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Purpose

The purpose of this quick reference guide is to step through the process of creating a new Pay Batch using the Pay Batch Manager. The intended audience for this document is Standard Payroll Users. A Pay Batch is used to process calculations and send payments to numerous Payees. The Pay Batch process within 2cloudnine Payroll involves steps that are outlined in different Quick Reference Guides (QRGs) e.g. Create a Pay Batch, Review a Pay Batch, Calculate a Pay Batch, and Finalise a Pay Batch. This document covers the first steps to Create a Pay Batch. Pay Batches created within the 2cloudnine Payroll can be either Standard Pay Batches or Adjustment Pay Batches for when backdated Payment Files are required to be processed. Within Standard Pay Batches, the Payee Aggregates created during the Finalise Process of the Pay Batch will be accumulated based on the current financial year’s Calendar Periods. When this Pay Batch Type is used, the Payment Date cannot be earlier than the current date. Within Adjustment Pay Batches, the Payee Aggregates created during the Finalise Process of the Pay Batch will be accumulated based on the relevant month, quarter, or even the previous financial year’s calendar periods as would match the Payment Date Calendar Periods. When this Pay Batch Type is used, the Payment Date can be set at an earlier date than the current date, however, this would normally only be used when the payment by aba file has already been completed.

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Steps

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Initiating the Create Pay Batch Process

To initiate the Create Pay Batch process, follow the below steps:
  1. Click on the App Launcher icon (see Figure 1).
Screenshot from QRG Create a New Pay Batch
  1. Go to the Pay Batches object by using the Search function (see Figure 2).
Screenshot from QRG Create a New Pay Batch
  1. On the List View page, click on the New button (see Figure 3).
Screenshot from QRG Create a New Pay Batch
  1. The Pay Batch Manager UI will open. You will be presented with the Create Pay Batch screen that shows the various filter options available (see Figure 4).
Screenshot from QRG Create a New Pay Batch

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Create a new Pay Batch

Once the Pay Batch Manager UI has opened, follow the steps below to create a new Pay Batch:
  1. Click the button on the left-hand side of the screen (see Figure 5).
Screenshot from QRG Create a New Pay Batch
The Create Pay Batch button is only available for use when no Pay Batches are open within the Manager. The button and Filter Panel are disabled once a Pay Batch is created or while an existing Pay Batch is open. If the button is disabled you must close the Pay Batch Manager and recommence from Step 1.

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Populating the Select Filter panel

  1. Select the Pay Batch Type ( Standard or Adjustment ) (see Figure 6). By default, Standard is selected.
  2. Click on the Basic tab.
  3. Populate the following required fields:
    1. Maximum Payroll Date
    2. Include Earlier Periods (deselect when only the current Calendar Period is needed in Pay Batch)
    3. Payment Entity (up to 5 can be entered, and will create a separate Pay Batch for each)
  4. Payee Selection Filters (displayed under the Schedule heading as option buttons). These buttons will not be enabled until a Payment Entity is selected
    1. Choose Default to select Payee records based on the Payee Selection field held on the Pay Schedule record.
    2. Choose Transaction Only to include Payee-related Pay Transactions, which are generated via processes external to the Pay Batch calculation (e.g. Timesheet Interpretation or Expense Claims).
    3. Choose All to include the Payee-related Pay Transactions which are generated via processes external to the Pay Batch Calculation as well as records relating to Payees who are paid via remuneration-based / auto-pay Assignment Rates.
    4. Schedule This filter will not be enabled until a Payment Entity is selected, and is to be populated with the Pay Schedule(s) (up to 5 if required)
  5. If required, populate the following optional fields:
    1. To filter the Pay Batch based on specific Employees, populate the Employee field (up to 5 if required)
    2. To filter the Pay Batch creation based on specific Clients, populate the Client field (up to 5 if required)
    3. To filter the Pay Batch creation based on specific Payee Locations, populate the Payee Location field (up to 5 if required)
    4. To filter the Pay Batch creation based on whether funding is required or not, populate the Funding Requirement field.
Screenshot from QRG Create a New Pay Batch
The Standard Pay Batch Type should be used when creating most Pay Batches. The Select Filter behaves the same way for both the Standard and the Adjustment Pay Batch Types, however, the option does impact the processing of the new Pay Batch. The Adjustment Pay Batch Type should only be used if the Pay Batch is to be an adjustment for the previous financial year, or the Payment File is required to be backdated.
When defining the value in any of the filters, if a valid value is entered, the user is prompted with a list of all the values/records that will satisfy the Maximum Payroll Date defined, as well as any filters already defined above. The user can then select the value/record as needed.
  1. Click on the Advanced tab to select some Optional filters (see Figure 7) (Note: The completion of this tab is optional and can be skipped. If not required, proceed to Step 12)
    1. If required, define the Pay Transaction Record Types to Include (Selected) or Remove (Available)
    2. If required, define specific Pay Batch Calculation Classes as Active or Inactive
  2. Click the Search button. The Select Calendar Period Panel will open to display further options.
The Search button is enabled once the minimum required filter fields are defined to create a Pay Batch.
If there are no relevant records available to create a Pay Batch, a message ‘No payroll calendars found! Please refine the criteria for the filters and click the Refresh Payroll Calendar Search button’ will be shown.
Screenshot from QRG Create a New Pay Batch

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Using the Select Calendar Period Panel to Create the Pay Batch

The records presented on the Select Calendar Period panel will be dependent on the types of records available for inclusion within the Pay Batch. If there are Payees with Pay Transactions created before creating a Pay Batch, you will see a list of relevant Calendar Periods.If there are Payees paid via remuneration-based / auto-pay Assignment Rates, you will see a message at the bottom of the Select Calendar Periods panel saying ‘At least one Pay Batch Event has been found for the filtered selection. Please proceed with the creation of the Pay Batch’.
  1. Select the checkboxes for the relevant Calendar Periods to be included (see Figure 8).
  2. Click the Create Pay Batches button.
Screenshot from QRG Create a New Pay Batch
  1. Once the Create Pay Batches button is clicked, a pop-up message displaying ‘The Pay Batch creation process has started. Please wait’ will appear to advise that the creation process has started (see Figure 9).
Screenshot from QRG Create a New Pay Batch
  1. When the new Pay Batch is created, it will automatically open within the Pay Batch Manager with the Status of Uncalculated, and be ready to commence the review and subsequent processing of the payroll (see Figure 10).
If there are multiple Pay Batches created, the field with the Pay Batch identifier becomes a picklist field, and users can switch between the various Pay Batches that are created at the same time directly within the Pay Batch Manager. Alternatively, the other Pay Batches can be accessed via the Pay Batch List View.
Screenshot from QRG Create a New Pay Batch

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Field Descriptions

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Further Information