QRG Review a Pay Batch

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Purpose

The purpose of this quick reference guide is to step through the process of Reviewing a Pay Batch within Pay Batch Manager. The intended audience for this document is Standard Payroll Users. The Review button is selected by default when a new Pay Batch is created or an existing Pay Batch is opened. The functions available under the Review button provide Users with all options required to manage the Pay Batch and individual Payee Pay Batches. Some examples include adding and removing Pay Transactions in the Payee Pay Batches, Bulk adding and removing Payee Pay Batches, and deleting the entire or individual Payee Pay Batches. Users can review the Payee Pay Batches via different views like the default table view for a summary level review, individual Detail View, and the Adjustments screen for detailed reviews and making changes.

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Steps

To Review a Pay Batch, Users may need to complete one or more of the following steps depending on what your requirements are:

1. Review Payee Pay Batch within the Pay Batch Manager
2. Review the Detail View for Individual Payee Pay Batches (and Remove Pay Transactions or Payee Pay Batch Records)
3. Use the Bulk Add Functionality
4. Use the Bulk Remove Functionality
5. Make Manual Adjustments
6. Delete a Pay Batch

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Review Payee Pay Batch within the Pay Batch Manager

To open a Pay Batch for review, follow the steps below. 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 and click the Launch button (see Figure 3).

4. Once the Pay Batch Manager opens, you will notice that there will be one Payee Pay Batch created per Payee / Calendar Period combination. Each will be reflected as a row within the records table that provides a high-level summary of the Payee Pay Batch totals. Each vertical column displays the total for the relevant type of Pay Transaction, split across each Payee Pay Batch (see Figure 4).

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Review the Detail View for Individual Payee Pay Batches (and Remove Pay Transactions or Payee Pay Batch Records)

To view detailed information relating to each Payee Pay Batch Record, the following steps should be completed:

1. While still navigating through the Review navigation icon, click the action dropdown button at the end of the row for the Payee Pay Batch record to be viewed (see Figure 5).
2. Select the View Details option.

3. Upon selecting the View Details option, the Payee Pay Batch Summary View will be displayed within the Pay Batch Manager (see Figure 6).

4. Clicking on the Detail View tab allows Users to drill down to individual records that attribute to the totals reflected (see Figure 7)

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Use the Detail View Remove Pay Transactions and Remove Payee Pay Batch Record Functionality

To remove Pay Transactions from a Pay Batch, the following steps should be completed:

1. From the Detail View for an individual Payee Pay Batch record, use the checkboxes available to select the Pay Transaction(s) that need to be removed (see Figure 8).
2. Click on the action button at the top right of the view.
3. Select the Remove Selected Pay Transactions option.

4. To remove the Payee Pay Batch record altogether, from the Detail View for an individual Payee Pay Batch record, click on the action button at the top right of the view (see Figure 9)
5. Select the Remove Payee Pay Batch Record option.

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Use the Bulk Add Functionality

To Bulk Add Transactions to a Pay Batch, the following steps should be completed:

1. From the Review navigation icon, click on the Bulk Add button (see Figure 10). The Bulk Add screen will be displayed.

2. From the Bulk Add screen, select the checkboxes of records to be added (see Figure 11). You can select:
   • Individual records to add by selecting individually
   • All records for a Payee by selecting the Payee
   • All records for a Calendar Period related to Payee by selecting the Calendar Period
   • All the records within the list by checking the Select All checkbox in the table header
3. Click on Add Selected to add the records (see Figure 11).

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Use the Bulk Remove Functionality

To Bulk Remove Payee Pay Batch records from a Pay Batch, the following steps should be completed:

1. From the Review navigation icon, select the checkboxes on the left-hand side of the records to be removed (see Figure 12)
2. Click on the Bulk Remove button.

3. A pop-up message will appear saying ‘Are you sure you want to delete the selected Payee Pay Batch?’ (see Figure 13).
4. Click on the Delete button.

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Make Manual Adjustments

To review or make Manual Adjustments, the following steps should be completed:

1. From the All Employee, Uncalculated, Calculate Failed, or Calculated tab, click the action button at the end of the row for the Payee Pay Batch record that requires adjustment.
2. Select the Adjustments option (see Figure 14). The Manual Adjustments screen will be displayed.

3. From the Manual Adjustments screen, new Adjustment Transactions can be created and/or existing Pay Transactions can be edited/deleted (see Figure 15). The tabs can be used to quickly view specific types of records included and the manual Adjustment Options available.

4. Where the Adjustment is for an existing record:
   1. Click the button against the record to be adjusted The Add Adjustment Transaction screen will be displayed where the required details can be entered
   2. Once the required fields are populated, click the Save button An Adjustment Transactions, with the Adjustment field automatically set to True, will be created. The initial record for which the adjustment was added will remain unchanged.
5. To delete existing Pay Transactions:
   1. Click the against the record to be deleted A pop-up with an ‘Are you sure you wish to delete this Pay Transaction?’ will be displayed
   2. Click the Delete button.

To edit an existing pay Transaction:

1. Click the button against the record to be edited The existing record will be opened
2. Once the required changes are made, click the Save button The initial record from which the edit button was clicked will be updated. No Adjustment Transactions will be created

6. If an existing Pay Transaction does not exist to create an Adjustment Transaction against:
   1. Click on the Tab that corresponds to the Adjustment Type to be added (see Figure 16)
   2. Click on the Add Adjustments button. The Add Adjustments button is only available where there are no existing Pay Transactions to be adjusted. If the tab shows existing Pay Transactions, the adjustments should be made against those records.

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Delete A Pay Batch

If at any point before the Finalisation of the Pay Batch, the Pay Batch is identified as not required, or it would be easier to start the Review and Calculation again, the Pay Batch can be Deleted. To do this, the following steps should be completed:

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Field Descriptions

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Further Information