Process a Direct Retro Distribution

Overview

A direct retro distribution is used to move a salary expense from one ChartField to another after payroll has run and the expense has been recorded in the General Ledger. A direct retro distribution is made to ensure that Human Resources budgets and accounting are accurately reflected in the General Ledger. The direct retro distribution process is a search and replace process, with a few steps more than in a typical word processing document. Instead of replacing words or phrases, the direct retro distribution process searches for and replaces ChartFields.

Process

flowchart, described below

  1. Validate the direct retro distribution request with the Review Actuals Distribution page, paying attention to earnings codes and earnings end dates because that will impact how you search
  2. Once you have navigated to the Process Direct Retro Dist search page, create a new run control ID by clicking on the Add a New Value tab to start the direct retro distribution
  3. On the Process Direct Retro Distribution page, record the earnings begin and end dates
  4. Select the search criteria using the lookup(s)
  5. Record the sequence and amount
  6. Record the new ChartField and/or Account, as applicable, using the lookup to select and the ChartField Details link to record the ChartField(s)
  7. Save the direct retro distribution and run the search process
  8. Review your search results
  9. Select the paycheck(s) to change. If your search spanned multiple earnings periods, you will see multiple paychecks. If you are not satisfied with your results, or if you did not get the results you expected, you can refine your search criteria
  10. Save and post the changes
  11. Verify the posting of the direct retro distribution on the Review Actuals Distribution page

Demonstrations

Steps

1. Open the Direct Retro Distribution component.

Path: Payroll - Payroll Distribution - Commitment Accounting - Process Direct Retro Dist

2. Start the direct retro distribution.

a. Click Add New Value tab.

b. Click the Add button add.

Make note of the Run Control ID number in the Human Resources Action Request (HRA) system. This number is located at the top of all direct retro distribution pages and will be needed if you need to open an incomplete direct retro distribution or review a completed direct retro distribution.

3. Record the earnings begin and end dates.

earnings begin and end dates

4. Record the search criteria.

a. Select the field desciption using the lookup icon lookup icon.

b. Type the field value.

screenshot of search criteria

5. Add a new row by clicking the add a new row icon plus sign​ and repeat step 4 to add additional search criteria, as needed.

6. Record the ChartField values and amounts that should be updated.

a. Record the Sequence.

The line with a sequence of 1 will be processed first, sequence 2 will be processed second, sequence 3 will be processed third, and so on. When you have multiple ChartFields, ChartFields that are changing a set dollar amount should have lower sequence numbers, and the ChartField that will get any remaining earnings amount should have the highest sequence number. 

b. Record the Amount.

c. Select Combo Code as the Field Description.

Do not select Account as the Field Description.

d. Click the ChartField Details link to record the combo code or ChartField.

screenshot of chartfields to change

7. Add a new row by clicking the add a new row icon plus sign and repeat step 6 to add additional rows ChartField values and amounts to update, as needed.

The total amount must equal the original amount distributed on the original ChartField for the earnings period. You must add an additional sequence for the remaining expense. If you don’t, the full expense will be charged to the new ChartField.

8. Click the run button.

run button circled

At this point, you have not made any changes to earnings distributions. You are only searching for earnings that meet your search criteria.

9. Review the search results on the Retro Distribute Earnings page.

If you are not satisfied with your results, or if you did not get the results you expected, you can refine your search criteria by opening the existing direct retro distribution. 

If no search results were returned, return to your search criteria and review your data entry for errors.

no results displayed on search results page

10. Select the appropriate paycheck(s) in the Check Earnings Lines section.

paycheck selected

11. Click the Save & Post button to complete the direct retro distribution.

If you start a direct retro distribution, but decide not to complete it, you must select the first row, change the status from Editing to Delete, and click the Save & Post button.

review retro distribution msgs page

11. Review any messages that may be displayed.

When you have successfully saved your changes and receive no warnings or error messages, you will see the Review Retro Distributions Msgs Find an Existing Value page. This means that your direct retro distribution was saved and posted successfully.