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# QRG Define Payee Opening Balances - GST Withholding
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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 - GST Withholding
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 GST Withholding Payee Opening Balance record, select **Withholding - GST** from the
list of available Record Types (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. **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 Withholding Balance for an Employee.
8. Populate the following optional fields as needed:
1. To define the income classification for these earnings/withholdings, choose a suitable
income classification in the **ATO Income Classification** picklist (see Figure 6).
2. If GST units are required for MTD, QTD and YTD, and/or values are required for MTD
and QTD, the following fields should be populated:
1. **MTD Units, QTD Units, YTD Units**
2. **MTD Value, QTD Value**
3. 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**
9. Click on the **Save** button.
10. 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
an error message saying “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. |
| **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 of this particular Payee Withholding. |
| **Pay Batch Event** | This is the associated Pay Batch Event created automatically by the system for inclusion in the Pay Batch creation process. |
| **Payee** | 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** | 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** | The Quarter to Date monetary value being brought in from the prior software system of this particular Payee Withholding. |
| **Status** | Indicates at which point in the payrun process this Payee Opening Balance is sitting. |
| **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 Payee Withholding. |
## 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 |