QRG Create a Variance Report

Purpose

The purpose of this quick reference guide is to step through the process of creating a Variance Report within a Pay Batch. The intended audience for this document is Standard Payroll Users. This report is only able to be run from the Pay Batch Manager page and is normally done before the Pay Batch is Payment File Released, to identify variances between the current Pay Batch and another previously processed Pay Batch.

Steps

Create a Variance Report

To create a Variance Report, the following steps should be completed. Please skip to step 4, if you already have the Pay Batch Manager UI open on your screen:

Click on the App Launcher icon (see Figure 1).

Screenshot from QRG Create a Variance Report

Go to the Pay Batches object by using the Search function (see Figure 2).

From the List View, select the Pay Batch you want to review with a status of Calculated, Finalised, Pay Advices Created, or Payment File Created, and click the Launch button (see Figure 3).

Click on the Reporting navigation icon (see Figure 2).

On the Reporting page, the following required fields must be populated: (see Figure 3)
1. Pay Run 1 defaults to the current Pay Batch and is not able to be changed.
2. Variance Type may be pre-populated already if this is defined on the related Pay Schedule. If this is blank, or you want to make a change for the current report you will be generating, Users should select from the available picklist values.
3. Variance Threshold may be pre-populated already if this is defined on the related Pay Schedule. If this is blank or you want to make a change for the current report you will be generating, Users should populate with the Value or Percentage.
4. Pay Run 2 must be populated with the Pay Batch to be used to compare with Pay Run 1.

Click on the Generate button (see Figure 4).

The Variance Report creation process will begin (see Figure 5).

You will see a confirmation message displayed briefly in the Pay Batch Manager heading once the Variance Report has been created. A new Variance Report CSV file will appear at the bottom of the page. Please click on the CSV file link to download it (see Figure 6).

Each report created from a Pay Batch will remain appearing on the Reporting page, with the identifier between the reports being the date and time it was run within the name on the Report (see Figure 7).
Open the CSV file to review the data displayed in the Variance Report within Excel.

Field Descriptions

Field Name	Description
Main UI
Acknowledge Alerts	is used to accept alerts that appear as warnings but do not need any further action or updates to the records.
Tabs (All Employees, Uncalculated, Calculate Failed, Calculated, Leave, Payee, Assignment, Transaction, and Payee Pay Batch)	All Employees tab displays all the Payee Pay Batches in this Pay Batch. Uncalculated tab displays only the Uncalculated Payee Pay Batches. Calculate Failed tab displays only the Payee Pay Batches with a status of Failed. Calculated tab displays only the Calculated Payee Pay Batches. Leave tab will display all leave Transactions and Accruals. Payee tab displays a list of warnings flagged for Payees to be reviewed. Assignment tab displays a list of warnings flagged for Assignments to be reviewed. Transaction tab displays a list of warnings flagged for Transactions to be reviewed. Payee Pay Batch tab displays a list of warnings flagged for Payee Pay Batches to be reviewed.
Bulk Add	is used to add Payee Pay Batches or individual Pay Transactions that match the original filter of the Pay Batch creation to the Pay Batch.
Bulk Remove	is used to remove Payee Pay Batches from the Pay Batch in bulk.
Calculate (navigation icon)	click this navigation icon to view options related to Calculating the Pay Batch and the Part Calculate or Calculate All buttons.
Calendar Period	is the date range applicable for this Pay Batch. The Pay Batch may also contain Payee Pay batches relating to earlier Pay Calendar Periods if it was created with the ‘Include Earlier Periods’ checkbox selected.
Delete Pay Batch	This option can be used to permanently delete the Pay Batch. Using this option doesn’t delete any Payee data but deletes the Pay Batch and any relationship with this Pay Batch on related records (i.e. Pay Transactions, Leave Events, etc) only so that a new Pay Batch can be created.
Finalise (navigation icon)	click this navigation icon to view and action various options related to finalising the Pay Batch.
Pay Advice Net	is the total net amount of related Pay Advices.
Pay Schedule	defines the Pay Schedule of the Pay Batch.
Payees	is the count of unique Payees from related Payee Pay Batch records.
Payment Date	defines the Payment Date on the Payment File. This can be in the future, but it can not be in the past.
Payment Entity (on the Main UI)	is the Payment Entity that this Pay Batch is associated with.
Payment File Net	is the total net amount of the related Payment File.
Payroll Date	is the date that a Pay Batch will be finalised. This date can be in the future, but can not be a historic date.
Reporting (navigation icon)	click this navigation icon to generate a Variation Report for this Pay Batch to compare it to another Pay Batch.
Review (navigation icon)	click this navigation icon to view options related to reviewing the Pay Batch.
Total Gross	is the total gross earnings from all related Payee Pay Batch records.
Total Net	is the total net earnings from all related Payee Pay Batch records.
Variance Reporting
Pay Run 1	defaults to the current Pay Batch and is not able to be changed.
Pay Run 2	is the Pay Batch to be used to compare with Pay Run 1.
Variance Threshold	may be pre-populated if this is defined on the related Pay Schedule. If this is blank or you want to make a change for the current report you will be generating, Users should populate with the Value or Percentage.
Variance Type	may be pre-populated if this is defined on the related Pay Schedule. If this is blank, or you want to make a change for the current report you will be generating, Users should select from the available picklist values.

Further Information

Document	Document Type	Description
QRG Pay Batch Key Information	Information Quick Reference	Outlines useful information relevant to 2cloudnine Payroll’s Pay Batch functionality. The document includes definitions, prerequisites, diagrams, and other non-instructional information on how it facilitates efficient management of Pay Batches from Creation through Review, Calculation, and Finalisation.
QRG Create a New Pay Batch	Task Instructions	How to create a new Pay Batch through the Pay Batch Manager.
QRG Review a Pay Batch	Task Instructions	How to Review the Pay Batch on a Pay Batch level and an individual Payee Pay Batch level, as well as the steps required to use the Remove Pay Transaction, Remove Individual Payee Pay Batch records, Bulk Remove, Bulk Add, and Manual Adjustment functionalities within the Pay Batch Manager.
QRG Calculate a Pay Batch	Task Instructions	How to Part Calculate and Calculate All a Pay Batch as well as the steps to View and Resolve / Acknowledge Flags through the Pay Batch Manager.
QRG Finalise a Pay Batch	Task Instructions	How to Finalise a Pay Batch, Unfinalise a Pay Batch, Create and Distribute Pay Advice documents, and Create and Release Payment Files through the Pay Batch Manager.
QRG View Leave Accruals via Pay Batch Manager	Task Instructions	How to view Automatic Leave Accruals using Pay Batch Manager.
QRG Calculate a single Payee within a Pay Batch	Task Instructions	How to Calculate a Payee in isolation within the Pay Batch Manager.
QRG Reverse Payee Pay Batch	Task Instructions	How to Reverse a Payee Pay Batch within the Pay Batch Manager.
QRG Exclude from Payment File	Task Instructions	How to Exclude a Payee Pay Batch from the Payment File.

​Purpose

​Steps

​Create a Variance Report

​Field Descriptions

​Further Information

Purpose

Steps

Create a Variance Report

Field Descriptions

Further Information