QRG Calculate a Pay Batch

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Purpose

The purpose of this quick reference guide is to step through the process of Calculating a Pay Batch, and Reviewing and Resolving / Acknowledging Flags through the Pay Batch Manager. The intended audience for this document is Standard Payroll Users. Once the Pay Batch has been created, the first step is to Calculate the Pay Batch which changes the status from Uncalculated. Pay Batches will be required to have a Part Calculate or Calculate All performed once or multiple times as required, before the eventual Finalise of a Pay Batch, to ensure any adjustments or changes made have been included in the overall calculations of the Pay Batch. A Pay Batch is considered as successfully calculated when the Status changes to Calculated. This is done by using the Part Calculate or Calculate All buttons as required. After calculating, the Pay Batch will display amounts in the Total Gross and Total Net fields. If there are any errors or warnings during the Calculate process, they must be acknowledged or resolved before proceeding with the Calculate process again, or with Finalising the Pay Batch.

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Steps

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Calculate a Pay Batch

To Calculate a 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 review with the status of Uncalculated, Part Calculated, Calculated with Errors, or Calculate Failed and click the Launch button (see Figure 3).

4. From within the Pay Batch Manager, go to the Calculate navigation icon available from the vertical navigation icons (see Figure 4).

5. Click on the Calculate All button.
   A pop-up message indicating that the Calculation Process has commenced will be shown. The Pay Batch Status will be updated to Calculating, and a progress bar showing the progress of the Calculation Process will be displayed (see Figure 5).

6. Once the Calculation Process is complete, the Payee Pay Batch Status will be updated to Calculated, Calculate Failed, or Calculated with Errors, based on the successful completion of the process:
   1. If the Calculation Process is completed successfully, the Status of the Pay Batch will be updated to Calculated. The Pay Batch will now display values in the Total Gross and Total Net fields (see Figure 6). Any applicable PAYG Tax, GST, Superannuation, Deductions, and Allowance Pay Transactions will be available for review via Record Detail View or Adjustments Manager for each Payee Pay Batch.

2. If the Calculation Process fails, the Status of the Pay Batch will be updated to Calculated with Errors or Calculate Failed. The reason for the failure must be addressed before the Pay Batch can be Calculated again or Finalised. Generally, a Calculation Failed status results from an error with one or more of the records associated with the Pay Batch. If this occurs, a Debug Log will be created to provide details of the error.
3. Within the All Employees tab of the Payee Pay Batch table, the Payee Pay Batch records that are successfully Calculated will display a blue coloured dot to the left of the Payee Name. A red coloured dot will display if the Calculation Failed. The orange coloured dot will be displayed for those Payee Pay Batch records that remain Uncalculated or Part Calculated, which occurs when additions are made to the Payee Pay Batch since the last Calculation was performed on the Pay Batch (see Figure 7). To assist Users in isolating the Payees with a status that needs to be reviewed (except Calculated), the Filter Tabs of Uncalculated / Calculate Failed / Calculated Quick can be used to filter these records.

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Re-Calculate a Pay Batch

After making adjustments or changes to Calculated records, use the Part Calculate or Calculate All buttons to recalculate the values held for each Payee Pay Batch. This can be completed in 2 ways:

1. Calculate All - to kick off the Calculate process for an entire Pay Batch; or
2. Part Calculate - to kick off the Calculate process for only Payees who have Payee Pay Batches where the status is Uncalculated via the standard UI List.

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Calculate All

To perform a full Calculation on the entire Pay Batch, even for Pay Batches that already have a Status of Calculated, the following steps should be completed:

1. Go to the Calculate navigation icon.
2. Click the Calculate All button (see Figure 8).

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Part Calculate an Entire Pay Batch

To Calculate only Payees within a Pay Batch, who have Payee Pay Batches that are not a Status of Calculated, the following steps should be completed:

1. Go to the Calculate navigation icon.
2. Click the Part Calculate button (see Figure 9).

The Calculation process will commence with a summary of the Calculation progress shown on the page (see Figure 10).

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Calculate Payee Pay Batches for a Single Payee

To learn more about calculating Payee Pay Batches for an individual Payee, please refer to the QRG Calculate a Single Payee within a Pay Batch.

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Viewing, Actioning, and Acknowledging Flags

Flags are used to provide Users with a way of identifying Warnings and Critical Alerts. While Payee Pay Batches with Warnings can be included within a Finalised Pay Batch, those with Critical Alerts can not. The Calculation Process determines if one or more Flags apply. Users can identify flags that apply to a Pay Batch by completing the following:

1. Go to the Review navigation icon.
2. If there are any flags that apply to a Payee Pay Batch, outlined on the All Payees, Uncalculated, Calculate Failed, and Calculated tabs, a Flag Icon (, , and/or ) will be displayed at the end of the row of the table, to the left of the action button (See Figure 11).

3. If there are any Flags identified, the details of Flags can be viewed/actioned:
   • On a Pay Batch level, through the flag filter tabs of Payee, Employee, Transactions and Payee Pay Batch (see Figure 12).

• On an individual Payee Pay Batch record level, through the Payee Pay Batch View Details screen within the Alerts tab (see Figure 13).

4. The reason provided in the area ‘Incomplete Reason’ for the Flag(s) to be reviewed/acknowledged, can be used to determine the action required to correct the issue.

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To Resolve the Warnings and Critical Alerts

To Resolve Warnings and Critical Alerts:

1. Create any additional source records and/or edit existing source records to resolve the issue detailed as the flag reason.
2. To verify that the Warning / Critical Alert is resolved, perform a Calculate Payee on the Payee Pay Batch or a Part Calculate on the Pay Batch.

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To Acknowledge Flags for Warnings

1. To Acknowledge Warnings, at the Pay Batch level:
   1. Multi-select the checkboxes alongside the Flag(s) to be acknowledged.
   2. Click on the Acknowledge Alerts button (see Figure 14).

2. To Acknowledge Warnings at the Payee Pay Batch level:
   1. From within the Pay Bach, go to the Payee Pay Batch Tab (see Figure 15).
   2. Click the Action drop-down button next to the relevant Payee Pay Batch .

3. Select the Acknowledge Alerts option. (see Figure 16).

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Field Descriptions

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Further Information