> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# QRG Exclude from Payment File
## 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.
## Steps
### **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).
2. Go to the **Pay Batches** object by using the Search function (see Figure 2).
3. 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).
4. 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).
5. Click on the **Exclude From Payment File** option (see Figure 5).
6. 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).
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.
7. 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).
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.
### **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).
2. 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.
## 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 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 filter applied to the Pay Batch upon creation. |
| Payees | is the count of unique Payees from related Payee Pay Batch records. |
| Payroll Date | is the anticipated date that a Pay Batch will be finalised. |
| Payment Date | defines the Payment File Release Date. |
| Payment Entity | is the Payment Entity detailed on related Pay Advices, Payment Files, and STP Lodgements for this Pay Batch. Each Pay Batch is specific to only one Payment Entity. |
| Payment File Net | is the total net amount of related Payment Files. |
| 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. |
| **Payee Pay Batch rows (under the action drop-down button next to Payee Pay Batch rows)** | |
| Adjustments | click this button to open the Adjustments screen for an individual Payee Pay Batch. |
| Calculate Payee | use this button to calculate the individual Payee Pay Batch. |
| Exclude from Payment File | use this button to exclude the total net amount associated with this Payee Pay Batch from the Payment File. This can be reversed at any time up until the Payment File is a status of Released. |
| Include in Payment File | use this button to include this Payee Pay Batch if previously ‘excluded from the Payment File’ back into the Payment File. |
| Remove Payee Pay Batch Record | use this button to delete the individual Payee Pay Batch record. |
| Reverse Payee Pay Batch | use this button to reverse all components of this Payee Pay Batch, to be processed in a new Pay Batch. |
| View Details | click this button to open the View Details Panel. |
## 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 single 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 Create a Variance Report | Task Instructions | How to create a Variance Report within the Pay Batch Manager. |