Purpose
The purpose of this quick reference guide is to step through the process of Reversing a Payee Pay Batch. The intended audience for this document is Standard Payroll Users. Reverse Payee Pay Batch is used to reverse a single Payee Pay Batch, and would normally be done to a Pay Batch that has a Status of Payment File Released. All Pay Transactions and calculations processed in the original Payee Pay Batch will be duplicated in reverse, ready to be included when a new Pay Batch is created, matching the filter criteria of the Pay Transactions. This process can also be used when a Payee has been overpaid and has made a refund of the original Net Pay amount to the Payment Entity’s bank account.Steps
Reverse Payee Pay Batch
To Reverse a Payee Pay Batch, 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).
- 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 reverse one of the Payee Pay Batches with the status of Payment File Released and click the Launch button (see Figure 3).
- Under the Review screen of the Pay Batch Manager, click the action dropdown button at the end of the row for the Payee Pay Batch record to be reversed (see Figure 4).
- Click on the Reverse Payee Pay Batch option (see Figure 5).
- A popup will appear with a message, confirming you wish to continue (see Figure 6).
- Click on the OK button to proceed, if you select Cancel nothing will be actioned.
- A notification will appear indicating the ‘Transaction reversal process has started’ (see Figure 7).
- Once the reversal process has been completed, the notification message will update to indicate that the ‘Transaction reversal process has completed’ (see Figure 8).
- The Reversal process creates a clone of all Pay Transactions in the original Payee Pay Batch but reversed. The Pay Transactions will be ready to be included in the next Pay Batch created using filters that would match the Reversal Pay Transactions (i.e. Maximum Payment Date, Payment Entity, Schedule, etc).
- You will need to create the Pay Batch and process the calculation and subsequent Pay Batch steps for these Pay Transactions to be reversed. To learn more about how to create and calculate a new Pay Batch, please refer to the QRGs Create a New Pay Batch and Calculate the Pay Batch.
- Depending on why the Payee Pay Batch has been reversed will determine what needs to occur next with the new Pay Batch.
- If the Payee was overpaid, and the money was refunded to the Payment Entity, Users will need to create a Pay Transaction using a Deduction type of Pay Code, called Negative Net Adjustment (or something similar) to offset the amount refunded.
- Alternatively, if the Payee Pay Batch is now required to be processed against new Pay Codes, for different Quantity of hours/days, Rates, etc, Users will need to create new Pay Transaction(s) for the correction in this new Payee Pay Batch to reflect what should have been processed originally.