QRG Review a Pay Batch

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Purpose

This quick reference guide steps Standard Payroll Users through reviewing a Pay Batch within Pay Batch Manager (PBM). The Review button is the default view when a Pay Batch is created or opened, and provides all options needed to manage the Pay Batch and its Payee Pay Batches — including adding and removing Pay Transactions, adding or removing Payee Pay Batches in bulk or individually, but most importantly to review all data within the Pay Batch.

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Steps

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Launch Pay Batch Manager

To open a Pay Batch for review, follow the steps below, or skip to step 4 if you have already launched the Pay Batch Manager for the selected Pay Batch:

3. From the List View, select the Pay Batch you want to review and click the Launch button (see Figure 3).

4. Review the Pay Batch Manager data presented (see Figure 4).

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Launch Detail View

To view detailed information relating to each Payee Pay Batch Record, follow these steps (see Figure 5):

1. Click the icon displayed at the far right of the Payee Pay Batch row to see the Actions available for the record.
2. Select View Details from the available picklist options.

3. From the Summary View tab, see a breakdown of each Pay Transaction amount related to the Payee Pay Batch (see Figure 6).

4. To view more granular data, navigate to the Detail View, Leave, Alerts, Pay Advice or Payment File tabs.

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Use the Remove Pay Transactions functionality on the Detail View tab

To remove Pay Transactions from a Pay Batch, follow these steps (see Figure 7):

1. Select View Details for the related Payee Pay Batch.
2. Navigate to the Detail View tab.
3. Select the checkbox fields for each applicable Pay Transaction record(s).
4. Click the Action button and select Remove Selected Pay Transactions.

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Remove Payee Pay Batch Record on the Detail View tab

To remove individual Payee Pay Batches, follow these steps (see Figure 8):

1. Select View Details for the related Payee Pay Batch.
2. From the Detail View tab, click the drop-down button in the top right corner of the window.
3. Select Remove Payee Pay Batch Record from the available picklist values.
4. Click the Actions icon and select Remove Payee Pay Batch Record.

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Use the Bulk Add Functionality

To insert multiple Pay Transactions to the Pay Batch, follow these steps:

1. Click on the Bulk Add button (see Figure 9).

2. Select which Payee Pay Batches should be updated via Bulk Add using one of the following methods (see Figure 10):
   • Individual records: Click the checkbox field on each row of Payee Pay Batch data for inclusion.
   • Payee specific records: Click the checkbox field on the column header of each Payee for inclusion.
   • Calendar Period specific records: Click the checkbox field on the column header of each Calendar Period for inclusion.
   • All records: Click the Select All checkbox field on the table header.
3. Click the Add Selected button to add the records.

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Use the Bulk Remove Functionality

To remove multiple Payee Pay Batches, follow these steps:

1. Select the checkbox field for each row of Payee Pay Batch data to be removed (see Figure 11).
2. Click on the Bulk Remove button.

3. Finalise Payee Pay Batch record removal by clicking the Delete button from the confirmation window (see Figure 12).

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Make Manual Adjustments

To review and manage Manual Adjustments, follow these steps (see Figure 13):

1. From the All Employee, Uncalculated, Calculate Failed, or Calculated tabs, click the Actions icon and select Adjustments.

2. From the All tab of the Manual Adjustments window, see a breakdown of Pay Transaction records for the selected Payee Pay Batch (see Figure 14).

3. To filter the displayed data by Record Type, navigate to the Payments, Allowances, Deductions, Withholdings, Leave or Work Schedule Calendar tabs.
4. To make an Adjustment for an existing record:
   1. Click the button against the record to be adjusted.
   2. Make the necessary alterations in the Add Adjustment Transaction window.
   3. Click the Save button.
   4. Review the newly created Adjustment Pay Transaction.
5. To delete existing Pay Transactions:
   1. Click the button against the record to be deleted.
   2. When prompted, click the Delete button from the confirmation window.
6. To edit an existing Pay Transaction:
   1. Click the button against the record to be edited.
   2. Update the necessary values in the Edit Pay Transaction window.
   3. Click the Save button.
   4. Review the updated Pay Transaction values.

7. If an existing Pay Transaction does not exist but an Adjustment is required:
   1. Click on the Tab that corresponds to the Adjustment Type to be added (see Figure 15).
   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 if it would be easier to start the Review and Calculation again, the Pay Batch can be Deleted.

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Field Descriptions

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Further Information