Overview

Pay Run Reports Job schedules automatic generation and email delivery of pay run invoices, removing manual invoice creation from Pay Runs screen. Job ensures invoices processed on schedule with companion report showing pay run status for team review.

Removes manual invoice creation workflow and ensures consistent processing timing across all pay runs.

Setting Up the Job

Pay Run Reports Job configured in System Administration > Scheduler Jobs.

Job Configuration Parameters

Define following parameters when configuring job:

Recommended Timing

Scheduling Best Practices

• Run job early in day: Allow team time to review records before export to accounting system

• Schedule email sends outside peak hours: Minimise system load impact during business hours

• Daily or periodic schedule: Match pay cycle frequency (fortnightly, monthly)

Staging Job Configuration

Standard staging environment scheduling:

Important: Schedule payRunReports job to run in early morning. Do not run during work hours.

Pay Run Invoice Date Review

Companion report shows pay run status (pending, open, or past due) and allows team to review and clean up records before export to accounting system.

Report Delivery Methods

Report can be delivered via:

• Email: Sent directly to specified email addresses via Mail Queue

• Report Queue: Available for download from Report Queue screen

Recommended File Format: Generated as CSV file for further review or manipulation

Daily Review Workflow

1. Review Report Job Pay Run Invoice Date Review daily

2. Identify any Pay Runs where stored Invoice Date needs updating

3. Complete review before stored Invoice Date (critical timing)

4. Prepare and upload update file to Import Table Data screen

Report Data Structure

Review report displays following columns:

Updating Records

If correction needed after report generated:

Update Procedure

1. Open Pay Run Invoice Date Review report

2. Update pay_run_date field for records requiring correction

3. Remove all rows except header and records being updated

4. Delete columns A through K, keeping only:

   • pay_run_id

   • pay_run_date

   • pay_run_status_id

5. Save file as CSV format

6. Navigate to Setup > Import Table Data

7. Select Salary Packaging module and sp_pay_runs table

8. Import CSV file to update records

9. Re-run Pay Run Reports Job to generate updated invoice batch

Cleaned Update File Structure

Final CSV file for import contains only 3 columns:

pay_run_id,pay_run_date,pay_run_status_id 8171694078,2/7/2026,100000 8171734664,2/7/2026,100000 

Exception Report Review

Exception reports generated when data issues found during pay run invoice generation.

Exception Report Processing

When payRunReports Job runs:

1. Job processes all configured pay runs

2. Invoices generated and emailed where no issues

3. Records with data errors added to exception report

4. Exception report emailed to designated recipients

5. Exception details available in Mail Queue

Exception Review Steps

1. Review records emailed in exception report

2. Make required changes to affected pay runs

3. If pay run needs emailing:

   • Navigate to Pay Runs / Pay Run screen

   • Select required Pay Run details

   • Send email from screen

Common Exception Types

Exception Report Access

Exception reports accessible via Mail Queue screen.

Mail Queue Details

Example exception report attachment: payRunReports_exceptions

Exception Report Data

Exception report contains:

Workflow Example

Complete Pay Run Invoice Processing

1. Job Execution (Early Morning)

   • payRunReports Job executes

   • Invoices generated for all valid pay runs

   • Emailed to configured recipients

   • Exception report generated

2. Team Review (Business Hours)

   • Team receives invoice emails

   • Exception report emailed showing any issues

   • Team reviews Invoice Date Review report

   • Identifies pay runs needing date corrections

3. Data Correction (Before Invoice Date)

   • Team prepares CSV update file

   • Imports corrections via Import Table Data

   • Updates pay_run_date field values

4. Re-run Job (If Needed)

   • After corrections imported

   • Re-run Pay Run Reports Job

   • Generates updated invoice batch

   • Sends corrected invoices

5. Export to Accounting (As Scheduled)

   • Pay runs exported to accounting system

   • Invoices with final dates processed

   • Billing data synchronized

Important Notes

• Pay Run Reports Job removes manual invoice creation step from Pay Runs screen

• Exception report identifies records with data issues requiring correction

• Invoice date must be finalized before pay run exported to accounting system

• CSV import method most efficient for bulk date corrections

• Report Queue available for on-demand download if email delivery not suitable

• Job timing critical to allow team review before accounting export

• Contact Catch-e support if Job requires custom configuration or report deployment

• Test job scheduling in staging environment before enabling in production

• Monitor exception reports regularly to identify systemic pay run setup issues

Related Screens and Processes

CSV Import Field Requirements

When importing pay run corrections via Import Table Data:

• Table: sp_pay_runs

• Module: Salary Packaging

• Required Columns:

  • pay_run_id (integer, required)

  • pay_run_date (date, required)

  • pay_run_status_id (integer, required)

  • client_id (integer, required)

  • pay_cycle_id (integer, required)

• File Format: CSV (comma-separated values)

• Character Encoding: UTF-8

• Header Row: Required, first row contains column names

• Data Rows: Only include rows requiring updates

Troubleshooting

Job Does Not Run

• Verify scheduler job enabled in System Administration > Scheduler Jobs

• Confirm job frequency and timing configured correctly

• Check system logs for scheduler service errors

Exception Report Shows "No Billing Transactions"

• Verify pay run created with associated billing data

• Check client and contract setup for missing data

• Confirm billing transactions linked to pay cycle

Invoice Date Not Updating After Import

• Verify CSV file contains correct column headers

• Confirm pay_run_id values exist in system

• Check import completed without validation errors

• Re-run Job after successful import

Email Recipients Not Receiving Reports

• Verify email addresses configured in Job settings

• Check Mail Queue for delivery status and errors

• Confirm SMTP configuration in system settings

• Review email logs for bounce or rejection messages