Managing the Year End Preprocess

Year End Preprocessing involves the following operations:

arrow icon   To run the Year End Preprocess:

Run the Year End Preprocess from the Submit Requests window.

  1. In the Request Name field, select Federal or Provincial Year End Preprocess.

  2. In the Parameters window, use the Lists of Values in the Report Type, Year and Government Reporting Entity, or Provincial Reporting Entity fields to specify the Year End Preprocess that you want to run.

  3. Click OK and then Submit.

  4. On completion of the process, check the logfile for counts of successful, skipped, and assignments in error.

    Note: The Payroll Process and Year End Preprocess should not be run concurrently. Running the processes concurrently can results in table locking and performance issues.

arrow icon   To view the archived data:

  1. Select Assignment Process Result from the View menu.

  2. Select the appropriate assignment.

  3. Select one of the following:

  4. Click View Results.

    The View Archived Values window opens. This displays data archived for an employee, including:

    This information is read-only.

    Note: The check box on this window indicates if the Year End Preprocess was locked by a magnetic media process (such as T4 Magnetic Media) and cannot be rolled back or marked for retry.

arrow icon   To troubleshoot the archived data:

During the archival process, the Year End Preprocess reports on the number of assignments successfully archived, skipped, or in error. To view the archive's error information:

  1. Open the Requests window.

  2. Select your request, and click View Log.

    This displays the Year End Preprocess's logfile, including counts of successful, skipped, and assignments in error.

  3. Open the Payroll Processes window.

  4. Query for your Year End Preprocess archive:

  5. Click Find.

    Oracle Payroll returns a list of all archives matching your search criteria.

To view detailed process status, select your archive and click Process Info.

For error information, select your archive and click Message.

To see a list of all assignments completed, skipped, in error, and so on, select your archive and click Assignment Process. To view additional error information, select the assignment in error and click Message.

arrow icon   To adjust and retry the Year End Preprocess:

If you have changed an employee's record or added an employee after running the Year End Preprocess, you have three options to update those employees:

Note: If you make the following changes after running the Year End Preprocess, you must rollback and rerun the archiver.

The Add to Archive functionality does not work for these cases because the assignment already existed and was already processed.

If you have run the Federal Year End Amendment Preprocess or Provincial Year End Preprocess, you must first rollback these processes before you can rollback or retry the Year End Preprocess.

See: Federal Year End Amendments and Provincial Year End Amendments

To retry the Year End Preprocess

Retrying the Year End Preprocess re-archives any employee assignments that you have marked for retry. To make adjustments to employees after running the Year End Preprocess:

  1. Run the Retry Payroll Process.

  2. Select the Federal or Provincial Year End Preprocess.

  3. Mark for retry individual employees or retry by assignment set.

You can mark individual assignments for retry in the Employee Assignment Process window. The Year End Preprocess leaves the other employees' archived data intact. Only those employees marked for retry are processed, adding their data to the archive.

You can re-archive employer data by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting Retry Payroll Process from the Submit Requests window.

If there are no employees in the GRE or PRE, you cannot perform a retry. You must rollback the process and then rerun the Year End Preprocess.

Note: If you have generated any of the following reports, you must first roll them back prior to retrying the Year End Preprocess:

  1. In the Name field, select Retry Payroll Process.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. In the Process Year field, enter the appropriate year.

  4. In the Process Type field, select Magnetic Report.

  5. In the Payroll Process field, select the appropriate Year End Preprocess.

  6. Click OK and then Submit.

To roll back the Year End Preprocess

When you rollback the Year End Preprocess, you remove all archived data on year end balances from the system. Rolling back and rerunning the Year End Preprocess reruns the process for the entire GRE and recreates the archive completely.

Note: Marking employees for retry or adding employees to the archive is preferable to rolling back the preprocess. Consider these options prior to performing a rollback.

If you have generated any of the following reports, you must roll them back prior to rolling back the Year End Preprocess:

Rollback the Year End Preprocess from the Submit Requests window.

  1. In the Name field, select Rollback.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Payroll Process field select the Federal or Provincial Year End Preprocess from the List of Values.

  4. Click OK then Submit.