 240142.1 : Oracle HRMS Web Application Desktop Integrator (Web ADI) Frequently Asked Questions (FAQ)
- Doc ID 1371762.1 : How to Install and Configure Web ADI?
- Doc ID 452452.1 : R12:Installing, Configuring and Troubleshooting Web ADI (Web Applications Desktop Integrator)
- Doc ID 390476.1 : Oracle Web Applications Desktop Integrator (Web ADI) Tips for Troubleshooting