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# QRG Define Payee Opening Balances - Deduction, ETP, Expense, and FBT
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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 - Deduction
To create a Payee Opening Balance record:
1. Go to the **Payee** record.
* To identify a Payee record from an Employee record, enter the Employee name into the
**Global Search** (see Figure 1).
* Select the **Employee** record from the suggestions provided.
* Open the **Related** tab (see Figure 2).
* Identify the **Payee** related list.
* 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 **Deduction, ETP, Expense,** or **FBT**
Record Type (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)
* **Payee**
* **Employee**
* **Effective Date**
* **Status**
* **Pay Code (as required)**
* **MTD Units, QTD Units, YTD Units**
* **MTD Value, QTD Value, YTD Value**
**Important Notes**\
*(Page 3)*
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 Superannuation Withholding Balance for an Employee.
8. If you selected Deduction Record Type:
* Populate the optional field **Superannuation Fund** to define the related
superannuation fund.
* Populate the optional field **Additional PAYG Deduction** to define the deduction that
relates to additional contributions towards PAYG Tax. These fields are not required for
any other Record Types.
9. If you selected Deduction Record Type or ETP Record Types:
* Populate the optional field **Country of Work/Visa** only if the Payee has an ATO Income
Classification of Approved Working Holiday Maker, Inbound Assignee to Australia, or
Foreign Employment Income. This should match the details provided in their PAYG
Payee Withholding Record. This field is not required for any other Record Types.
10. For Deduction, ETP, Expense, and FBT Record Types, 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.
11. Click on the **Save** button.
12. A new Payee Opening Balance Record has been created (see Figure 7).
**Important Notes**\
*(Page 5)*
If you try to delete a Payee Opening Balance that has been included in a Pay Batch, you will receive
the message ‘ERROR: You cannot delete a Payee Opening Balance when it has been included in a
Pay Batch.’
13. 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.
14. When complete, click on the **Save** button.
# Field Descriptions
| Field Name | Description |
| ---------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Additional PAYG** **Deduction** | This field is the additional PAYG Deduction and relates to the Deduction Record Type only. |
| **ATO Income** **Classification** | The associated ATO Income Classification for this Opening Balance. |
| **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** | 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 Payee Aggregates and then sent via STP to the ATO. If this field is checked, any MTD, QTD, YTD values will not be added to Payee Aggregates. |
| **MTD Units** | These are the units to be included in the Month to Date of this Payee Opening Balance. |
| **MTD Value** | This is the Month to Date monetary value being brought in from the prior software system for this particular Pay Code. |
| **Pay Batch Event** | The associated Pay Batch Event created automatically by the system for inclusion in the Pay Batch creation process. |
| **Pay Code** | The related Pay Code record. |
| **Payee** | The related Payee record. |
| **Payee Leave Rule** | The related Payee Leave Rule for the Leave Balance Units to be applied to. |
| **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** | 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 Balance Record. |
| **QTD Value** | This is the Quarter to Date monetary value being brought in from the prior software system for this particular Pay Code. |
| **Status** | Indicates at which point in the payrun process this Payee Opening Balance is currently at. |
| **Superannuation** **Fund** | This is the related superannuation fund for Employer and Employee contributions. This field relates to the Deduction Record Type only. |
| **YTD Units** | These are the units to be included in the Year to Date of this Payee Opening Balance Record. |
| **YTD Value** | This is the Year to Date monetary value being brought in from the prior software system for 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 |