> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# QRG Review a Pay Batch
## 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.
## 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
### **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).
When a new Pay Batch is created, by default it will automatically open at this screen of
the Pay Batch Manager. There would be no need to go back to the list view of all Pay
Batches.
Payee Pay Batch records will only be displayed on the All Employees and Uncalculated
Quick Filter Tabs until that Pay Batch has a Status of Calculated. Once Calculated, the
Payee Pay Batches will appear on other Quick Filter Tabs as appropriate.
If there are filters applied to the view of Payee Pay Batches preventing some from
displaying here, this will not prevent the processing of them through the various
stages of the Pay Batch.
### **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).
As with the Summary View, while the Payee Pay Batch has a Status of Uncalculated,
only the records related to the Units and Gross values are displayed. Once the Payee
Pay Batch is Calculated additional details/records will be provided.
4. Clicking on the **Detail View** tab allows Users to drill down to individual records that attribute to the totals reflected (see Figure 7)
### **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.
Some Pay Transactions can not be removed from a Pay Batch, for example,
Withholding Pay Transactions added during Pay Batch Calculation. If the Pay
Transaction can not be removed, a checkbox will not be available for selection.
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.
When a Payee Pay Batch record is Removed from a Pay Batch, all the source records
related to that Payee Pay Batch are reset ready for inclusion within another Pay Batch.
The ability to remove, add, or edit Pay Transactions within a Pay Batch is only possible
until the Pay Batch has a Status of Finalised. After that stage, any changes will require
the Pay Batch to be Unfinalised and rolled back to the Status of Calculated to perform
these actions.
### **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).
### **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.
### **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.
If additional Pay Transactions are to be added to the Pay Batch, for example, from
Timesheets, the Bulk Add functionality should be used to add it to the Pay Batch.
Where an existing record does not exist, the Manual Adjustments functionality should
be used to create and add the new Pay Transaction(s) as required.
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
Not all Pay Transactions can be edited and/or deleted. If the record can not be
edited/deleted the corresponding edit / delete buttons will not be displayed.
AutoPay / Remuneration-based Employees can only have Payment Pay Transactions
that are flagged as Adjustment Transactions edited and deleted. Timesheet-based
Employees can have all Payment and Timesheet Allowance Pay Transactions
edited/deleted.
Only Pay Transactions that are flagged as Adjustment Transactions can be edited and
Removed for Payee Allowances (except Timesheet Allowances), Deductions,
Withholding and Leave.
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.
### **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:
1. Go to the **Review** navigation icon (see Figure 17)
2. Click on the **Delete Pay Batch** button The Pay Batch Deletion Process will commence
3. When the Pay Batch Deletion is completed, a message reflecting this will be displayed
When a Pay Batch record is Deleted, all the source records that were created outside
of the Pay Batch are reset, ready for inclusion within another Pay Batch.
System-generated records created within the Pay Batch (i.e. Withholding Pay
Transactions) will be deleted, however, Manual Adjustments created via the
Adjustments screen will not be deleted.
## Field Descriptions
| Field Name | Description |
| ------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Main UI** | |
| Acknowledge Alerts | is used to accept alerts that appear as warnings but do not need any further action or updates to the records. |
| Tabs (All Employees, Uncalculated, Calculate Failed, Calculated, Leave, Payee, Assignment, Transaction, and Payee Batch) | All Employees tab displays all the Payee Pay Batches in this Pay Batch.
Uncalculated tab displays only the Uncalculated Payee Pay Batches.
Calculate Failed tab displays only the Payee Pay Batches with a status of Failed.
Calculated tab displays only the Calculated Payee Pay Batches.
Leave tab will display all leave Transactions and Accruals.
Payee tab displays a list of warnings flagged for Payees to be reviewed.
Assignment tab displays a list of warnings flagged for Assignments to be reviewed.
Transaction tab displays a list of warnings flagged for Transactions to be reviewed.
Payee Pay Batch tab displays a list of warnings flagged for Payee Pay Batches to be reviewed. |
| Bulk Add | is used to add Payee Pay Batches or individual Pay Transactions that match the original filter of the Pay Batch creation to the Pay Batch. |
| Bulk Remove | is used to remove Payee Pay Batches from the Pay Batch in bulk. |
| Calculate (navigation icon) | click this navigation icon to view options related to calculating the Pay Batch and the Part Calculate or Calculate All buttons. |
| Calendar Period | is the date range applicable for this Pay Batch. The Pay Batch may also contain Payee Pay batches relating to earlier Pay Calendar Periods if it was created with the ‘Include Earlier Periods’ checkbox selected. |
| Delete Pay Batch | this option can be used to permanently delete the Pay Batch. Using this option doesn’t delete any Payee data but deletes the Pay Batch and any relationship with this Pay Batch on related records (i.e. Pay Transactions, Leave Events, etc) only so that a new Pay Batch can be created. |
| Finalise (navigation icon) | click this navigation icon to view and action various options related to finalising the Pay Batch. |
| Pay Advice Net | is the total net amount of related Pay Advices. |
| Pay Schedule | defines the Pay Schedule filter applied to the Pay Batch upon creation. |
| Payees | is the count of unique Payees from related Payee Pay Batch records. |
| Payroll Date | is the anticipated date that a Pay Batch will be finalised. |
| Payment Date | defines the Payment File Release Date. |
| Payment Entity | is the Payment Entity detailed on related Pay Advices, Payment Files, and STP Lodgements for this Pay Batch. Each Pay Batch is specific to only one Payment Entity. |
| Payment File Net | is the total net amount of related Payment Files. |
| Reporting (navigation icon) | click this navigation icon to generate a Variation Report for this Pay Batch to compare it to another Pay Batch. |
| Review (navigation icon) | click this navigation icon to view options related to reviewing the Pay Batch. |
| Total Gross | is the total gross earnings from all related Payee Pay Batch records. |
| Total Net | is the total net earnings from all related Payee Pay Batch records. |
| **Payee Pay Batch rows (under the action drop-down button next to Payee Pay Batch rows)** | |
| Adjustments | click this button to open the Adjustments screen for an individual Payee Pay Batch. |
| Calculate Payee | use this button to calculate the individual Payee Pay Batch. |
| Exclude from Payment File | use this button to exclude the total net amount associated with this Payee Pay Batch from the Payment File. This can be reversed at any time up until the Payment File is a status of Released. |
| Include in Payment File | use this button to include this Payee Pay Batch if previously ‘excluded from the Payment File’ back into the Payment File. |
| Remove Payee Pay Batch Record | use this button to delete the individual Payee Pay Batch record. |
| Reverse Payee Pay Batch | use this button to reverse all components of this Payee Pay Batch, to be processed in a new Pay Batch. |
| View Details | click this button to open the View Details Panel. |
| **Manual Adjustments Panel** | |
| Add Adjustments | click this button to manually add new Pay Transactions or delete/edit existing Pay Transactions. |
| Delete All Adjustments | click this button to delete all the Adjustment Pay Transactions created directly in the Pay Batch. |
| Calculate Payee | this button will calculate the Payee Pay Batch that is currently open via the Manual Adjustments Panel. |
| Gross | displays the gross earnings from this Payee Pay Batch record. |
| Net | displays the net earnings from this Payee Pay Batch record. |
| Remove Payee Pay Batch Record | this button can be used to delete the current Payee Pay Batch record. |
| Payee Pay Batch | represents the unique identification number of the Payee Pay Batch. |
| **View Detail Panel** | |
| Acknowledge Alerts | is used to accept alerts that appear as warnings but do not need any further action or updates to the records. |
| Period Type | represents the period type this Payee Pay Batch applies to. |
| Remove Payee Pay Batch Record | this button can be used to delete the Payee Pay Batch record. |
| Remove Selected Pay Transactions | this button can be used to delete the selected Pay Transactions. |
| Calculate Payee | use this button to Calculate the Pay Batch. |
## Further Information
| Document | Document Type | Description |
| ----------------------------------------------- | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| QRG Pay Batch Key Information | Information Quick Reference | Outlines useful information relevant to 2cloudnine Payroll’s Pay Batch functionality. The document includes definitions, prerequisites, diagrams, and other non-instructional information on how it facilitates efficient management of Pay Batches from Creation through Review, Calculation, and Finalisation. |
| QRG Create a New Pay Batch | Task Instructions | How to create a new Pay Batch through the Pay Batch Manager. |
| QRG Calculate a Pay Batch | Task Instructions | How to Calculate a Pay Batch as well as the steps to View and Resolve / Acknowledge Flags through the Pay Batch Manager. |
| QRG Finalise a Pay Batch | Task Instructions | How to Finalise a Pay Batch, Unfinalise a Pay Batch, Create and Distribute Pay Advice documents, and Create and Release Payment Files through the Pay Batch Manager. |
| QRG View Leave Accruals via Pay Batch Manager | Task Instructions | How to view Automatic Leave Accruals using Pay Batch Manager. |
| QRG Calculate a single Payee within a Pay Batch | Task Instructions | How to Calculate a single Payee in isolation within the Pay Batch Manager. |
| QRG Reverse Payee Pay Batch | Task Instructions | How to Reverse a Payee Pay Batch within the Pay Batch Manager. |
| QRG Exclude from Payment File | Task Instructions | How to Exclude a Payee Pay Batch from the Payment File. |
| QRG Create a Variance Report | Task Instructions | How to create a Variance Report within the Pay Batch Manager. |
