QRG Finalise a Pay Batch

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Purpose

The purpose of this quick reference guide is to step through the process of Finalising a Pay Batch through the Pay Batch Manager. The intended audience for this document is Standard Payroll Users. A Calculated Pay Batch must be Finalised, ensuring that any further changes to the Pay Batch are not possible, before the creation of Pay Advices and releasing the Payment File. Once the Payment File is created, it may be required to be submitted for approval (where applicable) before it is Released. The status of the Pay Batch will be updated to Payment File Released. Despite a Pay Batch being Finalised, the 2cloudnine Pay Batch has the flexibility of being rolled back to prior statuses and adjusted until it reaches the Pay Batch Status of Payment File Released. A popup reminder has been included to ensure Users are aware of this being the ‘point of no return’.

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Steps

To Finalise a Pay Batch, the users may need to complete one or more of the following steps depending on what their requirements are:

1. Finalise a Pay Batch
2. Unfinalise a Pay Batch (if needed)
3. Create Pay Advices
4. Preview a Pay Advice (if needed)
5. Delete Pay Advice (if needed)
6. Create a Payment File
7. Delete the Payment File (if needed)
8. Payment File Approval (if needed)
9. Download/Release Payment File
10. Review Payment File details for Individual Payee Pay Batch

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Finalise a Pay Batch

To Finalise 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 Calculated and click the Launch button (see Figure 3).

4. Starting within a Pay Batch where the Status is Calculated, go to the Finalise navigation icon (see Figure 4).
5. Click on the Finalise Pay Batch button.

6. A pop-up message indicating that the Finalisation Process has commenced will be shown. The Pay Batch Status will be updated to Finalising, and a progress bar showing the progression of the Finalisation Process will be displayed (see Figure 5).

7. Once the Finalisation Process is complete, the Pay Batch Status will be updated to one of the below:
   1. If the Calculation Process is completed successfully, the Status of the Pay Batch will be updated to Finalised, therefore Users can now proceed to the next steps of creating Pay Advices.
   2. If the Finalisation Process fails, it means that an error has been found with one or more associated records, and the Status of the Pay Batch will be updated to Finalise Failed . When this occurs, a Debug Log will be created to provide details of the error. The reason for the failure must be addressed before the Pay Batch can be Finalised.

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Unfinalise a Pay Batch (Optional)

Once a Pay Batch is Finalised, you cannot make any changes to the associated Pay Transactions and other related records to the Pay Batch. However, if you need to go back and make some changes, you can roll back the Status of the Pay Batch to be Calculated, so any changes can be made as required. You can Unfinalise a Pay Batch only until the Payment File is released. A Pay Batch must have a Status of Finalised before it can be Unfinalised. To Unfinalise a Pay Batch, the following steps should be completed:

1. For a Pay Batch with a Status of Finalised, go to the Finalise navigation icon (see Figure 6).
2. Click on the Unfinalise Pay Batch button.

3. A pop-up message indicating that the Unfinalisation Process has commenced will be shown. The Pay Batch Status will be updated to Unfinalising and a progress bar showing the progression of the Unfinalisation Process will be displayed (see Figure 7).

4. Once the Unfinalise Process is complete, the Payee Pay Batch Status will be updated to either Calculated or Unfinalise Failed based on the successful completion of the process:
   1. If the Unfinalise Process is completed successfully, the Status of the Pay Batch will be updated to Calculated, which means any changes can now be made as required.
   2. If the Unfinalise process fails, it means there is an error found with one or more of the associated records. The Status of the Pay Batch will be updated to Unfinalise Failed. When this occurs, a Debug Log will provide details of the error. The reason for the failure must be addressed before the Pay Batch can be Unfinalised.

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Create Pay Advices

Once a Pay Batch is Finalised, the next stage is to create Pay Advices. To create Pay Advices, the following steps should be completed:

1. From within a Pay Batch with a Status of Finalised, go to the Finalise navigation icon (see Figure 8).
2. Click on the Create Pay Advice button.

5. If required, populate a customised Message to be displayed on all the Pay Advices created for the Pay Batch. Payment Entity, Pay Advice Template, and Payee level messages will also still apply (see Figure 9).
6. Click on the OK button.

7. A pop-up message indicating that the Pay Advice Creation process has commenced will be shown. The Pay Batch Status will be updated to Pay Advice Creating, and a progress bar showing the progress of the Pay Advice creation will be displayed (see Figure 10).

8. Once the Pay Advice Creation process is complete, the Status of the Pay Batch will be updated to either Pay Advice Created or Pay Advice Failed based on the successful completion of the process:
   1. If the Pay Advice Creation process is completed successfully, the Status of the Pay Batch will be updated to Pay Advice Created. A draft of the Pay Advice document(s) can now be viewed within Pay Batch Manager.
   2. If the Pay Advice Creation fails, it means there is an error with one or more of the records associated with the Pay Batch, and the Status of the Pay Batch will be updated to Pay Advice Failed. The reason for the failure must be addressed before the Pay Advices can be created. If this occurs, a Debug Log will be created to provide details of the error.

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Preview a Pay Advice

Once the Pay Advices are created, they can be previewed through the Detail View for the Payee Pay Batch. To preview a Pay Advice the following steps must be completed:

1. For a Pay Batch with a Status of Pay Advice Created, go to the Finalise navigation icon (see Figure 11)
2. From the Pay Advice tab, click the action dropdown button at the end of the row for the Pay Advice to be previewed.
3. Select the Preview PDF option.

4. The Detail View for the corresponding Payee Pay Batch record will be opened with a preview of the Pay Advice displayed (see Figure 12).

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Delete Pay Advice (Optional)

Once a Pay Batch has the Pay Advices created, it can not be rolled back to a status of Unfinalised without first deleting any Pay Advice records that have been created. To delete Pay Advices, the following steps should be completed:

1. For a Pay Batch with a Status of Pay Advice Created, go to the Finalise navigation icon (see Figure 13).
2. Click on the Delete Pay Advice button. A pop-up confirming you want to delete the Pay Advice will display.
3. Click on the Delete button.

4. A pop-up message indicating that the Pay Advice Deletion process has commenced will be shown. The Pay Batch Status will be updated to Pay Advice Deleting and a progress bar showing the progression of the Pay Advice Deletion process will be displayed (see Figure 14).

5. Once the Pay Advice Deletion Process is complete the Status of the Pay Batch will be updated to either Finalised or Pay Advice Delete Failed based on the successful completion of the process:
   • If the Pay Advice Deletion Process is completed successfully, the Status of the Pay Batch will be updated to Pay Advice Created, therefore the Pay Batch can now be rolled back to a status of Unfinalised so any changes required can be made.
   • If the Pay Advice Deletion process fails, it means that an error has been found with one or more of the records associated with the Pay Batch, and the Status of the Pay Batch will be updated to Pay Advice Delete Failed. If this occurs, a Debug Log will provide details of the error. The reason for the failure must be addressed before another attempt to delete the Pay Advices can be done.

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Create a Payment File

Once a Pay Batch has had its Pay Advices Created, any required Payment File can be created. To create a Payment File, the following steps should be completed:

1. For a Pay Batch with a Status of Pay Advice Created, go to the Finalise navigation icon (see Figure 15).
2. Click on the Create Payment File button.

3. A pop-up message indicating that the Payment File Creation process has commenced will be shown. The Pay Batch Status will be updated to Payment File Creating and a progress bar showing the progression of the Payment File Creation process will be displayed (see Figure 16)

4. Once the Payment File Creation process is complete, the Status of the Pay Batch will be updated to either Payment File Created or Payment File Creation Failed based on the successful completion of the process:
   • If the Payment File Creation process is completed successfully, the Status of the Pay Batch will be updated to Payment File Created. Therefore the Payment File can now be submitted for approval (if required) and released.
   • If the Payment File Creation fails, there is an error with one or more records associated with the Pay Batch, and the Status of the Pay Batch will be updated to Payment File Failed. If this occurs, a Debug Log will provide details of the error. The reason for the failure must be addressed before the Payment File can be created.

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Delete the Payment File (Optional)

Once a Pay Batch has had a Payment File Created, it can not be Unfinalised without first deleting any Payment Files and Pay Advice records that have been created. To delete Payment Files, the following steps should be completed:

1. For a Pay Batch with a Status of Payment File Created, go to the Finalise navigation icon (see Figure 17).
2. Click on the Delete Payment File button. A pop-up confirming you want to delete the Payment File will display.
3. Click on the Delete button.

4. A pop-up message indicating that the Payment File Deletion process has commenced will be shown. The Pay Batch Status will be updated to Payment File Deleting and a progress bar showing the progress of the Payment File Deletion process will be displayed (see Figure 18).

5. Once the Payment File Deletion process is complete, the Status of the Pay Batch will be updated to either Pay Advice Created or Payment File Delete Failed based on the successful completion of the process:
   • If the Payment File Deletion process is completed successfully, the Status of the Pay Batch will be updated to Pay Advice Created. The Pay Batch can now have Pay Advice records deleted so that it can be rolled back to a status of Unfinalised, and any changes required can be made.
   • If the Payment File Deletion fails, there is an error with one or more of the records associated with the Pay Batch, and the Status of the Pay Batch will be updated to Payment File Delete Failed. If this occurs, a Debug Log will detail the error. The reason for the failure must be addressed before the Payment Files can be deleted.

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Payment File Approval (Optional)

Once the Payment File is created, if Payment File Approval is required, the approval process needs to be completed before the next stage can be completed. To receive Payment File Approval the following steps must be completed:

1. For a Pay Batch with a Status of Payment File Created, go to the Finalise navigation icon (see Figure 19).
2. From the Payment File tab, click the action dropdown button at the end of the row for the Payment File requiring approval.
3. Select the Submit for Approval option.

4. An email will be sent to the Authorised Approver(s). The processing of the Pay Batch can not proceed until the required approval is actioned. Once approval is received, the Payment File can be downloaded and released.
5. To download the Payment File in PDF format, click on the Print as PDF button, as shown in the screenshot below, which downloads and saves the file (see Figure 20).

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Download/Release Payment File

Once the Payment File approval is received, or if Approval is not required, the aba file can be downloaded which updates the status to Payment File Released. To download a Payment File, the following steps must be completed:

1. For a Pay Batch with a Status of Payment File Created, go to the Finalise navigation icon (see Figure 21).
2. From the Payment File tab, click the action dropdown button at the end of the row for the Payment File you wish to download.
3. Select the Download option.

4. A pop-up window confirming you want to download the Payment File will display (see Figure 22).
5. Click on the Continue button.

6. The Status of the Payment File is updated to Released. Once all related Payment Files to a Pay Batch have a Status of Released, the Status of the Pay Batch is updated to Payment File Released (see Figure 23). The Payment File will download to your computer (shown at the bottom of your screen or in your downloads folder). The file can be opened to review, moved to another folder if required, and is ready to upload to your online banking system.

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Review Payment File Released Pay Batch

Once the Payment File is released, the details of the Payment File in respect to an individual Payee Pay Batch can be viewed via the Detail View. To view the Payment File details for an individual Payee Payment File, the following steps must be completed:

1. For a Pay Batch with a Status of Payment File Released, go to the Finalise navigation icon (see Figure 24).
2. Click on the Filters icon and add the Employee .
3. You can review the Pay Advice, Payment File, and Payment File Errors from different tabs as required.
4. To review individual Payee Pay Batch, from the All Employees tab, click the action dropdown button at the end of the row for the Payee to be reviewed.
5. Select the View Details option.

6. The Detail View for the corresponding Payee Pay Batch record will be opened (see Figure 25).
7. Click the Payment File tab. The Payment File Details relating to the individual Payee Pay Batch are displayed.

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Field Descriptions

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Further Information