Overview

The bank balance import is how accrual bank balances are imported into WorkForce Time and Attendance. These accrual bank balances appear on employee timesheets and can be used within calculations in other parts of the system and also exported to other systems, should it be required.

Requirements Gathering and System Design

Typically, the best practice is that WFS is the system of record for accrual bank balances. The import in this case is primarily for a one time load at go-live. Bank balances can be imported on a recurring basis if WFS is not the system of record, but bank calculations should be disconnected  to avoid confusion when WFS balances are modified and differ from the source system.

Banks can be imported from a CSV file separated by any character or a fixed width file. It is possible to import to dynamic banks or aggregate banks in the case of multiple assignments.  

It is best practice to import the balance as of the period end date. The way the import is designed, the bank balance becomes effective on the day after the imported ‘as of date’. Thus, there is an option to require this and throw an error if a period end date is not used. There is also an option to default to the period end date if an as of date is not supplied.

Finally, there is an option to delete the records instead of importing. This is primarily used for supporting go-lives where a file was imported by mistake.
Balances can be imported into future or past periods. However, if the balance is imported into a closed prior period, the period must be amended and approved for the balance to be effective. The bank balance import does not do retro triggers. Additionally, some configuration may require the import of an accrual date for the bank. There is support for importing this.

Configuration

The bank balance import policy (Interfaces > Bank Balance Import) handles imports of bank balances. There is very good documentation that highlights each option by pressing the ‘F1’ key on the keyboard when mousing over the policy.
The standard base product bank balance import – called BANK_BALANCE_IMPORT – is all that is needed for most customers.
Some additional things to note are as follows:
The bank balance import bank names must match the names of Bank policies in the policy editor.
On the Custom Settings tab, the list of in-scope variables in the Script Text can be reviewed here.
If importing component banks for Multiple Assignments, you will need to additionally import an ASGNMT_MATCH_ID.
The field that needs to be added to the import to handle importing different accrual dates is called ACCRUED_DT.

Testing

Testing should be done to ensure that every kind of bank being imported has been imported. This becomes more complex in an MA environment with component and aggregate banks. Importing an accrual date for the bank balance should also be tested, if applicable.

Go-Live and Support

The GLRB will want to see that accrual balances have been imported for a significant number of employees. Though typically it is not a focus of the GLRB, anything custom in this interface should be brought to their attention. Bank balances can only be imported after employees have been imported.
Also, the Delete records instead of importing checkbox can be used if, during go-live, an incorrect file was imported. Running the import with that same incorrect file and the checkbox checked will remove all of the records imported from that file

SAP Absence & Leave Management by Workforce Software (All Versions)

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