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Purpose

The purpose of this quick reference guide is to step through the process of Exclude from Payment File. The intended audience for this document is Standard Payroll Users. Exclude from Payment File is used to exclude a single Payee from the Payment File, but must be actioned before the Pay Batch has a status of Payment File Created.

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Steps

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Exclude from Payment File

To Exclude a Payee from the Payment File, the following steps should be completed. Please skip to step 4 if you already have the Pay Batch Manager UI open on your screen:
  1. Click on the App Launcher icon (see Figure 1).
Screenshot from QRG Exclude from Payment File
  1. Go to the Pay Batches object by using the Search function (see Figure 2).
Screenshot from QRG Exclude from Payment File
  1. From the List View, select the Pay Batch you want to review with the status of Pay Advice Created and click the Launch button (see Figure 3).
Screenshot from QRG Exclude from Payment File
  1. Under the Review navigation icon of the Pay Batch Manager, locate the Payee Pay Batch that requires recalculation, and click the action dropdown button at the end of the row (see Figure 4).
Screenshot from QRG Exclude from Payment File
  1. Click on the Exclude From Payment File option (see Figure 5).
Screenshot from QRG Exclude from Payment File
  1. Once the process has been completed, a notification message will appear advising the ‘PBI(s) related to the selected PBI will now be excluded from the Payment file creation’ (see Figure 6).
Screenshot from QRG Exclude from Payment File
After actioning, all Payee Pay Batches for this Payee within this Pay Batch will be Excluded from the Payment File. For example, if the Pay Batch has 5 Payee Pay Batches in it related to the same Payee, and just one Payee Pay Batch has the Exclude from Payment File option selected, then it applies to all Payee Pay Batches for that Payee.
‘PBI’ within the notification message refers to a Payee Pay Batch which is split per Payee, per Pay Calendar Period, and is a grouping of all the related records.
  1. Users can proceed with their regular processing of the Pay Batch to the status of Payment File Released, and those that were excluded will not be included in the Payment File or the total figure detailed in the UI for the field Payment File Net. The screenshot below indicates that the Pay Advice Net amount is different from the Payment File Net amount, which must balance the value of the Payee Pay Batches actioned as Exclude from Payment File, as well as any Payee Pay Batches where the Payment Details are not set up as Payee Australian Bank (see Figure 7).
Screenshot from QRG Exclude from Payment File
Once the Pay Batch has proceeded to the status of Payment File Released, if payment is required to be made to the excluded Payee for their Net Pay, the payment will need to be created directly within the Payment Entity’s online banking system.

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Include in Payment File

If a Payee Pay Batch that has been excluded from the creation of the Payment File, now needs to be included again, and the Pay Batch status has not yet progressed to Payment File Released, please follow the below steps:
  1. Go to the Payee Pay Batch related to the Payee, now to be included in the Payment File, click the action dropdown button at the end of the row and select Include in Payment File (see Figure 8).
Screenshot from QRG Exclude from Payment File
  1. Users can proceed with the remaining steps to Create and Release the Payment File, and the Payee will now be included.
The Include in Payment File option is only available for Payee Pay Batches where the Payee has previously had the Exclude from Payment File option selected.

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Field Descriptions

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Further Information