Peoplesoft fitment to Indian Payroll requirements

The below is the summary on how Peoplesoft Payroll can support the Indian Payroll requirements. All Indian Payroll requirements were gathered and analyzed on how the PS Payroll will be supporting each of the requirement.

Apart from the requirements, the document also covered the reporting requirements and how Payroll module of Peoplesoft support


With Indian Payroll changing on regular basis, the document may need updates. I request the readers to provide the inputs while the regular updates happen from here as well.

REQUIREMENT	Description	Fit/Gap	Suggestion for the Gap
Earnings
BASE SALARY	Basic Salary earned by the employees	Fit
BASE HOURLY	Hourly basic salary paid to the employee.This is applicable mostly for POI	Fit
Dearness Allownaces		Fit
House Rent Allowances		Fit
Lunch Allowances		Fit
Coveyance Allowances		Fit
Special Allowances		Fit
SHIFT Allowances	When Employee works in shift , the shift allowance is paid in percentage,hourly , fixed amount	Fit
OVERTIME 1.5	Overtime worked by the employee , the salary paid wil be 1.5 times the basic salary	Fit	Overrtime factor(here1.5) can be configured depending upon the organisations requirement
BONUS	bonus payment given to employees, based on the employee's performance and the performance of the company.	Fit
		Fit
Allowances Earnings		Fit
Leave travell allownaces payout	Leave tarvel allownaces paid to the employees	Fit
Medical allowances payout	medical allowances paid to the employees	Fit
		Fit
Tax		Fit
Income tax		Fit
Tax imposed on LTA		Fit
Tax imposed on Medical allowances		Fit
Tax imposed on Loan		Fit
Tax Reporting
Individual Income tax withholding report		Fit
Employee income payment detail report		Fit
Deductions
Loan Deduction	Use the LOAN deduction to calculate and deduct loan repayment amounts from an employee's pay	Fit
Advance Deduction	Use the ADVANCE deduction to calculate and deduct advance repayment amounts from an employee's pay	Fit
Provident fund for employees	Use to calculate the employee's provident fund contribution.	Fit
provident fund contribution by employers	Use to calculate the employee's voluntary provident fund contribution.	Fit
Employee state insurance		Fit
Employee State Insurance Employer Contribution (gc)		Fit
Tax deduction at source.		Fit
Labour Welfare Fund	This is different for diferent states	fit
Reimbursements
LTA		fit
Medical allowances		fit
Other allowances		gap	needs to be configured as per the organisations requirement
Payment during various conditions
Termination		fit
Absence	absences are tracked using absence management and the payment is made depending on the proceesing rule aatached for the employee	fit
Process tax and insurance deductions for employers and employees	Dependins on the calculations set in the processing rules	fit
off cycle processing	depending upon the requirement off cycle payroll process is run . For eg when the employee gets terminated.	fit
Absence Rules	Can be configured according to the requirement .The base tables and calculation rules will be set up accordingly and is done using absence management module	fit
Calendars	Can be configured according to the requirement .	fit
Holiday schedule	Can be set up according to org requirement	fit
Employee grouping	Employee grouping is possible on various criteria	fit
Retroactive methods	forwarding retro and corrective retro are delivered	fit
Benefits	Employee benefits and dependary data comes from base benefit module	fit
Security	delivered roles are available for payroll administartor, hr administartor,health &  safety administrator	fit
Process list	Various Process lists are delivered for processing absence, bonus and payroll .The calculation rules are defined here	fit
Banking
Basic banking set up	to set up basic bank information, bank branch information,source bank account ,	fit
Setting up accounts	To set up account foreach employeee of the org	fit
Electronic fund transfer file(EFT)	generation of  electronic funds transfer (EFT) files and reports are delivered process	fit
Payslips
Payslips templates	These can be configured as how the display should be as per the org's requirement	fit
Managing year end Processing
Reporting forms	various reporting forms are  delivered and year end reports are generated based on this	fit
Form 3A.
Form 5.
Form 6.
Form 7.
Form 12BA.
Form 16.
Form 24.
Form 24Q e-filing.

Report Name	Description	fit
Profession Tax	Calculates and reports on profession taxes	fit
NEW ESI ENROLLMENT (new employee state insurance enrollment)	Generates a list of employees enrolled in employee state insurance (ESI).	fit
List Of Employees Terminated From ESI (list of employees terminated from employee state insurance)	Generates a list of employees terminated from ESI.	fit
NEW PF ENROLLMENT (new provident fund enrollment)	Generates a list of employees enrolled in provident funds.	fit
List Of Employees Terminated From PF (list of employees terminated from provident fund)	Generates a list of employees terminated from provident funds.	fit
ESI Remittance (employee state insurance remittance)	Generates ESI remittance statement reports.	fit
PF Remittance (provident fund remittance)	Generates provident fund remittance statement reports.	fit
List of Taxable Medical Amount of Employees	Calculates and reports on medical allowance taxable amounts.	fit
List of Taxable LTA Amount of Employees (list of taxable leave travel allowance amount of employees)	Calculates and reports on leave travel allowance taxable amounts.	fit
Form 24 (Income Tax)	Generates details of all payments made to the employees, and the deductions and remittances made by the employer on behalf of the employee for the preceding financial year.	fit
Form No. 24Q	Generates details of all payments made to employees, and TDS deductions and remittances made by the employer on behalf of the employee for the preceding quarter. Generates TDS tax data files for electronic submission.	fit
Form 16 (Income Tax)	Generates Form 16 income tax data at the end of the year or upon employee termination. Generates required annual statements of remuneration paid to the employee and the taxes deducted from the employee and remitted to the tax authorities for the preceding financial year. One statement per employee is generated.	fit
Form 12BA Data	Generates Form 12BA for every employee who has been paid taxable perquisites or profits in lieu of salary. Accompanies Form 16, Form 24, or both.	fit
Form 3A Data	Generates Form 3A to provide details of employee provident fund contributions for the previous year. Accompanies Form 6A.	fit
Form 6A Data	Generates Form 6A to provide details of employee provident fund contributions for the previous year. Accompanies Form 3A.	fit
Form 6 Data	Generates Form 6 biannually to report employer contributions to the Employee State Insurance Corporation.	fit
Form 5 Data	Generates Form 5 to report details of contributions and remittances of professional tax.	fit
ESI Form 7	Generates Form 7 to provide half-year reporting of consolidated employer and employee insurance contributions, by month.	fit
LWF Form A	Generates LWF registration information.	fit

Order Management Trouble Shooters

 

The document includes the trouble shooters as a result of various scenarios in Order Management. Thanks to some inputs from the participants of this community. I took liberty to take their inputs along with my solutions as alternatives.
Your feedback makes the content more refined.

1.      Scenario: The User wants to do the order entries using Customer Item codes, in place of his own item codes.

User wants to do order entry in terms of customer items instead of internal item names. How to accomplish this with minor customizations?

1.1.   Solution:

1.      Go to Folder --> Unhide and choose the column Item Identifier for display

2.      Set the item identifier as Customer Item

3.      Now you can enter the customer item code, in the item of sales order form.

2.      Scenario: There are purchase receipts when the receipts with less than ordered happened but the POs are closed. Want to track the total pending quantities from the supplier.

 2.1.   Solution:

Try Purchase orders summary report, export to Excel and consolidate the due quantities. Beyond this, it needs customization.

3.      Scenario: Is there any defaulting rule that can be applied when creating new customer, the user wants to make customer type to Person instead of Organization, is it possible?

3.1.   Solution:

3.1.1.It should be possible using Forms Personalization or custom.pll.

3.1.2.For the trigger WHEN-NEW-FORM-INSTANCE, assign the value PERSON to the field CUSTOME_TYPE of the CTRL block.

3.1.3.In the "Actions" tab, choose:

- Object Type: Item

- Target Object: CTRL.CUSTOMER_TYPE

- Property Name:  INITIAL_VALUE

- Value: PERSON

4.      User wants a query to make to find all the Sales orders pending for a specific Customer.

4.1.   Solution:

4.1.1.You can run the report Sales Person Order Summary report / Detail Report to get this data. Give the entire range of Sales reps and enter the customer name for which you want to see the pending orders.

4.1.2.Other options is Sales order organizer where you can see the list of Sales order lines against a Customer. But you can’t give a range of selection in this screen.

4.1.3.Orders Summary Report can be used please pass the Customer Name (From/To) which is optional - please see the order management user guide for this standard report.

4.1.4.Other option is to develop simple query like -  select * from apps.oe_order_headers_all where customer_id =' customer id' ---- provide the customer id

5.      Scenario:  The user has a situation where the sales rep must find it easy on identifying the items that are specific to customer. All customers may not purchase the same type of items. Some plastic items and some automobiles and so on.  By certain logic user may want to populate only the items which are relevant to the customer.

5.1.   Solution:

5.1.1.If you are in R12, You can set the Item Orderability rules to populate specific set of items in an OU as per the rules defined.

You should make sure the profile OM: Use materialized view for Items LOV is set to Yes apart from defining the item orderability rules.

5.1.2.If you are in 11.5.10 then the only way use the item identifier type in the customer ship to as 'Customer" this will allows to make orders in customer items for that specific customer ship to - where in this requires to setup customer cross reference. This case when you try entering the parts in the order LOV will display only the customer cross reference parts.  

6.      Scenario: The user by mistake launched the pick release and wanted to restore the Sales order line to Awaiting shipping status from Picked. How can this be accomplished?

6.1.1.Backorder your delivery line. The back ordering withdraws the reservations and reset the line to status Awaiting Shipping.

(1)    Navigation:  Order Management à Shipping Transactions

(2)    Search for the order number (System Source = Order Management).

(3)    On the delivery line in the delivery tab, clock  Ship Confirm

(4)    Click Back Order Button

7.       Scenario: We have got assemblies with in option classes with decimal values. They are not getting reflected on the configuration once we populate, in spite of being optional flag ticked.

7.1.   The Profile CZ: Populate Decimal Quantity Flags must be set to Yes to make sure the decimal quantities are populated.

8.       User wants restrict ordering of only some items based on customer. For example, a customer may order plastic items and other orders only metal parts. Can someone guide on personalization?

8.1.   You may try to manipulate the item identifier type in the customer ship to by setting as 'Customer". This will allows to make orders in customer items for that specific customer ship to - where in this requires to setup customer cross reference. This case when you try entering the parts in the order the LOV will display only the customer cross reference parts

8.2.   (R12 only) You can set the Item Orderability rules to populate specific set of items in an OU as per the rules defined.

You should make sure the profile OM: Use materialized view for Items LOV is set to Yes apart from defining the item orderability rules. Else the system understands as if Item Orderability is not implemented.

Know your Business Problem First

Whenever I see some scenarios in my Profession I remember an old story. One guy goes to jungle and prays the God for years. Once he fulfills the God's satisfaction, the God appears and gives him a boon. The guy asks the God to grow some hair in the ears of his maternal uncle. There is a logic, even if stupid. The guy having such maternal uncle with hair in the ear, gets lot of wealth. The wish is still with no logic because when the god offered a boon, the guy could directly ask for wealth instead of sounding ridiculous. 

Many of my stakeholders also do the same. Instead of stating the business problem they directly ask you to do what they perceive as a solution. Consultants many times also accept to do with a directive that the Customer is right. The Consultants however forget that they are the experts and the customer looks for their advice and not to follow the advice. In this process the business requirement may or may not be met. And even if met, the important parameters like Total Cost of ownership could be impacted.

The Customers who have some technical knowledge are prone to be trapped into arriving at (perceived) solution without even defining the Problem. That is when the Consultants need to ask more questions to understand the Business Problem first and than arriving at solution.

Now there is also a challenge of doing this without hurting the Techno savvy customer. The consultant hence needs to come back with his understanding of Business Problem and many alternative solutions including what Customer has already suggested. The Consultant needs to provide the PROS and CONS for each of the alternative so that the customer him/herself will come back and narrow down to the right solution.

We also have a question on what is the right solution. Right here can be wrong somewhere else. Once again the customer needs to get more information on what is the Customer environment  the future business plans, technical capabilities, maturity of users, readiness to deploy to the solution in consideration. While I gave this many parameters, I would say, TCO (Total Cost of Ownership) is the major parameter before arriving at the Solution.

You can always give a solution and provide your attractive quote. But what is the end cost incurred by the Customer? Does he need to buy additional licenses? Does he need new hardware? Should he install a new Operating System? Should he hire a new administrator? What are such additional costs and how many of them are fixed costs and how many  are recurring? If you as a consultant do not ask these questions, the Customer will be in trouble even if you wash your hands with your service  and getting paid the service charges. And don't think you can run away. The project will be deferred or halted if the Customer budget doesn't support the other investment apart from your service charges. And you may not get the deal and you may need to leave in the middle of engagement with partial payment. At the end, you need to understand that you need t meet Customer's goals and objectives. Not just yours and your company's goals. When you go with a thought process of being in customer shoes, you will get another call from the same customer for another deal.

While this is on the outbound side, the serious challenge is from the inbound system. You as a sales or Pre-sales guy can go and confidently make a proposal when you know you have a resource pool of high quality and readiness to join the project in the timelines expected by Customer. Similarly you need to be confident that your operations team will give the needed software and setup to your offshore team to start from Day one. When your guys need to travel to abroad, your immigration and travel desk need to feel the same urgency and support you to meet the promised dates of deployment at Onshore. If any of such operations and support teams fail or feel indifferent to your priorities you will be quite defensive. The organization needs to work in such a way that all units work towards the same business objective and metrics.

This is the structure which ensures the success by all means for any service provider. And it is your organization which should drive for such togetherness and awareness of priorities.

 

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Decided to remove the posts

I posted many of my experiences and thought the readers will actively participate. I saw that there were as many as 1800+ viwes and downloads with not even one comments. Not sure what is wrong, but I am not longer motivated to share any more of my knowledge or experience. people can still contact me for help.