> ## 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 Reverse Payee Pay Batch
## 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:
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 reverse one of the Payee Pay Batches with
the status of Payment File Released and click the **Launch** button (see Figure 3).
4. 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).
5. Click on the **Reverse Payee Pay Batch** option (see Figure 5).
6. A popup will appear with a message, confirming you wish to continue (see Figure 6).
7. Click on the **OK** button to proceed, if you select **Cancel** nothing will be actioned.
8. A notification will appear indicating the ‘Transaction reversal process has started’ (see Figure 7).
9. Once the reversal process has been completed, the notification message will update to indicate
that the ‘Transaction reversal process has completed’ (see Figure 8).
10. 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).
11. 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.
12. Depending on why the Payee Pay Batch has been reversed will determine what needs to occur next with the new Pay Batch.
1. 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.
2. 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.
The number of scenarios that would benefit from using the Reverse Payee Pay Batch
are too many to include in this QRG. If you have a specific scenario that you are unsure
if this is the best function to use, please contact your Support team.
Pay Batch Manager and Invoice Generation Manager are two different functionalities.
Any Pay Transactions created via the Reverse Payee Pay Batch function, or as manual
Pay Transactions within the Adjustments Pay Batch Manager screen, will only be used
within Pay Batch calculations and processing. They will not appear or be processed
within the Invoice Generation Manager.
## Field Descriptions
| Field Name | Description |
| ------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Main UI** | |
| 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. |
| 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. |
| 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. |
| 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. |
| 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 Payee in isolation within the Pay Batch Manager. |
| QRG Exclude from Payment File | Task Instructions | How to Exclude a Payee Pay Batch from the Payment File. |
| QRG Create a Variance Report | Task Instructions | How to create a Variance Report within the Pay Batch Manager. |