B AT C H E L E M E N T E N T RY ( B E E )

What are Batch Element Entry (BEE)?

Batch Element Entry also provides the following functionality:

 Batch Header identifies the batch and determines what happens if any of the
batch lines duplicate existing element entries.
 Batch Lines enable payroll to create batches by Element with the relevant
Input Values for processing in payroll. Defaults can be initiated for faster
data entry.
 BEE provides the ability to validate batches prior to submitting. This feature
enables payroll to identify incorrect employee assignment numbers, elements
that are not eligible for employees, etc.
 Provides the ability to use Control Totals to help validate the batch
 Messages that indicate if batches are out of balance with control totals,
invalid employee assignment numbers, etc.
 BEE Spreadsheet Interface - Enables the loading of payroll data from various
sources into BEE using the delivered BEE Spreadsheet Interface tool. Please
refer to the Spreadsheet Interface section for more information on using the
Spreadsheet Interface.

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Quirks & Alerts

 You cannot create, update or delete entries or entry values in the Element
Selection and Entry Values windows. You can only select or clear the Include
check box for entries.
 If the QuickPay Run itself displays In Error or Marked for Retry, choose the
Retry Run button to run the process again. Contact your system administrator
if you continue to receive a status of In Error.
 Elements must be input in the communicated currency and will not have to
manually convert to GBP.

VERY IMPORTANT
Use the following naming convention when you create a BEE Batch making it
simple to query:

Payroll Code_Pay Period_Object Name_(2, 3, etc. if multiple batches for same

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 Using Batch Element Entry (BEE)

Creating a Batch (Using Batch Element Entry)

Batch Create the Batch Header.

Step 1: Enter a name for the batch, and select a batch type. You can also enter a
reference number and the source of the batch, if you require these for your own
reference.

VERY IMPORTANT
Set your effective date to the date when you want the
entries to take effect.

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Step 2: Batch Control - Select what action the process should take if one of the
batch lines matches an existing element entry for an assignment at the effective
date. Defaults can and often are accepted.
 Create New Entry - The process creates a new entry if multiple entries
of the element are allowed by the element definition. If multiple entries
are not allowed, the process sets the status of the batch line to Error.
 Reject Entry - The process sets the status of the batch line to Error.
 Change Existing Entry - The process corrects or updates the existing
entry. If there is more than one existing entry, the process sets the status
of the batch line to Error.
Step 3: If you selected Change Existing Entry, select the type of date effective
change to be made to recurring entries:
 Change Existing Entry - The process corrects or updates the existing
entry. If there is more than one existing entry, the process sets the status
of the batch line to Error.
 Update - The process changes the existing entry from the effective date,
but preserves the previous information. If there are future-dated changes
to the existing entry, the process inserts the change before the next
scheduled change.
 Correct - The process corrects the existing entry from its start date
through to its end date. Any future-dated changes are unaffected.
 Override - The process changes the existing entry from the effective
date, but preserves the previous information. If there are future-dated
changes to the existing entry, the process replaces all future-dated
changes with the batch line.
 The Undefined option is display-only (for batches created using
SQL*Plus or a similar tool).
NOTE: if you select this option (Change Existing Entry), you cannot check the
Reject if Future Changes check box

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Step 4: If you want to reject batch lines that match entries that start in the future
or for which future changes are scheduled, check the Reject if Future Changes
check box.

Notice: if you check this box, you cannot select the Override option.
Step 5: If you want the batch to be purged from the temporary tables after
successful transfer to Oracle HRMS, check the Purge After Transfer check box.

Note: This option is only used by the Payroll Manager.

Step 6: If you want to cancel a rollback process if the system detects run results
for any of the batch lines, check the Reject Rollback if Results Exist check box.

Note: The process interlock rule (which prevents you rolling back a payroll
process if any further processing has taken place) does not automatically apply
to BEE Rollback. If you leave this box unchecked, you can perform a rollback
even if run results from payroll processing exist for any of the lines.
Step 7: If you want rollbacks to exclude batch lines that have previously failed a
rollback, check the Reject Rollback if Entry Not Found check box. If you check
this box and BEE cannot roll back the element entry, the batch line retains a
status of transferred. If you do not check this box, BEE attempts to roll back
batch lines that have previously failed rollback, and returns an error status.
Step 8: If you want rollbacks to include element entries updated since the last
BEE operation, check the Roll Back Entry Updates check box. However, even if
you check this box, the rollback always excludes overrides and corrections. If
you do not check this box, you exclude from rollback all element entries updated
since the last BEE operation.
Step 9: If you want to delete the batch automatically after a rollback, check the
Purge After Rollback check box.
Step 10: If you are going to use the Assignment Lines window and you want
the system to display automatically any existing lines in this batch for an
assignment and element set you select, check the Auto Query box.

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Step 11: If you are going to use the Batch Lines window and you want the system to
display an error if you enter an invalid assignment number, check the Auto Validation
box.

Step 12: Control Totals - If you use control totals to validate the batch before
transfer, choose the Totals button.

Step 13: Select a batch control type (such as Hours, to sum all the values in the
Hours input value, or Line Count, to check the number of lines in the batch).
 Enter the control total for each control type.
 You can enter as many types and totals as you require.
 Save the Control Totals.

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Step 14: Creating the Same Line for Several Assignments (Optional)

Use the Create Batch Lines window to create identical lines for all assignments
identified by an assignment set. This is a quick way to create many lines for an
element or an element set. If you select a single element and the input values need to
vary between assignments, you can leave these blank and add them later using the
Batch Lines window. If you select an element set, the batch will contain blank lines
for each element. You can leave them blank to accept the default values for the input
values, or you can edit individual lines in the Batch Lines window.

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To enter batch lines for an assignment set:

1. Enter or query a batch header in the Batch Header window, and choose the
Assignment Set button.
2. In the Create Batch Lines window, select the assignment set and payroll that
identify the employees you want to create lines for.
3. If you are creating blank lines for an element set, select the set and enter an
effective date for the entries. Then go to step 9.
4. If you are creating lines for a single element, select the element and enter input
values as appropriate.
5. The following fields may be available depending on your localization and the
element you selected:
 Enter Further Information for this element entry.
 For a non-recurring element, optionally select a date within the current
payroll period in the Date Earned field. The entry will not be processed
until this date (that is, the Date Earned of the Payroll Run must be on or
after this date).
6. Enter a number in the Subpriority field if you want to determine the
processing sequence of multiple entries in the payroll run. Lower priority
numbers process first.
7. If you selected an absence element, enter the absence start and end dates. BEE
uses these dates to create an absence record, however the absence element is
entered as of the effective date.
8. Change the effective date if required.
9. Choose the Process button to submit a concurrent process called Create
Batches. Confirm that you want the system to create the lines. The Create
Batch Lines window now closes, taking you back to the Batch Header
window.
10. Choose the Assignment Set button again if you want to add lines for another
element. Requery your batch and choose the Element Lines button if you want
to view and edit the lines created by the process.

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Step 15: Creating or Editing Individual Batch Lines

In the Batch Lines window, you can enter new lines for individual assignments, and
you can view and edit lines created automatically for an assignment set. You can
speed up entry of new lines by entering default input values

Note: A batch can contain lines for as many elements as you require. Lines within a
batch can have different effective dates.

Enter or query a batch header in the Batch Header window, and choose the
Element Lines button.

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Select the element for which you want to make entries.

Enter the Assignment number(s) (select from List of Values if necessary) and
enter the applicable Input Values (e.g. Pay Value).

Save you entries and close window.

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Step 16: Using Default Values (Optional)

1. To enter default values to speed up the data entry, choose the Defaults button.
The Defaults window displays the input values for the selected element.

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Step 16: Using Default Values (Optional) continued
2. Enter default values in any of the fields in the Defaults window. These
defaults apply to all new entries in the batch, but not to any entries you have
already made. You can change the defaults at any time during your data entry.

Note: These defaults will override any defaults defined for the
element or element link. To use the element or link defaults, leave the
input value blank. These defaults are entered during the BEE transfer
process.

3. Uncheck the Display check box for any field that you do not want to display
in the Lines window. You can hide any fields for which the default is correct
for every entry.

4. In the Lines window, enter the data required for the batch. Lists of values are
available on some fields, but no validation is enforced during data entry.

Note: You will not see any defaults defined for the input values, but if you
leave the input values blank, the defaults are entered during the BEE transfer
process.

5. Enter a number in the Subpriority field if you want to determine the

6. You can override the Effective Date for any line. This is the effective start
date for a new entry or the effective date of an update.

If you selected an absence element, enter the absence start and end dates.
BEE uses these dates to create an absence record, however the element is
entered as of the effective date.

7. Save your entries. If you want to make entries for another element, select the
element, enter new defaults, enter the lines, then save again.

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Step 17: Validating a BEE Batch

The validation process tests each batch line against certain predefined rules about
element entries, and also against your own rules if you have created additional
validation procedures.

 To validate a batch:

1. Query the batch in the Batch Header window, and choose the Process button.

2. Select Validate, and choose Start. The system displays the concurrent request
ID so that you can query it on the Requests window.

3. When the concurrent request is completed, query the batch in the Batch
Header window. If you have several batches to review, query them in the
Batch Summary window.

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Step 18: Monitoring BEE Batch Processes

Monitor the BEE Batch Process job through the Concurrent Manager until it finishes.
Select View from the Menu Bar and then select Requests.

Once the BEE Batch Process has completed, the Phase will display “Completed”.

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Step 19: Reviewing BEE Process Results
To review the results of a batch process, use the Batch Summary window. Oracle
Payroll users can also review batch results and retry or rollback batch transfers on the
Payroll Processes window.

To review batch process results:

1. Query one or more batches by name, reference, or status in the Batch

2. If a batch status is Error, at least one line, control total, or the header is in
error:
o Click on a batch to select it and choose the Errors button to identify
the problem with a batch that has the status Error or Transfer
Incomplete.
o The Messages window opens.
o You can view all messages or query them by type: Batch Header,
Batch Line Level, or Control Total.

3. To see and correct a batch, click on it in the Batch Summary window and
choose the View Batch button. The Batch Header window opens with the
selected batch displayed.

From the header window, you can view lines, control totals, or messages:
o To view the status of individual lines in the batch, choose the Element
Lines button. In the Batch Lines window, select an element and
choose Find.

Note: If the batch status is Transfer Incomplete, you can only modify or
delete the lines that are in error, or the control totals.

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 o If you entered control totals for the batch, choose the Totals button on
the Batch Header window to view the status for each control type.
o To view messages for the whole batch, or all lines, or control totals,
choose the Messages button. Query the Messages by pressing your
CTRL and F11 buttons.

You can update a batch at any time before you transfer it. If you make any changes to
a batch with the status Validated or Error, the batch status changes to Unprocessed.

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Step 20: Transferring a BEE Batch
A batch exists in the temporary BEE tables only until you run the transfer process to
create element entries in the Oracle HRMS Entries table.

NOTE: Don’t Transfer a BEE Batch until you have Validated the batch and
confirmed no errors exist.

To Transfer a batch:

1. Query the batch in the Batch Header window, and choose the Process button.

2. Select Transfer, and choose Start. The system displays the concurrent request
ID so that you can query it on the Requests window.

3. When the concurrent request is completed, query the batch in the Batch
Header window. If you have several batches to review, query them in the
Batch Summary window.

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Step 21: Rollback the BEE Batch (if necessary)

Having checked the batch was successfully transferred and an issue is identified it is
possible to back out the transferred data provided the batch has not been purged. To
back out the applied element entries you must Roll Back the batch, to do this take the
following steps.

Identify the Request ID of the job used to transfer the data into the Element Entries
using Concurrent Manager

From Concurrent Manager launch the job Roll Back selecting a Process Type of
Batch Element Entry and selecting the corresponding Request ID for the Job used to
transfer the Batch.

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Once complete the status of the Batch will be updated in the BEE screens and will
return to Unprocessed.

You can verify the details by reviewing employee’s assignment Element Entries and
see that the previously created entries have been deleted.

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Step 22: Purging a Batch from the BEE Tables

If the Purge After Transfer check box on the Batch Header window is checked when
you run the transfer process, the batch is deleted from the BEE tables automatically
after the transfer. If the box is not checked, you can purge the batch by running a
separate process.

Purging the job only deletes the data from the Batch Element Entry facility and NOT
from the Assignment Element Entry screens. Nevertheless, once you have purged a
BEE batch you can no longer rollback the BEE batch. For this reason, purging
batches should be a controlled event.

VERY IMPORTANT
Purging BEE batches should be a controlled event managed by a
Payroll Manager or System Administrator.

To purge a batch:

1. Query the batch in the Batch Header window, and choose the Process button.

2. Select Purge, and choose Start. The system displays the concurrent request ID
so that you can query it on the Requests window.

When the concurrent request is completed, the batch is purged.

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