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# QRG Define Payee Opening Balances - Allowance, Payment, and Lump Sum
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# Purpose
The purpose of this quick reference guide is to step through the process of defining the Payee Opening
Balances. The intended audience for this document is Standard Users.
# Steps
### Create Payee Opening Balances - Payment
To create a Payee Opening Balance record:
1. Go to the **Payee** record.
1. To identify a Payee record from an Employee record, enter the Employee name into the
Global Search (see Figure 1).
2. Select the Employee record from the suggestions provided.
3. Open the Related tab (see Figure 2).
4. Identify the Payee related list.
5. Select the Payee record.
2. Within the Payee record, click on the **More** button (see Figure 3).
3. Click on **Opening Balances** .
4. In the Payee Opening Balances tab, click on the **New** button (see Figure 4).
5. To create a Payee Opening Balance record, select either the **Allowance**, **Lump Sum**, or **Payment**
Record Type as required (see Figure 5).
6. Click **Next.**
7. Populate the following required fields to provide the base details of the Payee Opening Balance
record: (see Figure 6)
1. **Payee**
2. **Employee**
3. **Effective Date**
4. **Status**
5. **ATO Income Classification**
6. **Pay Code**
7. **MTD Units, QTD Units, YTD Units**
8. **MTD Value, QTD Value, YTD Value**
**Important Notes**\
*(Page 4)*
The Status must be entered as Confirmed which creates a Pay Batch Event, and automatically
populates the fields of Pay Batch Event and Pay Batch Event Processing Status upon saving this
Record. Ensure that the Payee Opening Balance records are processed in a Pay Batch so that they are
included in the Payee Aggregate Records.
The correct Effective Date must be populated, otherwise, it can't be picked up in a Pay Batch to be
included in the Payee Aggregates for a Pay Code for an Employee.
8. Populate the following optional fields as needed:
1. If the ATO Income Classification is an Approved Working Holiday Maker, Inbound
Assignee to Australia, or Foreign Employment Income, populate the field **Country of**
**Work/Visa** with the relevant country from the list available. This should match the details
provided in their PAYG Payee Withholding Record.
2. To indicate that this Payee Opening Balance record will be used only during the Pay
Batch calculations, but not included in the Finalisation process, tick the optional **Exclude**
**from Finalise** checkbox. This would normally be populated when the Payee has a Payee
Withholding Rule for the PAYG record type. This record will be used in the calculation of
YTD earnings for Working Holiday Maker PAYG and also for observing superannuation
caps during Pay Batch calculations.
3. If you selected the Lump Sum Record Type and wish to populate the Financial Year End
Date applicable to this Lump Sum E payment, populate the **Lump Sum E Year End Date**
field.
9. Click on the **Save** button.
10. A new Payee Opening Balance Record has been created (see Figure 7).
**Important Notes**\
*(Figure 7)*
If you try to delete a Payee Opening Balance that has been included in a Pay Batch, you will receive
an error message ‘ERROR: You cannot delete a Payee Opening Balance when it has been included in
a Pay Batch.’
11. To modify an existing **Payee Opening Balance** record, open the required record and
select the **Edit** button available on the top right side of the page. You can also
double-click in any of the fields that need editing, or just click on the pencil icon
that appears within fields when you move your cursor over the field.
12. When complete, click on the **Save** button.
# Field Descriptions
| Field Name | Description |
| ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **ATO Income** **Classification** | This is the associated ATO Income Classification for this Opening Balance. |
| **Country of** **Visa/Work** | The home country for WHM (Working Holiday Maker) and IAA (Inbound Assignees to Australia), or the country of work for FEI (Foreign Employment Income). |
| **Effective Date** | Determines which Calendar Period the Payee Opening Balance record should be included in the Pay Batch processing based on the Payee’s Pay Schedule. |
| **Employee** | This is the related Employee record. |
| **Exclude From** **Finalise** | Indicates that a confirmed Payee Opening Balance record will be used during Pay Batch calculations, but not included in the Finalise process, which gets included in the Payee Aggregates and then sent via STP to the ATO. If this field is checked, any MTD, QTD, or YTD values will not be added to Payee Aggregates. |
| **Lump Sum E** **Year End Date** | The Financial Year End Date is applicable if this is a Lump Sum E payment. |
| **MTD Value** | The Month to Date monetary value being brought in from the prior software system of this particular Pay Code. |
| **MTD Units** | These are the units to be included in the Month to Date of this Payee Opening Balance. |
| **Pay Batch Event** | The associated Pay Batch Event created automatically by the system for inclusion in the Pay Batch creation process. |
| **Pay Code** | This is the related Pay Code record. |
| **Payee** | This is the related Payee record. |
| **Payee Opening** **Balance Name** | This is the automatically generated name given to the new Payee Opening Balance record upon saving the record. |
| **Payee Pay Batch** **Processed** | This is the Payee Pay Batch this Payee Opening Balance was processed in. |
| **QTD Units** | These are the units to be included in the Quarter to Date of this Payee Opening Record. |
| **QTD Value** | The Quarter to Date monetary value being brought in from the prior software system of this particular Pay Code. |
| **Status** | Indicates at which point in the payrun process this Payee Opening Balance is currently at. |
| **YTD Units** | These are the units to be included in the Year to Date of this Payee Opening Record. |
| **YTD Value** | The Year to Date monetary value being brought in from the prior software system of this particular Pay Code. |
# Further Information
| Document | Document Type | Description |
| ------------------------- | ----------------- | ---------------------------- |
| QRG Create a Payee record | Task Instructions | How to create a Payee Record |
| QRG Create a Pay Batch | Task Instructions | How to create a Pay Batch |