QRG Reconciliation Manager - Key Information

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Prerequisites

1. 2cloudnine Payroll users must be running the Salesforce Lightning Experience.
2. Pay Codes must be appropriately set up and must be functional.
3. Payment Record Types must be set up accurately for Reconciliation to work effectively and to correctly calculate the Variances.
4. Ensure the Reconciliation Package is installed.
5. Opening Balances will only be included in the Reconciliation process if they are confirmed and processed in a Pay Batch that is Payment File Released.
6. At least one Pay Batch must be processed successfully and the status should be Payment File Released.
7. The Final Update Event for Single Touch Payroll Lodgement must NOT be submitted before completing the Reconciliation process.
8. Users processing within the Reconciliation Manager must have access to create, edit and delete the Reconciliation and Reconciliation Items.

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Definitions

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Reconciliation Manager

• Reconciliation
  The Reconciliation process creates a Reconciliation record and Reconciliation Items which are used to compare the Opening Balances, Pay Transactions and Payee Aggregates to ensure the figures balance, and once balanced, provide confidence for the Final Update Event for STP Lodgements to be sent to the ATO.
• Reconciliation History
  Reconciliation History is used to view the existing Reconciliation records that have been created, and not deleted. Reconciliation History allows users to also delete any unwanted Reconciliation records and their related Reconciliation Items.
• Reconciliation Items
  The Reconciliation Items are the individual Payee level records, further separated by Pay Code or Withholding Record Type, within a Reconciliation record detailing the matching Opening Balance YTD, Pay Transactions YTD, Payee Aggregate YTD, any Variance found from the above fields, and Amended Payee Aggregate YTD Value. Users can also view in further detail the further breakdown of these Transactions to what is across Taxable and Non-Taxable for either Payments, Allowances, Deductions, ETPs, Lump Sums, and Withholdings.
• Reconciliation Results
  The Reconciliation Result is the status of the Reconciliation Item based on the Variance field being 0.000000, with the result being success, and for the Variance field having anything other than 0.000000, with the result being failed.
• Variances
  The Variances field reports the difference between the Opening Balances YTD (if any are processed for this Payee for this Pay Code/Withholding Record Type), Pay Transactions YTD and the Payee Aggregate YTD (amount reported to the ATO via Single Touch Payroll).
• Resolve
  The Resolve function makes required corrections to the Payee Aggregate so the Variance is corrected to 0.000000, and therefore converts the Reconciliation Items from a status of failed to success.
• FBT
  FBT refers to Fringe Benefit Tax. The Manage FBT functionality provides users with a simple screen for bulk entering of Reportable and Non-Reportable FBT amounts.

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General Overviews

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Reconciliation Functionality

• Process a new Reconciliation
  • Create a new Reconciliation record
  • Create new Reconciliation Items
• Review Reconciliation History (Results)
  • Review Reconciliation records
  • Review Reconciliation Items
  • Review Reconciliation Results
  • Delete Reconciliation and related Reconciliation Items
• Resolving Failed Reconciliation Results
  • Manage Variances
  • Resolve Failed Reconciliation Results
  • Amend Payee Aggregate
  • Review Reconciliation Items after Resolve

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Reconciliation Interface Appearance and Usability

• The Reconciliation Manager pages are Lightning Enabled and must only be used when the Salesforce Lightning Experience is active.
• All dates and times are displayed as per the location of the logged in user.
• Currency is calculated at 6 decimal places.
• The recommended browser is Chrome as per the Salesforce standard.
• The default display resolution supported for the Update Rates Automation is 1920 x 1080 (1080p) scaled at 100%. The minimum display resolution supported is 1024 x 768 as per the Salesforce standard.
• The Reconciliation Manager pages will automatically resize in width and height so that the components are stretched appropriately depending on resolution.
• In the event that the fields / tabs within the Reconciliation Manager are unclear or overlap, zoom out (or zoom in) through the web browser as needed.

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System Process Outlines

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Reconciliation Details - Process a new Reconciliation

• The Reconciliation process within 2cloudnine is designed so Reconciliations can be performed multiple times throughout the year.
• The Reconciliation package is a stand-alone package and must be installed before the Reconciliation Manager can be accessed and before the process can be performed.
• When the Reconciliation Manager App is opened, the navigation bar will display the most relevant tabs (Objects) that are used within the Reconciliation process.
• While processing a Reconciliation, if no Payment Entities are selected before selecting the Begin button, the Reconciliation process will run for all the Payment Entities combined (up to a maximum of 10 Payment Entities).
• For the “Since Last Reconciliation” function to work, the system automatically saves the filters used when the Reconciliation was last performed, hence when this option is selected, all values are then pre-populated.
• When the Reconciliation process begins, the processing may take from a few minutes to a few hours to complete. It depends on the total number of Pay Transactions, Payee Aggregates, etc, to be reconciled within the selected Period. The progress bar will continue to progress and display based on the speed of the reconciliation process occurring.
• The Reconciliation record is automatically named by the system using the format TREC-xxxxxxxxxx upon its creation and the Reconciliation Items within it are named using the format TRECI-xxxxxxxxxx.

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Reconciliation History - Review Reconciliation History (Results)

• Some of the important fields on the Reconciliation Item page that are used for Reconciliation are Result, Pay Code, Opening Balance YTD, Pay Transactions YTD, Payee Aggregate YTD, Variation and Pay Batch.
• Each Reconciliation Item is related to a Pay Batch which is listed on the Reconciliation Item page and can be accessed from there.
• Deleting Reconciliation records doesn’t delete any of the related Pay Transaction or Payee Aggregate data. It only deletes the Reconciliation Results and Reconciliation Items created specifically by an earlier Reconciliation Process, which can be created again when required based on the current status of the data processed within the Org.
• If you wish to protect a Reconciliation record from being deleted, you can update the checkbox Do Not Delete on the Reconciliation record, which will prevent deletion of the checked Reconciliation Record and it’s related Reconciliation Items. The Delete button will only appear if a selected Reconciliation does not have that checkbox ticked, which also displays a tick under the Protected column.

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Manage Variances - Resolving Failed Reconciliation Results

• The Reconciliation process can only be performed on data within the same financial year.
• The Reconciliation process doesn’t include Leave Accruals. It only includes Payments and Withholdings that have been processed within Pay Batches that are a Status of Payment File Released.
• If you do not agree with the suggested amount pre-populated in the Amended YTD Value, you can manually enter a different value and click the Amend Payee Aggregate button. By doing this, the Variance field will not correct to 0.000000, and the Result will not change from Failed to Success. The future Reconciliation jobs will still display the result as Failed.

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Manage FBT

• Only Pay Codes that are Record Type FBT will appear in the Pay Code field.
• When populating the field EFY 30 June Year, you can only enter any year from the last 10 years, the current year or the next two years, otherwise you will get an error message saying “ERROR: You have entered a year that is outside of an allowable range. Please review and try again.”.
• The system will automatically link the FBT Payee Opening Balance and the FBT Payee Aggregate records with the most recent Payee Pay Batch upon creation.
• If the selected Payee doesn’t have a Payee Pay Batch linked to it, you will get an error message saying “Errors while creating FBT Payee Opening Balances and FBT Payee Aggregates Error. Payee Pay Batch not found for Payee EFY 2023 Creation Failed. please review table for failed items.”.
• The rows with errors will remain in the table even when deleted and will disappear automatically after 24 hours.
• The rows that have been entered successfully will automatically disappear from the table after 24 hours.

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Further information